Your privacy matters
Transparent, safe,
and child-first.
MyScience is committed to protecting the privacy of every person who engages with our program — particularly children and young people. This policy explains how we collect, use, store, and protect personal information in accordance with Australian law and NSW Education Department standards.
Who we are and what this policy covers
MyScience is a registered Australian not-for-profit organisation operating under the Australian Charities and Not-for-profits Commission (ACNC). We deliver a science education program connecting primary schools with secondary student mentors and STEM professionals across New South Wales.
This Privacy Policy applies to all personal information collected by MyScience through our website, program operations, research activities, and communications. It covers information about teachers, students, STEM mentors, school administrators, parents and guardians, and visitors to our website.
We are bound by the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and, where applicable, the Privacy and Personal Information Protection Act 1998 (NSW). Where we work with NSW Government schools, we also observe the NSW Department of Education Privacy Management Plan.
Child safety commitment: MyScience places the privacy and safety of children at the centre of everything we do. We collect the minimum information necessary about students, and we never use student data for commercial purposes.
What personal information we collect and why
We only collect personal information that is reasonably necessary for our program and research activities (APP 3). The types of information we may collect include:
Program participants — teachers and school staff
- Name, school, position, and contact details
- NESA registration number (for professional development records)
- Professional learning progress and participation records
- Feedback, reflections, and survey responses
STEM mentors
- Name, employer or university affiliation, and contact details
- Working With Children Check (WWCC) number and expiry date
- Field of expertise and availability
- Participation records and feedback
Students (collected via schools — see Section 3)
- First name and year group only (for program delivery purposes)
- Aggregated or de-identified learning observations by teachers
- Science Fair participation records (anonymised)
Website visitors
- IP address and browser information (for security and analytics)
- Contact form submissions (name, email, message)
- Cookie preferences and usage data
We do not collect sensitive information (e.g. health, ethnicity, religious beliefs) unless it is directly necessary and you have provided explicit consent in accordance with APP 3.3.
How we protect the privacy of children
MyScience works directly with primary school students (typically aged 5–12). We take a minimal data approach to student information, consistent with obligations under the Children and Young Persons (Care and Protection) Act 1998 (NSW) and the NSW Department of Education's Student Privacy Policy.
What we collect about students
We collect only first names and year groups from participating schools, used solely for program delivery. Student data is collected by and held with the school; MyScience does not maintain individual student records or databases.
Research involving students
Where research involves student participants, we comply with the National Statement on Ethical Conduct in Human Research (NHMRC 2023). All research with students requires:
- School principal approval in writing
- Informed consent from parents or guardians
- Assent from students appropriate to their age and understanding
- Ethics approval from Macquarie University Human Research Ethics Committee
- Data to be de-identified before analysis and publication
Photography and video
We do not photograph or record students without explicit written consent from both the school principal and parents/guardians. All consented images and recordings are stored securely, used only for stated purposes, and may be withdrawn at any time.
No student images on public platforms: MyScience will not publish identifiable images of students on any public website, social media, or marketing material without explicit, documented parental consent for each specific use.
How and why we use your information
We use personal information only for the primary purpose for which it was collected, or for a directly related secondary purpose that you would reasonably expect (APP 6). Primary uses include:
- Delivering and administering the MyScience program in schools
- Recording and issuing NESA-accredited professional development hours
- Matching STEM mentors with participating schools
- Conducting and publishing peer-reviewed education research
- Communicating program updates, resources, and invitations
- Responding to enquiries and providing support
- Fulfilling our reporting obligations as an ACNC registered charity
We will not use your personal information for marketing purposes, sell it to third parties, or use it in ways you would not reasonably expect without your explicit prior consent.
Who we share information with
MyScience does not sell, rent, or trade personal information. We may disclose information to third parties only in the following circumstances:
| Recipient | Information shared | Purpose |
|---|---|---|
| Macquarie University | De-identified research data | Academic research and ethics oversight |
| NSW Department of Education | Aggregated program statistics | Funding and partnership reporting |
| NESA (NSW Education Standards Authority) | Teacher name, school, PD hours completed | PD accreditation registration |
| ACNC | Financial and operational reports | Charitable registration compliance |
| IT service providers | Limited account/contact data | Hosting, email, and platform services |
All third-party service providers are required to handle personal information in accordance with the Privacy Act 1988 and are bound by confidentiality agreements. We take reasonable steps to ensure overseas recipients provide equivalent privacy protections (APP 8).
Research data and academic publications
MyScience is a research-informed organisation. Our program outcomes are measured, evaluated, and published in peer-reviewed academic journals. All research is conducted under the oversight of Macquarie University's Human Research Ethics Committee (HREC) and in accordance with the National Statement on Ethical Conduct in Human Research (NHMRC, 2023).
