Who this policy is for
This policy explains what Froliq Early Learning does with personal information held in the Froliq Staff Portal — our internal system at staff.froliq.com.au.
It covers four groups of people:
- Staff at our Werribee and Brunswick centres
- Students on vocational placement with us
- Applicants for jobs and placements
- Referees — people a job applicant nominates, whom we contact for a reference
If you are a family enrolled at one of our centres, this policy does not apply to you. Information about children and families is held in a separate system and is covered by our Privacy and Confidentiality Policy, available from your centre.
We do not currently hold information about volunteers or contractors in the staff portal. If that changes, we will update this policy.
The law that applies to us
We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).
Because we deliver a funded kindergarten program, we are a contracted service provider under the Privacy and Data Protection Act 2014 (Vic), so the Victorian Information Privacy Principles apply to us as well. Health information is also covered by the Health Records Act 2001 (Vic).
What we collect, and why
If you work for us, or are on placement with us
To employ you, pay you, meet our obligations under the Education and Care Services National Law, and reach someone if there is an emergency, we collect:
- Who you are — name, preferred name, date of birth, home address, phone, email, the type and number of an identity document, and the languages you speak
- Your right to work — citizenship or residency, visa conditions and expiry where they apply
- How you are paid — bank account details, superannuation fund and member number, and your tax file number
- Who to call — an emergency contact's name, relationship to you and phone number
- Your qualifications and employment record — role, award level, pay rate, start date, training completed, policies you have signed off, and your Working with Children Check
- Health information — any medical conditions or allergies we should know about, medications, dietary requirements, your doctor's and clinic's details, and your Medicare number if you choose to give it
- Aboriginal or Torres Strait Islander origin, if you choose to tell us
Students on placement give us the same information, plus details of your course, your education provider, your placement dates, a photograph and a short “About Me” biography. Students are not asked for bank, superannuation or tax details.
Sensitive information. Health information and information about your Aboriginal or Torres Strait Islander origin are sensitive information under the Privacy Act, and we only collect them with your consent.
Answering the Aboriginal and Torres Strait Islander question is entirely your choice. We ask because we report the number of Aboriginal and Torres Strait Islander staff in the National Early Childhood Education and Care Workforce Census, and because knowing helps us support cultural safety at our centres. You may leave it blank or select “Prefer not to say”, and it has no effect on your employment.
Your Medicare number is optional. We hold it only so a manager can pass it to an ambulance or a doctor in a medical emergency.
If you apply for a job or a placement
We collect your name, email, phone number, your résumé and cover letter, your answers to our pre-screening questions, notes from any interview, and your response to an offer.
Some pre-screening questions ask about your visa conditions, or whether you can meet the physical requirements of a role. One asks whether you have been subject to a substantiated finding, disciplinary action or investigation relating to conduct with or around children. We ask that because we are an early childhood provider and we are required to assess suitability to work with children. If you answer yes, that answer is flagged to the people reviewing your application.
We may hold your details before we have contacted you. A manager can create a candidate record from a résumé or an application received outside the portal. If we then send you a pre-screening link, that email tells you we hold your details. If we do not, you may first hear from us at an interview invitation or an offer — or, if we do not progress your application, not at all.
If you are asked to give a reference
An applicant gives us your name and email address. We did not get them from you.
If you complete our reference form, we also collect your working relationship to the candidate and the answers you give. Answering is voluntary — you can close the page without submitting.
We do not collect your phone number.
Who can see your information
| Your information | Who can read it |
|---|---|
| Staff and student records | You, managers at your centre, and the Approved Provider |
| Applicant records | Managers at the centre you applied to, and the Approved Provider |
| Reference answers | Managers at the centre recruiting for the role, and the Approved Provider |
We do not routinely share a referee's answers with the candidate, although there are circumstances in which we may have to.
