Privacy policy
This policy ensures we protect and handle personal information in accordance with the NDIS and relevant privacy legislation. We acknowledge an individual’s right to privacy while recognising that personal information is required to be collected, maintained and administered in order to provide a safe working environment and a high standard of quality.
The information we collect is used to provide services to participants in a safe and healthy environment with individual requirements, to meet duty of care obligations, to initiate appropriate referrals, and to conduct business activities to support those services.
When
Applies to all personal information and sensitive personal information including the personal information of employees and participants
Applies to all company confidential information - that is any information not publicly available.
When
Applies to all representatives including key management personnel, directors, full time workers, part time workers, casual workers, contractors and volunteers.
Definitions
T erm Description
Data breach
A data breach is type of security incident where personal, sensitive or confidential information normally protected, is deliberately or mistakenly copied, sent, viewed, stolen or used by an unauthorised person or parties.
A data breach where people are at risk of serious harm as a result, is reportable to the Office of the Australian Information Commissioner.
Personal Information
Personal information includes (regardless of its accuracy):
Name
Address
Phone number
Email address
Date of birth
Recorded opinions or notes about someone
Any other information that could be used to identify someone.
Sensitive personal information
Sensitive personal information can include personal information that is normally private such as:
Health information
Ethnicity
Political opinions
Membership of a political association, professional or trade association or trade union
Religious beliefs or affiliations
Philosophical beliefs
Sexuality
Criminal record
Biometric information (such as finger prints).
Documents relevant to this policy:
National Disability Insurance Scheme Act 2013
NDIS (Quality Indicators) Guidelines 2018
Privacy and confidentiality guidelines
We are committed to complying with the privacy requirements of the Privacy Act, the Australian Privacy Principles and for Privacy Amendment (Notifiable Data Breaches) as required by organisations providing disability services
We are fully committed to complying with the consent requirements of the NDIS Quality and Safeguarding Framework and relevant state or territory requirements
We provide all individuals with access to information about the privacy of their personal information
Each individual has the right to opt out of consenting to and providing their personal details if they wish
Individuals have the right to request access to their personal records by requesting this with their contact person
Where we are required to report to government funding bodies, information provided is non-identifiable and related to services and support hours provided, age, disability, language, and nationality
Personal information will only be used by us and will not be shared outside the organisation without your permission unless required by law (e.g. reporting assault, abuse, neglect, or where a court order is issued)
Images or video footage of participants will not be used without their consent
Participants have the option of being involved in external NDIS audits if they wish.
Security of information
We take reasonable steps to protect the personal information we hold against misuse, interference, loss, unauthorised access, modification and disclosure.
Personal information is accessible to the participant and is able for use by relevant workers
Security for personal information includes password protection for IT systems, locked filing
cabinets and physical access restrictions with only authorised personnel permitted access
Personal information no longer required is securely destroyed or de-identified.
Data breaches
We will take reasonable steps to reduce the likelihood of a data breach occurring including storing personal information securely and accessible only by relevant workers
If we know or suspect your personal information has been accessed by unauthorised parties, and we think this could cause you harm, we will take reasonable steps to reduce the chance of harm and advise you of the breach, and if necessary the Office of the Australian Information Commissioner.
Breach of privacy and confidentiality
A breach of privacy and confidentiality is an incident—follow the Manage incident process to resolve
A breach of privacy and confidentiality may require an investigation
An intentional breach of privacy and confidentiality will result in disciplinary action up to and including termination of employment.