Purpose of this Privacy Policy
Education Services Australia Limited (ABN 18 0073 424 21) (ESA, we, us or our) is committed to protecting the privacy of Personal Information.
This privacy policy explains how ESA collects, uses, discloses and handles your Personal Information and the rights and options you have in this respect.
By using this Website or interacting with ESA, you agree to our Privacy Policy and any amendments made from time to time.
Note that ESA delivers a number of products and services in relation to education systems and sectors (Products and Services). Those Products and Services may also have their own privacy policies which set out additional detail or differences in their privacy practices. If you interact with us on a social media platform, for example the ESA Facebook page, the relevant social media platform privacy policy will apply to the collection and handling of your Personal Information.
1. What is Personal Information?
"Personal Information" is information or an opinion, whether true or not, and whether recorded in a material form or not, about an identified individual or an individual who is or could be reasonably identifiable.
2. What Personal Information does ESA collect?
The type of Personal Information ESA collects depends on our interaction with you. In general ESA collects Personal Information about you directly from you or from your authorised representative.
The personal information that ESA typically collects includes:
- personal details (such as your name, age, date of birth);
- contact details (such as your phone number, email address, postal address, post code);
- your image (such as photos and video recordings); and
- other personal information that you provide to us (such as when you respond to an invitation to attend an event).
For our employees and volunteers, we may collect additional relevant information including:
- information contained resumes;
- educational details, employment history, skills and background checks;
- references from past employers and referees;
- information collected during the interview or assessment process; and
- personal information required to make payments, such as bank account details, tax file number and superannuation details.
If you are an employee, contractor or representative of an organisation or educational institution that we deal with, we may also collect:
- your job title or details of your role within the organisation;
- your contact details at the organisation (such as your office phone number or email address); and
- any other information necessary to manage and administer our relationship with you as a representative of your organisation or institution.
3. How does ESA collect your Personal Information?
There are various ways in which ESA collects Personal Information from you or your authorised representatives such as when you:
- make an enquiry or contact ESA;
- attend an event provided by ESA;
- sign up to receive information from ESA;
- participate in a Service provided by ESA;
- participate in trade promotions offered by ESA;
- purchase a Product or Service from ESA;
- offer to provide or provide services to ESA; or
- apply for or accept employment from ESA;
Sometimes ESA collects personal information from a third party or a publicly available source. We will only do so if you have consented to such collection or would reasonably expect ESA to collect your personal information in this way (or if we are otherwise permitted to do so).
4. Handling of Personal information
4.1 Purposes for which we collect Personal Information
ESA only collects personal information where that information is necessary for any of the following primary purposes:
• to advance ESA’s key nationally-agreed and commissioned education initiatives, programs and projects in line with national education initiatives;
• to provide you with our Products and Services;
• to facilitate and support the functions and activities of our internal business units and Products and Services;
• to identify and communicate with you (such as for marketing purposes as described below);
• to enable you to use our ebsites and social media channels;
• to analyse and improve our services and communications to you;
• assessing and considering applications from prospective employees, contractors, volunteers and service providers;
• developing and managing relationships with our employees, contractors, volunteers and service providers; or
• for compliance with our legal obligations (such as record keeping obligations).
If ESA holds personal information that was collected for a particular purpose (primary purpose), ESA will not use or disclose it for another purpose (secondary purpose) unless:
• you consent to that secondary use or disclosure;
• you would reasonably expect that ESA would use or disclose this information for the secondary purpose;
• it is required or authorised by law;
• a permitted general situation exists (e.g. to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety); or
• it is reasonably necessary for enforcement related activities conducted by, or on behalf of, an enforcement body.
4.2 Marketing
If you select the option to receive marketing from us when you provide your Personal Information, or if you sign up to our newsletter, or submit information to us on a form that makes it clear that we may use the submitted information for marketing purposes, you consent to us using your Personal Information in accordance with this privacy policy for the purposes of sending you information, including promotional material, invitations to events we hold and surveys about us or our products and services including products and services of our Products and Services and third parties, now and in the future, by means of direct mail, email, SMS and MMS messages.
If you do not want to receive marketing information from us, you can unsubscribe clicking on the 'Unsubscribe' or subscription preferences link in a direct marketing email that you have received from us; or by contacting us using the contact details specified below.
4.3 Disclosure of your Personal Information
The nature of the work of ESA means that it is often necessary for us to disclose your Personal Information to other parties. We will ordinarily let you know who we will disclose your personal information to, when we collect the information from you (unless there are practical reasons for not informing you). Common third parties we might need to disclose your personal information to include:
• your nominated representatives;
• representatives, agents or contractors who are appointed by us in the ordinary operation of our business to assist us in providing our Products and Services to you or administering our business (such as for data storage or processing, printing, mailing, marketing, planning and product or service development);
• our third party marketing platform that we engage with to deliver electronic marketing material to you on our behalf;
• professional service providers and advisors who perform functions on our behalf, such as lawyers;
• government, regulatory authorities and other organisations as required or authorised by law; or
• our Website host in certain limited circumstances, for example when our Website experiences a technical problem or to ensure that it operates in an effective and secure manner.
