What's Covered In This Article
- Overview
- Can a School Access the IP Address?
- What About a Parent Disputing a Signature?
- What If a Parent Objects to Their IP Being Recorded?
- What Constitutes a Lawful Request?
- What Happens When a Lawful Request Is Received?
- Summary
Overview
When a form is submitted or signed through Enquiry Tracker, the submitter's IP address is recorded and stored securely in our backend systems. This is disclosed to the user at the time of signing via the acknowledgement notice displayed above the signature block.
A question that occasionally arises is whether this IP address can be shared — either with the school, or with a third party — for example, when a parent disputes having signed a form, or when a parent objects to the recording of their IP address. This article explains how we handle these situations and why.
Can a School Access the IP Address?
No — not through the platform, and not upon request.
The IP address is stored securely in Enquiry Tracker's backend infrastructure and is not visible to school administrators or staff within the platform. This is intentional.
Under the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs), an IP address — particularly when linked to a form submission that also contains a person's name, email address, or other identifying information — is considered personal information belonging to the individual who submitted the form, not the school.
Australian Privacy Principle 6 (APP 6) restricts the use and disclosure of personal information to the primary purpose for which it was collected. The IP address is collected for security, fraud prevention, and audit integrity — not to be shared with schools as part of routine administration.
Providing the IP address to a school in response to an informal request would constitute a secondary disclosure without a lawful basis, which would place Enquiry Tracker in breach of its privacy obligations.
What About a Parent Disputing a Signature?
This is the most common scenario where a school may request IP address information — for example, a parent claiming they did not sign or submit an application form.
While we understand the school's need to investigate such disputes, we are unable to provide the IP address in response to an informal school request, regardless of the circumstances. The IP address belongs, in a privacy law sense, to the person who submitted the form — and sharing it with a third party without a lawful basis is not permitted.
If the school needs to pursue this matter formally, the appropriate pathway is outlined below under What Constitutes a Lawful Request?.
What If a Parent Objects to Their IP Being Recorded?
Occasionally a parent may raise a concern about their IP address being recorded — for example, citing the nature of their employment (such as working in law enforcement, legal services, or another sensitive profession).
We understand these concerns and take them seriously. However, there are a few important points to convey to the parent:
- The IP address is not visible to the school. It is held securely in Enquiry Tracker's backend systems and is inaccessible to school staff.
- We do not share IP addresses in the ordinary course of operations. Disclosure only occurs in response to a formal lawful order (see below).
- The collection is lawful and disclosed. Under the Privacy Act 1988, we are permitted to collect IP addresses for security and audit purposes, provided this is communicated to users at the point of collection — which it is, via the acknowledgement notice shown before signing.
- We cannot disable IP recording on an individual basis. IP logging is a core part of the platform's security and audit infrastructure and cannot be toggled per user or per form.
If the parent remains concerned after receiving this information, they are welcome to contact Enquiry Tracker directly or seek guidance from the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
What Constitutes a Lawful Request?
For Enquiry Tracker to be able to disclose an IP address, a formal legal instrument must be received. An informal request — whether from a school, a parent's solicitor, or any other party — does not meet this threshold.
The two instruments that qualify are:
1. Court-Issued Subpoena
A subpoena is a formal written order issued by a court, requiring the production of specific records as evidence in proceedings that are already underway. To be valid, it must be:
- Issued by a court or tribunal with relevant jurisdiction
- Formally served on Enquiry Tracker (not emailed informally)
- Served within the prescribed timeframes under the applicable court rules
2. Formal Law Enforcement Request
A written request from a law enforcement agency (such as Victoria Police or the Australian Federal Police) citing a specific active investigation and the relevant legislative authority may also constitute a lawful basis under APP 6.2(e). A verbal request or an email from a police officer without formal documentation is not sufficient.
What does not qualify:
- A letter or email from the school requesting the IP address
- A letter from the school's solicitor requesting the IP address
- A threat of legal action (the proceedings must be underway and a subpoena formally issued)
- Any informal request, however urgent or well-intentioned
What Happens When a Lawful Request Is Received?
If Enquiry Tracker receives a valid subpoena or formal law enforcement request, we will:
- Verify the instrument — confirm it has been properly issued, served, and is within scope
- Disclose only the minimum information required by the order
- Keep a record of the legal basis and what was provided
- Notify relevant parties as appropriate and as permitted by law
Summary
| Scenario | Can IP Be Disclosed? |
|---|---|
| School requests IP address informally | ❌ No |
| School's solicitor requests IP address | ❌ No |
| Parent objects to IP being recorded | ❌ Recording cannot be disabled; reassure parent re: security and limited access |
| Court-issued subpoena served on Enquiry Tracker | ✅ Yes, minimum information required |
| Formal written law enforcement request with legislative authority | ✅ Yes, minimum information required |
For further information on how Enquiry Tracker handles personal information, please refer to our Privacy Policy.