Transition to School Digital Statement Privacy Collection Statement
This Privacy Collection Statement is to advise early childhood education services (including centre directors, educators, teachers), schools and other users of the Transition to School Digital Statement of the personal and sensitive information the NSW Department of Education (the Department) will collect when you use the Transition to School Digital Statement platform.
Any personal information the Department collects using the Transition to School Digital Statement platform will be handled by the Department in accordance with the NSW Department of Education Privacy Management Plan and Information Security Policy.
Creating a digital Transition to School Statement
Written authorisation and consent from a child’s parent/carer must be obtained before creating a digital Transition to School Statement for the child using the Transition to School Digital Statement platform. View an example consent form.
Your name as you have entered it on the Transition to School Statement may be shared with the government or non-government school the child will be attending. In addition, your name will be saved and stored in the Department’s AWS cloud environment and can be accessed by the Department’s IT Directorate teams and project contractors engaged by the Department.
Information provided to the NSW Department of Education will be used, disclosed or retained and secured in accordance with NSW privacy laws. For further information about the collection of information and how the NSW Department of Education protects privacy read Privacy information and forms.
Creating a Department of Education login account
In order to use the Transition to School Digital Statement, all users require a NSW Department of Education login account. The provision of your personal details to allow a Departmental account to be created is voluntary, however, should you not wish to provide these details then you will not be able to be use the Transition to School Digital Statement.
The Department will collect your personal information using the Transition to School Digital Statement, and will use this information to establish a unique login account. This privacy collection statement provides information about the Department’s collection and handling of personal information as required by privacy legislation.
What personal information will be collected
- legal first name
- legal surname
- preferred first name (optional)
- personal email address
- mobile phone number (optional)
How personal information will be used
This information will be used for the purpose of:
- checking there are no existing Department of Education accounts with the same personal information, to ensure a unique login account is established,
- creating or updating a NSW Department of Education account in your name,
- sending you your NSW Department of Education account login credentials and account management information, and
- sending instructions to allow you to reset your password, if required.
Your personal information may be accessed by relevant and authorised Department employees for the purposes of establishing and managing your NSW Department of Education account.
Information provided to the NSW Department of Education will be used, disclosed or retained and secured in accordance with NSW privacy laws. For further information on how the privacy legislation protects your personal information and how the Department meets its obligations in respect of this information read Privacy information and forms.
Should you wish to access, correct or make any changes to information you have provided, please contact the Department’s Information and Enquiries team on 1800 619 113 (toll free) or at firstname.lastname@example.org.
Using Transition to School Digital Statement to verify your identity
A Centre Director or Nominated Supervisor registering to be the administrator of a service on the Transition to School Digital Statement platform will be required to undertake an identity verification check as part of their Department of Education login account creation process.
The identity verification check does not apply to early childhood teachers or educators who have been added to the Transition to School Digital Statement platform by their Centre Director, or who have had a Department of Education login account created on their behalf.
Personal information collected may include
- legal name
- date of birth
- residential address
- government issued identifiers
- other information associated with Government issued identifiers and/or other identity documents
How personal identity information will be used
If you enter personal identity information into the Transition to School Digital Statement platform, the Department will use a secure third-party system to send your identity information to the document issuer or official record holder for the purposes of confirming your identity, and will only do so with your consent.
The third-party system, GreenID, will conduct the verification lookup using the national Document Verification Service Hub and return the result to the Department in real-time. Personal identity data is encrypted and protected in accordance with ISO27001 Information Security standards and specifications, both in transit and in storage.
The NSW Department of Education does not view, store or otherwise use personal identity information collected using the Transition to School Digital Statement platform, and is committed to ensuring online systems that collect and transfer personal information meet Cyber Security and information security standards in accordance with the Department’s Information Security Policy.
No information is retained by GreenID except that required for billing purposes, which may include a name, date of birth and residential address, plus the date and time of the verification lookup. Data required to substantiate billing is stored by GreenID until the cost of the identity verification check has been settled by the Department (up to one month) and will then be destroyed.
The Document Verification Service Hub, managed by the Commonwealth Department of Home Affairs, does not retrieve or store any personal information held by the document issuer.
Further information on how the privacy legislation protects your personal information and how the Department meets its obligations in respect of this information read Privacy information and forms.