Privacy Collection Notice

Effective date: 22 September 2026  |  Review date: 22 September 2027

Who is collecting your information?

The Whole Student Pty Ltd ACN 700 556 556 (The Whole Student, we, us, our) is a holistic tutoring business based in Melbourne, focused on student wellbeing and providing a safe and nurturing environment for study.

This privacy collection notice will inform you about:

  • ·         who we are;

  • ·         if we are likely to collect your personal information from someone other than you;

  • ·         the purposes for which we will collect your personal information;

  • ·         what happens if we cannot collect your personal information;

  • ·         who we may disclose your personal information to;

  • ·         that our privacy policy contains information about:

o    how you may access and seek correction of personal information we hold about you;

o    how you may complain about a breach of the Australian Privacy Principles (APP), or a registered APP code (if any) that binds us; and

o    how we will deal with such a complaint;

  • ·         whether we are likely to disclose your personal information to overseas recipients.

What information do we collect?

We may collect the following kinds of personal information about you:

  • ·         name;

  • ·         mailing or street address;

  • ·         email address;

  • ·         telephone number;

  • ·         age;

  • ·         birth date;

  • ·         academic year level;

  • ·         health information and sensitive information to the extent necessary to provide our services;

  • ·         information relating to school enrolment, academic results, and school attendance;

  • ·         individual learning needs and wellbeing observations;

  • ·         allergy and dietary information;

  • ·         payment and billing information; and

  • ·         photographs, video or recordings.

How we collect it

We collect this personal information through enrolment forms, interviews, enquiries, emails, phone calls and conversations. We also collect it from attendance and student-management systems, tutor and program manager observations, website interactions, and parents, carers, service providers or other organisations where lawful and reasonable. We may also collect information through cookies and similar technologies when you use our website.

Why do we collect it?

We collect personal information for the following purposes, to:

  • ·         enrol students in our program;

  • ·         arrange interviews with prospective students and their families;

  • ·         facilitate and deliver our program to a high standard;

  • ·         manage and hire staff;

  • ·         provide our services to students, including by providing:

    o    academic support;

o    personalised study plans;

o    tutoring services;

o    study skills;

o    appropriate supervision during program sessions;

o    mentoring; and

o    a safe and supportive environment;

  • ·         communicate with parents and students (for example by email, mail, SMS or telephone);

  • ·         manage the attendance of our students; and

  • ·         responsibly manage our students’ food and dietary requirements.

What happens if we cannot collect personal information?

If you do not provide some or all of the information we request, we may not be able to enrol the student, provide our services to the same standard or at all, communicate with you, safely manage attendance, supervision, food or health requirements, process payments, or respond appropriately to wellbeing or safety concerns.

Who do we usually disclose information to?

We may disclose personal information to:

  • ·         staff and contractors on a need-to-know basis;

  • ·         parents, guardians, carers, or emergency contacts;

  • ·         medical professionals, police or other authorities where required by law; and

  • ·         service providers who help us operate our program.

Some of our technology providers may store or process information outside Australia, but this personal information remains under our control and is only processed at our direction.

Student privacy and confidentiality

Privacy and confidentiality are important, but they do not prevent us from taking appropriate action where student safety, wellbeing, our legal obligations, or the privacy of others require information to be used or disclosed. We may consider a student's age, maturity, safety, best interests and applicable law when deciding what information can be shared.

Access, correction and complaints

Our privacy policy explains how you can request access to, or correction of, personal information we hold, and how you can make a privacy complaint. You can contact us at the email address set out below.

Full Privacy Policy

If you would like to learn more about how we collect, hold, use and disclose personal information, please read our Privacy Policy, Terms and Conditions, and Child Safety and Wellbeing Policy. These documents are available on our website or by contacting us at info@thewholestudent.com.au.