Exit interviews. If you complete an exit interview, your answers are not anonymous. Managers at your centre and the Approved Provider can read them, and answers to any child-safety questions are emailed to the Approved Provider as soon as you submit — every time, whatever you answer. The form tells you this before you start.
Photographs. Your profile photograph is visible to other staff in the portal. For students, the same photograph also appears on your placement profile displayed in the room. Your “About Me” biography appears there too, where families visiting the centre may read it.
Photographs on social media. You may choose whether we use photographs and video you appear in on our website, social media, job advertisements and newsletters. This is entirely your choice, you can change your answer at any time under More → Photo consent, and saying no has no effect on your employment or placement. Please note that anything already published stays published — changing your answer stops us using your images in future but does not remove posts that are already up.
How long we keep it
We are being straight with you about this, because our intentions and our systems do not yet match everywhere.
Referee information is kept for three years from the date you submit the reference form — or, if you never submit it, three years from the date we sent you the link. It is then destroyed automatically. Your email address is removed from our records at the same time, apart from a record that we sent you the link, where it is replaced with a one-way fingerprint that cannot be read back.
Files you upload are deleted from the portal as soon as we remove them, and the backup copy is destroyed 90 days later.
Everything else — staff records, student records and applicant records — we currently keep indefinitely. There is no automatic process that deletes them. Our intention is to keep employee health records for seven years and unsuccessful applicants' records for three, in line with our legal obligations, but nothing in the portal removes them automatically today. We are working on this, and we will update this policy when it changes.
Your rights
Seeing what we hold
You can ask us for a copy of the personal information we hold about you. Email accounts@froliq.com.au.
We will respond within 30 days, and usually sooner. If we need to refuse a request — which is rare, and only where the law allows it — we will tell you why.
If you are staff or a student, you can already see most of what we hold under More → My Profile.
If you have left us and your account has been archived, you can no longer sign in to the portal. Email us at the address above, or contact your centre director, and we will provide your records.
If you are a referee, we can find your record from your name or your email address. If we tell you we hold nothing, that means we hold nothing — not that we have not looked.
Correcting it
Staff and students correct their own details under More → My Profile. Managers cannot change your personal details for you. If something is wrong and you cannot fix it yourself, contact us and we will help.
Applicants and referees have no account, so email accounts@froliq.com.au and we will correct or delete what you ask us to.
Making a complaint
If you think we have mishandled your personal information, email accounts@froliq.com.au and tell us what happened. We will look into it and respond within 30 days.
If you are not satisfied with our response, you can complain to:
- the Office of the Australian Information Commissioner — oaic.gov.au, 1300 363 992
- the Office of the Victorian Information Commissioner — ovic.vic.gov.au, 1300 006 842
- for health information, the Health Complaints Commissioner (Victoria) — hcc.vic.gov.au, 1300 582 113
If something goes wrong
If personal information we hold is lost, or accessed or disclosed without authorisation, we will assess what happened. If we decide the breach is likely to cause you serious harm, we will tell you and we will notify the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
How we protect it
The portal requires a password and two-factor authentication. Passwords must be at least eight characters and are checked against known data breaches. Access is limited by role — managers see only their own centre. Sensitive fields are hidden until deliberately revealed, and every reveal is logged. Uploaded files are stored privately and are not publicly accessible.
Some things you should know
Some links we email are the only credential. Reference forms, pre-screening questionnaires and offer links work for whoever holds the link, without a password. They expire, and we keep them short-lived, but please do not forward them.
A submitted reference page stays available. After you submit a reference, the confirmation page continues to work for anyone holding the link. It shows only your first name and that a reference was submitted — not the candidate's name, the centre, or your answers.
Contact us
Email: accounts@froliq.com.au
Froliq Early Learning
- Werribee — 33 Shaws Road, Werribee VIC 3030 · (03) 9008 7284
- Brunswick — 123 Albion Street, Brunswick VIC 3056
Changes to this policy
We will update this policy when what we do changes. The version and date at the top tell you which version you are reading.