Privacy and Securing of
Documentation for Individual Children
1. Purpose
This policy and procedure aims to provide guidance to staff in Childcare Services in
regards to the safe, responsible storage and security of children’s individual
documentation.
The Children’s Services Regulations (2009) have regulations outlining the services
requirements regarding confidentiality of children’s records.
2. Policy
City of Stonnington believes that the responsible handling of personal information is
a key aspect of democratic governance and is strongly committed to protecting an
individual’s right to privacy.
In addition, City Of Stonnington is committed to using observations and children’s
learning to plan an open-ended interest based program for children as individuals
and a group which accurately reflects the philosophies and values of the staff team.
3. Scope
This policy applies to parents with children enrolled in the service and all staff
working within Childcare Services, including students/volunteers and agency relief
staff engaged by the City of Stonnington.
4. Responsibilities
Childcare Services Co-ordinator
Team Leaders
Staff working in Childcare Services
Agency relief staff engaged by the City of Stonnington
Students/Volunteers
Parents of children enrolled in the service
5. Procedure
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Staff will collect the necessary information that may include an individual’s
name, date of birth, current and previous addresses, telephone/mobile
numbers, email address, bank account details, credit card details,
occupation, drivers licence number, Childcare benefit details, emergency
information, medical information and other necessary information that is
collected for the purposes of
 Meeting our Duty of Care
 Complying with the law
 Reporting to government authorities
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Privacy and Securing of
Documentation for Individual Children
 Researching and developing our services
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This information will be stored in locked files and/or electronically (where
applicable) with access strictly limited to childcare service staff directly
involved with the care of children.
Technological and operational policies and procedures are in place to
protect personal information from misuse and loss, and from unauthorised
modification or disclosure.
City of Stonnington will dispose of personal information where it is no
longer necessary to fulfil the purposes for which the information was
collected or as required by law.
Accordingly, employees should only utilise Council multimedia
equipment for the purpose of gathering, accessing and storing
Client information. Employees are not permitted to use their personal
laptops, cameras or memory sticks for business purposes. Council
equipment will be used and provided to employees as required.
“Children’s Individual Folios” are kept closed but in accessible locations for
staff, students (if applicable) service support professionals (if applicable)
the children and their families to view. To maintain privacy, families are
allowed to view only their child’s individual folio.
Individuals are not obliged to provide their personal information. However,
if an individual chooses not to provide the City Of Stonnington Childcare
Services with certain personal information, particularly that information
which we are required to collect by law, then we may not be able to
provide you with the full range of our services.
It is understood by staff, children and families that there is a shared
responsibility between the service and other stakeholders that the Privacy
and Securing of documentation Policy and procedures is accepted as a
high priority.
6. References
Education and Care Services National Law Act 2010
Education and Care Services National Regulations 2011
National Quality Standards
Information Privacy Act 2000
City of Stonnington Information Privacy Policy
City of Stonnington Information Technology Policy
City of Stonnington Employee Code of Conduct
City of Stonnington Disciplinary Procedure
Early Childhood Code Of Ethics
National Childcare Accreditation Council (NCAC) 2008 www.ncac.gov.au Privacy
and Confidentiality Policy
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Date Issued; 26 October 2011
Date Reviewed: 22 February 2016
Privacy and Securing of
Documentation for Individual Children
7. Forms/Checklists
Enrolment Form
Medication Form
Change of Enrolment Details
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Date Issued; 26 October 2011
Date Reviewed: 22 February 2016