The Scholarships for Australian-German Student Exchange Inc (SAGSE) is a
not-for-profit exchange organisation, exchanging senior high school students
between Australia and Germany.
Your personal information
The Society holds personal information about its members, volunteers, and
participants. This personal information comprises: names; dates of birth;
current and previous addresses; telephone/mobile phone/fax numbers; email
addresses; occupations; grades from secondary school records; information
as to interests, hobbies and activities; information about health and medical
If we do not collect this information from our members, volunteers and
participants, we may not be able to effectively manage the operations
required to administer the exchange program, such as the matching of
exchange students to host-families, and the selection of students for
How we collect personal information
SAGSE collects personal information in a number of ways:
directly from members, participants and volunteers through:
- directly from members, participants and volunteers through:
- applications to host an exchange student and related communications.
- from third parties such as;
- the schools and teachers of scholarship applicants; and
- our related organisations in Germany, New Zealand and other
How we use personal information
Your personal information is used in order to:
assess your suitability for a scholarship (if you are a scholarship
match you to a suitable host-family (if you are an exchange student);
assess your suitability to be a host-family (if you are an applicant host
- match you to a suitable exchange student (if you are a hosting family);
distribute to you information about the exchange program (news,
events, etc.) (if you are a member, exchange student, host family,
sponsor or volunteer); and
enable SAGSE to perform the above functions, any further functions
incidental to those functions and to comply with its legal obligations.
We only use your personal information to administer the operations of the
exchange and to communicate with you about the exchange program. For
example, we only use health or medical information to make sure that
exchange students’ health or medical needs are met. We do not use your
personal information for any other purpose.
When we disclose your personal information
For the purposes set out above, we disclose your personal information to:
- SAGSE committee members and office bearers;
Scholarship Selection Committee members;
- our related organisations;
- SAGSE New South Wales;
- SAGSE New Zealand;
- SAGSE Western Australia;
- GASS (German Australian Students’ Society) Victoria;
- GASS New South Wales;
- GASS Western Australia;
- GASS New Zealand; and
- Gesellschaft für Deutsch-Australischen und Neuseeländischen
- Schüleraustausch (GDANSA);
our professional advisers, including our auditors and legal advisors;
government and regulatory authorities and other organisations, as
required or authorised by law;
- participant host-families;
- participant exchange students;
- participant schools; and
- volunteer workers of SAGSE.
When we provide personal information to bodies in other states or countries
we endeavour to ensure that the recipient protects your privacy on the same
terms that we do.
Unless required by law, we do not disclose your personal information to any
other person or organisation.
Help us to ensure we hold accurate information
SAGSE endeavours to ensure that the personal information we collect, use
and disclose is accurate, complete and up-to-date. The accuracy of that
information depends to a large extent on the information you provide. We
recommend that you:
- advise us of any errors in your personal information that you become
aware of; and
keep us up to date with changes to your personal information (such as
name and contact details).
Your right of access
You are entitled access to any personal information we hold about you unless:
that information was provided on the condition or expectation that it
remain confidential, e.g. references for, or assessments of,
scholarship or host-family applicants; or
- disclosure of the information to you would be contrary to law.
PRIVACY PRINCIPLES & PROCEDURES
Information is only collected for the proper administration of exchange
activities (the awarding of scholarships; selection of host families; matching of
exchange students to host families; the communication of information about
the exchange and activities incidental to the foregoing).
Information is only used or disclosed for the activities in paragraph 1
Steps are taken to ensure that the information collected, used and disclosed
is accurate, complete and up-to-date.
Steps are taken to ensure personal information is kept safe from unauthorised
access, and to de-identify personal information which is no longer required for
any purpose mentioned in paragraph 1 immediately above.
- Information about privacy policies is readily available.
The Chairperson of the Selection Committee has responsibility for the
handling of Scholarship Applications.
Copies of Scholarship Applications may be made for all members of
the Selection Committee for the purposes of conducting interviews.
Once scholarships have been awarded for a particular year, only the
applications of successful candidates will be retained for SAGSE
records. All others will be destroyed, with two exceptions:
- The applications of unsuccessful applicants from year 11 may be
retained in the event that that student reapplies for the
scholarship in year 12. If the student is unsuccessful with their subsequent
application, both of their applications will be destroyed;
- A small number of applications may be retained, in the event
that further scholarships become available in that year, or a
scholarship winner pulls out of the program. These forms will
constitute a reserve list. Once the program is finalised for that
particular year, any remaining forms of unsuccessful candidates
will be destroyed.
Host Family Applications
The Host-Family Liaison Officer has responsibility for the handling of
Host Family Applications.
The administration of Host Family Applications may be delegated to the
GASS Host Family Coordinators.
Copies of the Host Family Applications may be made for all members
of the interviewing panel for host families.
Once host families have been selected and matched, only the
applications of selected host families will be retained for SAGSE
records. All others will be destroyed, with the following exceptions:
- If an unsuccessful applicant host family has indicated through
the application and interview process that they would like to be
considered in the future, and the Host-Family Liaison Officer
considers the unselected host family to be suitable, their
application will be retained. If, upon further contact with that host
family in the future, they no longer wish to be considered, their
application will be destroyed; and/or
- A small number of families may be required to act as back-up
families, in the event that the relocation of an exchange student
is required. If an unselected host family consents to being listed
as a back up, their application will be retained until such time as
the exchange students of that year have left the country. Their application will then be destroyed, unless they have indicated
future interest, as above.
Database of Members etc
- Databases of information are kept for SAGSE records, recording:
- the students who have received a scholarship and participated
in the exchange each year;
the families that have hosted each year;
- current sponsors and SAGSE members;
These persons’ contact details are retained for the purposes of
disseminating information about SAGSE and its activities.
If at any stage any of these persons notifies SAGSE that they no longer
wish to receive information about SAGSE and its activities, the sending
of such information to those persons shall cease. SAGSE will then
retain those persons’ names only for the purpose of recording their
past participation in the exchange program.