Privacy Policy

1. Introduction

This Privacy Policy outlines the management of personal information provided to or collected by Nova IB Academy ("Nova") and provides contact information and instructions for privacy concerns.

Nova is obligated to comply with the Australian Privacy Principles as stipulated in the Privacy Act 1988 (Cth).

2. What kinds of personal information does Nova collect?

Nova collects and holds various types of personal information from you based on the nature of your interaction with us. This includes, but is not limited to, personal information about:

• Students, Parents, and/or guardians ("Parents") during and after a student's enrolment in Nova's IB Tutoring Services;
• Job applicants, staff members and contractors; and
• Other people who come into contact with Nova.

The personal information collected by Nova may include names, contact details, academic records, and financial information.

Nova only collects sensitive information with the individual's consent and if reasonably necessary for Nova's functions. Sensitive information is a category of personal information that includes information about things like an individual’s health, criminal record, religious beliefs and racial or ethnic origin.

In certain cases, Nova may collect personal information as required or authorised by Australian laws, court orders, or tribunal orders. If this is the case, Nova will inform you of the details of the law, court or tribunal order.

2.1 Personal Information You Provide

Nova generally collects personal information directly from individuals through various means, such as the completion of forms by Parents or students, application forms for prospective staff, face-to-face meetings, interviews, emails, and telephone calls.

2.2 Personal Information Collected from Third Parties

Nova may also collect personal information about students from their Parent(s) or, in certain circumstances, from third parties, such as medical professionals or references from schools.

2.3 Anonymity

Where lawful and feasible, Nova may allow individuals to interact anonymously or use pseudonyms, such as for general inquiries. However, in cases where personal information is required for student enrolment or participation in specific activities, failure to provide the requested information may impact the student's enrolment or participation.

3. How will Nova use the personal information you provide?

Nova utilises your collected personal information for the primary purpose of collection, and typically for other related secondary purposes, which are reasonably expected by individuals or to which they have consented.

3.1 Students and Parents

Nova's primary purpose of collection regarding personal information of students and Parents is to facilitate our educational services. This includes meeting the needs of Parents, students, and Nova throughout the student's enrolment. The purposes for collecting, using, holding, and disclosing the personal information of students and Parents include:

• Day-to-day administration;
• Ensuring the educational, social, and medical well-being of students and staff; and
• Conducting marketing activities for Nova.

3.2 Marketing

Nova considers marketing crucial for its future growth and development. Personal information held by Nova may be disclosed to organisations assisting in Nova's marketing efforts. However, the use of images and names of students and Parents for marketing purposes requires the explicit consent of the Parents.

3.3 Prospective Employees or Applicants

In the context of evaluating applications from prospective staff or contractors, Nova collects and uses personal and sensitive information about candidates. This may include conducting criminal record checks, with the applicant’s consent, to assess suitability for employment or engagement with Nova.

4. Who might Nova disclose personal information to?

Nova may disclose personal information to various parties, depending on the nature of the interaction of said individuals. For instance, Nova may disclose an individual’s personal information, including sensitive information under specific circumstances, to:

• Government departments;
• Medical practitioners;
• Parents;
• Recipients you authorise Nova to disclose information to;
• Nova’s insurers; and
• Parties to whom information disclosure is required by law.

5. Management and Security of Personal Information

Nova predominantly stores personal information electronically in our secure servers, databases, and IT systems. Paper records may also be utilised. Nova has implemented measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures include secure storage of paper records, password-based access controls for electronic records, and staff obligations to maintain the confidentiality of students' and Parents' personal information and the privacy of individuals.

Nova will retain student and parent personal information for a maximum of three years upon the student exiting our service.

6. Data Breach Notification

In the event of any loss, unauthorised access, or disclosure of personal information likely to result in serious harm, Nova will promptly investigate and notify affected individuals and the Australian Information Commissioner, as required by the Privacy Act.

7. Access and Correction of Personal Information

Individuals have the right to request access to their personal information held by Nova and to request corrections if inaccuracies are identified.

To make such requests, individuals should contact the Director in writing using the provided details below. Nova may require identity verification and specification of the information requested.

While making a request is free of charge, Nova reserves the right to impose a reasonable fee to cover expenses related to locating, retrieving, reviewing, and copying the requested material. The fee will not be excessive, and Nova will advise the likely cost in advance.

8. Consent and Rights of Access

Nova acknowledges the right of Parents to make decisions concerning their child's education. Requests for consent and notices related to a student's personal information will typically be directed to the student's Parents.

Consent granted by Parents will be considered as consent on behalf of the student, and notices to Parents will be deemed as notices to the student. Parents may request access to personal information held by Nova about themselves or their child by contacting the Administration (see details below). However, access may be denied in cases where it unreasonably impacts the privacy of others or breaches Nova's duty of care to the student.

9. Enquiries and Complaints

For further information regarding Nova's management of personal information or to lodge a complaint alleging a breach of the Australian Privacy Principles, please contact:

Nova will investigate any complaints received and respond in a timely manner, aiming to provide a response within 10 working days. If this is not feasible, Nova will notify the complainant of the expected response time.

If unsatisfied with Nova's response, you may refer your complaint to the Office of the Australian Information Commissioner (in writing):

Office of the Australian Information Commissioner (OAIC)
GPY Box 5218, Sydney NSW 1042
Email: enquiries@oaic.gov.au
Phone: 1300 363 992

10. Using Other Websites

Nova's website may contain links or references to other websites that are not governed by this Privacy Policy. You are advised to review the privacy policies of those websites before using them, assessing their acceptability.