Children’s Programs Privacy Notice

How this notice works

This notice applies to GIofAI programs involving children and young people.

The GIofAI Privacy Policy explains our general privacy practices. This notice explains the additional ways we handle personal information when children participate in our programs.

If there is an inconsistency concerning information collected specifically through a children's program, this notice applies to that information to the extent permitted by law.

Information we collect about children

We aim to collect only the information reasonably necessary to enrol a child, deliver the program, support their participation and keep them safe.

Depending on the program, this may include:

• the child's first name
• age or age group
• program or learning group
• attendance
• participation and learning progress
• project work and activities completed during the program
• information provided by a parent or guardian about accessibility, learning or participation needs
• parental or guardian consents
• relevant online session or platform logs
• information relating to a safety concern or incident where necessary

We may also collect the parent or guardian's:

• name
• email address
• phone number
• enrolment details
• billing information
• consent preferences

Why we use this information

We may use information collected through children's programs to:

• manage enquiries and enrolments
• communicate with parents and guardians
• place children in appropriate learning groups
• deliver classes and learning activities
• monitor attendance and participation
• provide reasonable adjustments or support
• provide progress information and certificates
• manage online platforms and program security
• respond to child-safety concerns
• meet legal and regulatory requirements
• improve the delivery of our programs

AI and children's information

AI may be used as part of GIofAI educational programs. Children may only use AI and technology tools approved by GIofAI for the relevant program. The current list is published in the Approved Tool Register.

Unless specifically assessed, approved and lawfully implemented:

• children must not enter personal information into AI tools
• GIofAI workers must not enter children's personal information into public AI tools
• children's full names, schools, addresses, family details or health information must not be entered into AI systems
• child-safety complaints or incident information must not be entered into public generative AI services
• identifiable photographs, videos or voice recordings of children must not be uploaded into AI systems

Children will not normally be required to create personal accounts directly with third-party AI companies unless the arrangement has been assessed and approved by GIofAI.

GIofAI considers privacy, security, age requirements and data-handling practices when selecting technology for children's programs.

Cameras, recordings and children's work

GIofAI does not routinely record children's online sessions. Camera use may be encouraged where it supports participation or supervision, but reasonable alternatives will be considered where appropriate.

Where GIofAI proposes to:

• record a child
• photograph a child
• use a child's image, voice or video
• publicly showcase identifiable project work
• use children's material for marketing or promotional purposes

parents or guardians will be informed about the proposed use and appropriate consent will be obtained where required.

The general recording provisions in the GIofAI Privacy Policy do not override the specific protections in this notice for children's programs.

Where children's work is submitted

Learner project files and other learning artefacts may be uploaded to the GIofAI LMS for program delivery, feedback, assessment, portfolio management and administration.

Work created on a child's own device stays on that device unless it is uploaded. The GIofAI LMS is the only route by which GIofAI asks for completed work. Coaches do not request work through personal email, messaging apps, public file-sharing links or personal cloud-storage accounts.

Who may access children's information

Access to children's personal information is limited to people who reasonably need it for their role. This may include:

• authorised GIofAI personnel
• teachers and coaches
• contractors and freelancers supporting the program
• technology and learning-platform providers
• payment, email and communication providers
• website analytics and advertising measurement providers, where we use them, in relation to parent or guardian information only
• professional advisers where reasonably necessary
• police, child-protection authorities or regulators where disclosure is permitted or required by law

Contractors and service providers should only receive the information reasonably necessary to perform their authorised role.

Some technology providers may process or store information outside Australia. GIofAI manages overseas handling of personal information in accordance with its GIofAI Privacy Policy and applicable Australian privacy requirements.

How long we keep information

GIofAI keeps children's information only for as long as reasonably necessary for the purpose for which it was collected or as required by law. For example:

• enrolment and payment records may be retained for financial and legal requirements
• learning and certificate information may be retained where reasonably necessary to administer or verify a child's participation
• consent records may be retained so GIofAI can demonstrate and respect the choices made
• routine information may be deleted or de-identified when it is no longer required
• child-safety, complaint or investigation records may need to be retained for longer periods in accordance with applicable safeguarding or legal requirements

Keeping children's information secure

GIofAI takes reasonable steps to protect children's personal information against:

• loss
• misuse
• unauthorised access
• unauthorised disclosure
• unauthorised modification

Measures may include:

• organisation-managed accounts
• access controls
• authentication
• restricted access to children's information
• appropriate configuration of online learning systems
• limiting information access according to a person's role

No online system can be guaranteed to be completely secure. If GIofAI becomes aware of a data breach, it will assess and respond to the incident and make any notifications required by applicable law.

Your privacy choices and rights

Parents and guardians may ask GIofAI to:

• provide access to personal information held about them or their child
• correct inaccurate or outdated information
• withdraw a consent previously provided
• delete information that GIofAI is no longer required or permitted to retain

GIofAI may need to verify the identity and authority of the person making the request.

Some information cannot be immediately deleted where GIofAI has a legal, safeguarding, financial or regulatory reason to retain it.

Contact

Privacy matters are handled in accordance with the GIofAI Privacy Policy. If you are not satisfied with how GIofAI handles a privacy complaint, you may have the right to contact the Office of the Australian Information Commissioner (OAIC) or another applicable regulator.