Privacy of Personal Information Policy

1. Privacy of Personal Information Policy Statement

1.1 Ensuring that privacy and confidentiality are protected is central to Greenacres Disability Services.

The National Privacy Principles set minimum standards covering the legitimate use of personal information. Greenacres Disability Services is committed to complying with those Principles.

1.2 In brief, Greenacres Disability Services only collects and maintains personal information from service users, members, employees, volunteers and supporters:

which is necessary for the lawful provision of services in accordance with Greenacres Disability Services Policies;
which is given voluntarily; and
which will be stored securely on Greenacres Disability Services’ internal databases.

1.3 When in possession or control of a record containing personal information, Greenacres Disability Services will ensure that:

the record is protected against loss, unauthorised access, modification or disclosure, by such steps as it is reasonable in the circumstances to take;
if it is necessary for that record to be given to a person in connection with the provision of a service to Greenacres Disability Services, everything reasonable will be done to prevent unauthorised use or disclosure of that record.

1.4 Greenacres Disability Services will not disclose such personal information to a third party:

without the individual’s consent; or
unless that disclosure is required or authorised by or under law.

1.5 Under no circumstances will Greenacres Disability Services sell or receive payment for licensing or disclosing personal information about services users, members, employees, volunteers or supporters.

1.6 All service users, members, employees, volunteers and supporters of Greenacres Disability Services have the right of access to all records containing personal information about them.

1.7 All inquiries or complaints about privacy should be directed to the Privacy Officer or Chief Executive Officer

This statement has been prepared in accordance with the Australian Privacy Amendment (Private Sector) Act 2000.

2. Scope

2.1 This policy applies to and includes all Divisions of Greenacres Disability Services.

3. Legislation

3.1 Privacy Act 1988

3.2 National Privacy Principles from the Privacy Amendment (Private Sector) Act 2000

3.3 Federal Disability Service Standards – Standard 4 Privacy, dignity and Confidentiality

3.4 NSW Disability Service Standards – Standard 4 Privacy , Dignity and Confidentiality

3.5 NSW Disability Act 1993

4. Related Policies

4.1 Privacy, Dignity & Confidentiality Policy

4.2 Appointment Policy

5. Guidelines of the collection of information

5.1 Greenacres Disability Services collects and maintains information from service users, members, employees, volunteers and supporters in order to properly conduct its business. Where possible, information is collected directly from the individual.

5.1 Where information is collected from a third party, the individual is informed or may reasonably expect that we have been given this information (for example, a service user using our employment services will be told, or can be expected to know, that we have already received some information on them from Centrelink).

6. Guidelines on the use and disclosure of information

6.1 Generally, information is used solely for the purpose for which it was collected (the "primary purpose") or for a closely related secondary purpose, where the service user's needs have changed or become extended (for example, a service user may provide information when joining one of Greenacres Disability Services programs. Later on, the service user may join a different program or be referred on to a different provider who may better meet the service user's needs. In either case, some information may be passed on with the service user).

6.2 Where we use information for direct marketing, we provide our contact with the opportunity to decline or modify any further direct marketing.

6.3 We may be required to disclose information by law or for various legal purposes (for example, we often have to provide information on service users to the government bodies that fund our programs).

7. Guidelines on ensuring data quality

7.1 We try to ensure our information is accurate and as up-to-date as possible. Information from third parties is checked with the service user where possible, and we review applicable personal details regularly with ongoing service users.

8. Guidelines on ensuring data security

8.1 All personal information is held under secure conditions with access restricted to those individuals who need it to carry out their work under Greenacres Disability Services programs.

8.2 Service user files are kept on computer, which is password protected and access restricted to authorised personnel only. Hard copies will be stored in a locked filing cabinet.

9. Guidelines on access to information and correction of information

9.1 It is Greenacres Disability Services policy to give individuals access to their data on request, so that they may review and correct details.

9.2 We reserve the right to take reasonable steps to ensure that the person seeking access is in fact the individual to whom the data relates; or is otherwise entitled to access the data. If access is refused or restricted, we will give an explanation for this decision.

10. Guidelines on the use of identifiers

10.1 In dealing with government agencies, Greenacres Disability Services is often obliged to collect and use identifying numbers issued by those agencies. However, this is done according to law or regulation as required by each agency.

11. Guidelines on anonymity

11.1 Greenacres Disability Services allows individuals to donate anonymously, but are unable to issue a tax-deductible receipt.

12. Guidelines on transborder data flows

12.1 Greenacres Disability Services ensures service user sensitive data is sent to government agencies under secure conditions. No data is sent overseas.

13. Guidelines on Sensitive Information

13.1 Information on race, ethnicity, political opinions, religious or philosophical beliefs, trade union membership, health information or sexual inclination is classed as sensitive information.

13.2 Greenacres Disability Services does not collect sensitive information without consent or where required by law.

14. Guidelines on the types of Personal and Sensitive Information handled by Greenacres Disability Services

14.1 Greenacres Disability Services is committed to respecting the dignity and rights of every service user, employee, member, volunteer and supporter. All information is handled according to the National Privacy Principles.

14.2 Information on Employees

14.2.1 We collect personal information as part of our contractual relationship with individuals to allow us to ensure payment for employment services rendered.

14.2.2 Information collected is used for managing processes associated with the employment relationship which may include payroll, superannuation, risk management, recruitment, internal audits, external audits and funding bodies.

14.3 Information on Employment Service users

14.3.1.We collect personal information, including sensitive information on some occasions, in order to help our service users with training, and to get jobs.

14.3.2.Information on our service users is handled in accordance with the privacy requirements laid down in our contracts as a service provider to the Commonwealth Government. These requirements are equal to, and sometimes exceed those laid down under the Privacy Act.

14.4. Information on Community Participation Services users

14.4.1 Personal information, often including sensitive information, is collected from service users so that we can help them according to the objectives of the services.

14.4.2 Personal information collected from our Community Participation Service users often includes health and other sensitive information. This information is collected with the consent of the service user or guardian. If the service user needs to be referred to another organisation, then we will only pass on information with the service user's consent.

14.5 Information used for Marketing

14.5.1 We collect information from various sources, including external sources, for the purpose of raising funds to further the aims of Greenacres Disability Services.

14.5.2 As noted above, we provide our contacts with the opportunity to decline or modify any further direct marketing.

15. Maintaining Financial Records

15.1 Greenacres Disability Services maintains a database of suppliers, customers and other contacts with which it engages in financial transactions. The computerised financial system operated by Greenacres Disability Services accesses this database in order to process financial transactions.

15.2 The information held in the database for each contact consists of the contact's name, address, telephone numbers and one or more identifiers necessary for effective financial processing.

15.3 The information may be used from time to time for direct marketing purposes to raise funds for Greenacres Disability Services. The information is not made available to any third party except to government agencies as required by law.

16. Discussing access to your Information

16.1 You may wish to discuss, obtaining access to your personal information as held by Greenacres Disability Services, or which you believe may be held by Greenacres Disability Services.

16.2 If you are a participant in one of the Greenacres Disability Services program, in the first instance contact your case manager to discuss access to your information. In all other instances contact your direct supervisor or the Divisional Manager.

17. Complaints

17.1 If you believe your privacy has been breached by Greenacres Disability Services, you should approach the Privacy Officer at Greenacres Disability Services.

Greenacres Disability Services Privacy Officer
Telephone: (02) 4271 8588
Email:privacy@greenac.com.au