Standard Collection Notice Update - Ambrose Early Learning and Care

Standard Collection Notice Update Form
Standard Collection Notice Update Form_V1.0 Updated 13/08/2025

Ambrose has recently updated its Standard Collection Notice to reflect new regulatory requirements and enhanced child safety protocols for children and young people, which apply from 1 September 2025.

These changes ensure greater transparency in how we collect, use, and protect personal information, including, for example, photographs of children enrolled at our services.

Please note you have previously signed and acknowledged the Standard Collection Notice for each child upon enrolment or engagement with Ambrose services.

We ask you to review and sign this updated notice to understand how your information is handled in line with our ongoing commitment to privacy and safety.

Please complete this by 1^st September 2025.

Children/s Names:

Main Service Name

Name of Main Service your children attend:

Other Ambrose Services Attended

If your child attends more than one Ambrose service (eg. attends multiple Ambrose Early Learning services or attends a different before/after school care service to vacation care service), please select all the services your children attend:

Name of any other Ambrose Service/s your children attend:

Standard Collection Notice: Please read, tick the box, and sign.

Standard Collection Notice

Please tick: YES I ACKNOWLEDGE I have read and understood the Standard Collection Notice Update below –––

Catholic Diocese of Parramatta Services Limited (CDPSL), the Approved Provider of Ambrose® early years education and school age care services, collects personal information, images and videos, including information about children and parents/guardians before and during a child’s enrolment. This may be in writing, during conversations and when providing care. The primary purpose of collecting this information is to perform necessary associated administrative and educational program activities, which enable children to take part in all relevant activities. Ambrose team members only use service issued devices to capture and store images, videos and personal information.

Some of the information we collect is to satisfy our legal obligations, particularly to enable us to discharge our duty of care.

Certain laws governing or relating to the operation of schools and education and care services require certain information to be collected and disclosed. These include but are not limited to relevant education, public health, child protection and education and care services national laws and regulations.

Health information about children is considered sensitive information within the terms of the Australian Privacy Principles (APPs) under the Commonwealth Privacy Act 1988. We may ask you to provide medical reports about children from time to time. If we do not obtain the information, we may not be able to enrol or continue the enrolment of the child.

We may from time to time disclose personal and sensitive information for legal, educational, administrative, care and support purposes. This may include to: Diocese of Parramatta agencies, including but not limited to Catholic Schools Parramatta Diocese (CSPD) schools, other schools, government departments and agencies, the CEO, the Catholic Education Commission, the local diocese and the parish. We may also disclose your personal and private information to government authorities such as ACECQA, NSW Department of Education (Early Childhood Education Directorate), Office of the Children’s Guardian, Department of Communities & Justice, police, medical practitioners and people providing services to us, including specialist visiting teachers, sports coaches, volunteers, counsellors, and anyone to whom we are required or authorised to disclose the information to by law, including child protection laws. This is to ensure we can fulfil our duty of care to promote the wellbeing of children who attend our services.

Personal information collected from children is regularly disclosed to their parents or guardians. On occasions, information such as children’s activities and other news is published in newsletters, our magazines, posters and websites.

Photographs or videos are taken of individual children and groups of children and these may be published. If you do not wish, or do not wish for your child, to be photographed, videoed or recorded under any circumstances, or to have your/their photographs, videos or sound recording published, please make sure you advise the Director/Coordinator of the service in writing.

Our privacy policies set out how you may access and seek correction of your personal information and how Parents/Guardians may access and seek correction of personal information collected about their child. However, there will be occasions when access is denied. Such occasions would include where access would have an unreasonable impact on the privacy of others, where access may result in a breach of CDPSL duty of care to the child, or where children have provided information in confidence.

Our privacy policies also set out how you may complain about a breach of privacy and how we will deal with such a complaint.

We may, from time to time, engage in fundraising activities. Information received from you may be used to make an appeal to you. It may also be disclosed to organisations that assist our fundraising activities solely for that purpose. We will not disclose your personal information to third parties for their own marketing purposes without your consent.

We may include children’s and parent/guardians contact details in a class list at services or CDPSL support office.

If you provide us with the personal information of others, such as doctor’s or emergency contacts, we encourage you to inform them that you are disclosing that information to us and why, that they can access that information if they wish and that we do not usually disclose the information to third parties.

Ambrose uses third party online or ‘cloud’ service providers who provide certain services to us and our employees and children, including data storage (including images and videos) and contemporary online teaching tools. We may provide your personal information to such service providers in connection with the provision of these services. Such service providers may store, or process, data outside Australia, including in the United States, Singapore, Ireland, New Zealand and possibly other countries. We endeavour to find where these providers store the data and update this collection notice as such information becomes available to us. In addition, our email service provider may store and process emails in the United States or in any other country utilised by Microsoft.

As part of our safety and security practices, CCTV systems may be installed and used at Ambrose-operated sites as well as third party venues which may be utilised by Ambrose. CCTV is used to support the health, safety, and wellbeing of children, team members, and visitors. It is not used for general surveillance or performance monitoring. Ambrose CCTV footage will not be retained for longer than is necessary to fulfil its intended purpose, unless in circumstances where it has been legally requested or where it has been used for an investigation.

You may obtain further information from the Director/Coordinator of the service or from our office Catholic Diocese of Parramatta Services Limited (CDPSL) at [email protected]

Parental Agreements

In addition to consent gained upon enrolment, please review and update Parental Agreements by selecting yes or no to the following questions:

Do you consent Ambrose to photograph or film your child for media broadcasting and publicity purposes as required (no further permission will be obtained)?

I give permission for my child's photo and/or first name to be displayed on the Ambrose website and organisation material.

I give permission for my child’s photo and/or first name to be displayed on the service premises for educational purposes.

I give permission for my child’s photo and/or first name to be included in educational records, daily programs and documentation purposes. These may appear in the daily story, service newsletters or another child’s learning portfolio.

Do you consent for the service to take photographs and videos of your child during normal activities and excursions for the purposes of recording their learning journey via the Xplor platform?

I acknowledge that as a parent/guardian, I am not permitted to capture images or videos of children while engaged at the Ambrose service. In this circumstance, I will request images and videos from service team members.

Parent Name:

First

Last

Parent Signature – please sign with mouse or finger

Clear Signature

Date

Standard Collection Notice Update Form
Standard Collection Notice Update Form_V1.0 Updated 13/08/2025

Standard Collection Notice Update Form

Main Service Name

Other Ambrose Services Attended

Standard Collection Notice: Please read, tick the box, and sign.

Parental Agreements

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Standard Collection Notice Update FormStandard Collection Notice Update Form_V1.0 Updated 13/08/2025

Standard Collection Notice Update Form

Main Service Name

Other Ambrose Services Attended

Standard Collection Notice: Please read, tick the box, and sign.

Parental Agreements

Useful Info

Friendly Advice

Bee Social!

Standard Collection Notice Update Form
Standard Collection Notice Update Form_V1.0 Updated 13/08/2025