- All published research uses de-identified data only
- Participants have the right to withdraw from research at any time without consequence
- Research data is retained in accordance with the Australian Code for the Responsible Conduct of Research (minimum 5 years)
- Raw research data is held securely at Macquarie University and is not shared beyond the research team
- Any changes to research purpose require fresh consent
How we store and protect your information
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure (APP 11). Our security measures include:
- Secure, password-protected systems with multi-factor authentication for staff access
- SSL/TLS encryption for all website data transmission
- Australian-hosted servers wherever practicable
- Regular security reviews and staff privacy training
- Access controls limiting data access to authorised personnel only
Data retention
We retain personal information only for as long as it is needed for the purpose for which it was collected, or as required by law:
- Program participation records: 7 years after program completion
- NESA professional development records: 7 years (regulatory requirement)
- Working With Children Check records: duration of engagement + 7 years
- Research data: minimum 5 years (Australian Code for Responsible Research Conduct)
- Website contact enquiries: 2 years
When personal information is no longer required, we take reasonable steps to destroy or permanently de-identify it in a secure manner.
Data breach response
In the event of an eligible data breach under the Notifiable Data Breaches (NDB) scheme, MyScience will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as required by law, within 30 days of becoming aware of the breach.
Accessing and correcting your information
Under the Australian Privacy Principles (APP 12 and 13), you have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate, incomplete or out-of-date information
- Request that we de-identify or destroy information we no longer need
- Opt out of receiving communications from us at any time
- Withdraw consent for research participation at any time
To make a request, contact our Privacy Officer (details in Section 11). We will respond within 30 calendar days. In limited circumstances we may decline a request — if so, we will explain why in writing and advise you of your right to complain to the OAIC.
Parents and guardians: You may request access to, or correction of, personal information held about your child by contacting us directly. Requests relating to student records held by a school should be directed to the school principal.
Cookies, analytics, and website data
Our website uses cookies and similar technologies to improve your experience and understand how visitors use the site. Cookies are small text files stored on your device.
Types of cookies we use
- Essential cookies: Required for the website to function (e.g. form submissions, security). Cannot be disabled.
- Analytics cookies: Used to understand site usage in aggregate (e.g. Google Analytics). All data is anonymised before processing.
- Preference cookies: Remember your settings and choices between visits.
You can manage cookies through your browser settings at any time. Disabling certain cookies may affect website functionality. We do not use advertising or tracking cookies, and we do not share analytics data with third parties for commercial purposes.
Embedded content
Our pages include embedded YouTube videos. When you interact with embedded content, the third-party provider (Google/YouTube) may collect data about your interaction in accordance with their own privacy policy. We recommend reviewing Google's Privacy Policy for details.
Links and third-party platforms
Our website may contain links to external websites, including school websites, university pages, and government resources. MyScience is not responsible for the privacy practices of third-party sites and recommends reviewing their privacy policies before providing any personal information.
Where we use third-party platforms (such as email delivery, file storage, or form tools), we select providers that comply with applicable Australian privacy standards and enter into data processing agreements that reflect the requirements of the Privacy Act 1988.
How to raise a privacy concern
If you believe MyScience has handled your personal information in a way that does not comply with this policy or Australian Privacy Law, we encourage you to contact us in the first instance. We take all privacy concerns seriously and will investigate promptly.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992. Complaints involving NSW public schools may also be directed to the NSW Privacy Commissioner.
How we update this policy
This policy is reviewed annually and updated when there are changes to our practices, the law, or Australian Privacy Principle guidance. The effective date at the top of this page reflects the most recent revision. Continued engagement with MyScience after a policy update constitutes acceptance of the revised terms.
For significant changes that affect how we handle your personal information, we will notify participants directly by email where practicable.
Questions about
your privacy?
Our Privacy Officer is the first point of contact for all privacy enquiries, access requests, correction requests, and complaints. We aim to respond to all enquiries within 5 business days and to resolve all complaints within 30 calendar days.
North Ryde NSW 2109
How to make a complaint
Contact our Privacy Officer
Email privacy@myscience.edu.au with details of your concern. We'll acknowledge receipt within 5 business days.
Internal investigation
We investigate all complaints thoroughly and respond with our findings within 30 calendar days.
Escalate to the OAIC
If you are not satisfied with our response, you may lodge a formal complaint with the Office of the Australian Information Commissioner at oaic.gov.au.
NSW Privacy Commissioner
Complaints involving NSW public schools may also be referred to the NSW Privacy Commissioner under the PPIPA 1998.
Questions or concerns
about your privacy?
We're here to help. Contact our Privacy Officer directly or explore our other policies and program information.