PRIVACY STATEMENT

Personal information will be collected directly by an individual who:

completes an online or hard copy form in relation to BOE’s services;

• in the course of applying for a position with BOE, completes an application for employment form or submits a resume, either online or in hard copy, and/or attends an interview
• otherwise provide BOE with personal information in person or via telephone, email, SMS, fax, post or other means, whether at BOE’s request or through an individual’s own initiative.

Personal information may also be collected from a source other than directly from an individual, such as from:

• educational organisations, e.g. a school
• family members and relatives, e.g. parents
• community groups and religious organisations
• an individual’s employer
• sporting groups
• external recruitment agencies and background screening providers
• for recruitment purposes, from any of former or current employers and work colleagues, professional associations, registration bodies and educational institutions
• agencies undertaking criminal history checks and working with children checks.

Generally, BOE will only collect personal information from sources other than an individual if it is unreasonable or impracticable to collect personal information from that individual.

BOE collects, holds, uses and discloses personal information where it is reasonably necessary for the purposes of carrying out its functions and activities, including:

• booking, organising and administering outdoor experiences for school students and community members, including assessing accommodation needs, catering requirements, and the like;
• responding to health-related or dietary incidents that may arise;
• conducting risk assessments and hazard identification;
• accounting, billing and other internal administrative purposes; assessing an application for employment with BOE or otherwise to engage an individual as a contractor or consultant; and
• any other legal requirement.

BOE may also use personal information for purposes related to the above and for which an individual would reasonably expect BOE to do so in the circumstances or where that individual has consented, or the use is otherwise in accordance with law.

An individual is under no obligation to provide personal information to BOE. However, without certain information from that individual, BOE may not be able to provide its services. (For example, failing to provide certain information may preclude participation in programs delivered by BOE, or in a recruitment context, may limit our ability to consider that individual for employment.)

BOE discloses personal information for the purpose for which we collect it. Generally, BOE will only disclose personal information for a purpose set out above; this may include disclosing personal information to:

• third parties engaged to perform administrative or other business management functions
• BOE’s subcontractors, including activity specialists, venue owners, catering contractors, IT contractors and database designers
• doctors, hospital and/or police in the event of an emergency incident involving an individual
• BOE’s professional advisors and consultants
• insurance providers
• where an individual is applying for a position with BOE, referees, former employers and colleagues, and relevant bodies that conduct background checks
• any other entity with the individual’s consent or to whom disclosure is required or authorised by law.

BOE’s disclosures of personal information to third parties are made on a confidential basis or otherwise in accordance with the law. BOE may also disclose personal information with an individual’s consent or if the disclosure is required or authorised by law. As BOE is committed to protecting the privacy of individuals, we will view unauthorised disclosure or access to personal information by our employees, contractors or agents as a serious breach of this policy. Appropriate action (which may include disciplinary or legal action) will be taken in such cases.

BOE may disclose personal information to overseas recipients in order to provide its services and for administrative, data storage (e.g. cloud service providers), recruitment activities or other business management purposes. Recipients of such disclosures are located in Singapore, United Kingdom, United States, Canada, Germany, New Zealand and Kenya but may also be located in other countries. Overseas recipients may have different privacy and data protection standards. However, before disclosing any personal information to an overseas recipient, BOE will take reasonable steps to ensure the overseas recipient complies with the Australian Privacy Principles or is bound by a substantially similar privacy scheme unless an individual consents to the overseas disclosure or it is otherwise required or permitted by law.

BOE may use and disclose personal information in order to inform an individual of services that may be of interest. In the event an individual does not wish to receive such communications, that individual can opt-out by contacting BOE via the contact details set out below or through any opt-out mechanism contained in marketing communications.

BOE takes reasonable steps to ensure the personal information it holds is protected from misuse, interference, and loss and unauthorised access, modification, or disclosure. BOE holds personal information in both hard copy and electronic forms in secure databases on secure premises, accessible only by authorised staff. BOE will destroy or de-identify personal information in circumstances where it is no longer required unless BOE is otherwise required or authorised by law to retain the information.

BOE takes reasonable steps to ensure the personal information it holds is accurate, up-to-date, complete, relevant and not misleading. Under the Act, an individual has a right to access and seek correction of that individual’s personal information collected and held by BOE. If at any time an individual would like to access or correct the personal information held by BOE about that individual or more information on BOE’s approach to privacy, please contact BOE’s People & Culture Department via the below details. BOE will grant access to the extent required or authorised by the Act or other law and take steps reasonable in the circumstances to correct personal information where necessary and appropriate. To obtain access to an individual’s personal information:

• that individual will need to provide proof of identity to ensure personal information is provided only to the correct individuals and the privacy of others is protected
• BOE requests the individual is reasonably specific about the information required.

If BOE refuses a request to access or correct personal information, BOE will provide written reasons for the refusal and details of complaint mechanisms. BOE will also take steps reasonable in the circumstance to provide access in a manner meeting the individual’s needs and the needs of BOE. BOE will endeavour to respond to requests to access or correct personal information within 30 days from the date of the request.

Please direct all privacy complaints to BOE’s People & Culture Department. At all times, privacy complaints:

• will be treated seriously
• will be dealt with promptly
• will be dealt with confidentially
• will not affect existing obligations or affect the commercial arrangements between an individual and BOE

BOE’s People & Culture Department will commence an investigation into each complaint. The individual concerned will be informed of the outcome following the completion of the investigation. In the event an individual is dissatisfied with the outcome, it can be referred to the Office of the Australian Information Commissioner.

BOE will make its policy available on request and provide access to this policy on our website. This policy may be amended from time to time at the discretion of BOE and does not form part of the employment contracts of BOE employees.

For further information or enquiries regarding personal information, please contact BOE via the contact us page or 1800 888 900.