4.4 Interstate and Overseas disclosures
Some of your Personal Information may be disclosed, transferred, stored, processed or used overseas by us, or by third party service providers. This may happen if:
(a) our offices or Products and Services are overseas;
(b) we outsource certain activities overseas;
(c) transactions, information, services or products have an overseas connection, or
(d) our computer systems including IT servers are located overseas.
If you apply to us for employment, and have lived or worked overseas, we may disclose your personal information to overseas recipients for the purposes of gathering information to assess your application.
4.5 Other uses and disclosures
We may collect, use and disclose your Personal Information for other purposes not listed in this Privacy Policy. If we do so, we will make it known to you at the time we collect or use your Personal Information.
5. Third party Personal Information provided to us
If you provide Personal Information to us about someone else you must ensure that you are entitled to disclose that Personal Information to us and that, without us taking any further steps, we may collect, use, disclose and handle that Personal Information as described in this privacy policy.
In particular, you must ensure that the individual concerned is aware of and acknowledges this privacy policy and our collection statement.
6. Remaining anonymous or using a pseudonym
Where it is not impractical or unlawful, you may interact with ESA without identifying yourself or using a pseudonym. However, if you do so, ESA may not be able to provide you with the most relevant information. For example: Personal Information is required to provide you with access to specific web offerings or newsletters. In these cases, it will not be possible for ESA to provide you with what you request without the relevant Personal Information and ESA will notify you accordingly.
7. Access to the Personal Information we hold about you
If you want to know what, if any, personal information we hold about you, or wish to correct any Personal Information we may hold about you, please contact ESA using the contact information below.
8. Security of your Personal Information
We take reasonable steps to protect personal data that we hold against misuse, interference, loss, unauthorised access, modification or disclosure by utilising up-to-date electronic and physical security controls that comply with relevant industry standards and guidelines; and
We will destroy or permanently de-identify personal data if it is no longer required.
Personal Information may be kept on our Personal Information technology systems, those of our contractors or in paper files.
You should be aware that there are inherent risks associated with the transmission of Personal Information via the internet. If you do not wish to use the internet to transmit Personal Information you can contact us using the contact information below.
You should also note that if you link to a non-ESA web page, a different privacy and security statement is likely to apply.
9. How we deal with complaints about Privacy
If you feel that we have not respected your privacy or that we have conducted ourselves inconsistently with this Privacy Policy, please contact our Privacy Officer in any of the ways specified below. We will investigate your queries and privacy complaints within a reasonable period of time depending on the complexity of the complaint.
It would assist us to respond to your complaint promptly if it is made in writing. Please detail information relevant to your complaint.
We will notify you of the outcome of our investigation.
10. Information collected via our Website
Personal Information may be collected by us and by our third party service providers who assist us in operating this website (the Website).
We may use various technological methods from time to time to track the visiting patterns of individuals accessing our Website, including but not limited to the methods set out in this paragraph.
10.1 Click Stream Data
When you read, browse or download information from our Website, we or our internet service provider may also collect information such as the date, time and duration of a visit, the pages accessed, the IP address of your computer, and any information downloaded. This information may be used for purposes including statistical, reporting and Website administration, maintenance and improvement purposes.
10.2 Cookies
Our Website may use 'cookies' from time to time. Cookies are small text files that are transferred to a user's computer hard drive by a website for the purpose of storing information about a user's identity, browser type or website visiting patterns. Cookies may be used on our Website to monitor web traffic, for example the time of visit, pages visited and some system information about the type of computer being used. We use this information to enhance the content and services offered on our Website.
Cookies are sometimes also used to collect information about what pages you visit and the type of software you are using. If you access our Website or click-through to our Website from a link in an email we send you, a cookie may be downloaded onto your computer's hard drive. Cookies may also be used for other purposes on our Website.
10.3 Google Analytics
We use Google Analytics to help analyse how you use our Website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' computers. The information generated is used to create reports about the use of our Website. Google will store this information.
If you do not want your Website visit data reported by Google Analytics, you can install the Google Analytics opt-out browser add-on. For more details on installing and uninstalling the add-on, please visit the Google Analytics opt-out page at https://tools.google.com/dlpage/gaoptout.
11. Contact our Privacy Officer
If you have any questions, comments, concerns or complaints about our privacy practices, you can contact us by:
Telephone: +61 3 9207 9600;
Post: Post Office Box 177, Carlton South, Victoria, Australia 3053; or
Email: [email protected]
12. Changes to this Privacy Policy
ESA may make changes to this privacy policy from time to time to take account of new laws and technology or changes to ESA’s operation and practices. ESA recommends that you regularly check this privacy policy. Any changes will take effect as soon as they are posted on this website. You may obtain a paper copy of this privacy policy by contacting ESA via the contact details provided above.
Last updated: June 2025