To provide an effective and high-quality service and to maintain appropriate accountability, we must collect, store and sometimes share relevant personal information. It is important that we are consistent and careful in the way we manage what is written and said within our organisation and how we decide who can see or hear this information.
Personal information is any information where an individual’s identity can be reasonably determined. Collecting personal information is essential to delivering a quality service to George Street Neighbourhood Centre Association Incorporated (GNSC Assoc. Inc.) clients and customers, as well as managing staff, volunteers and Management Committee members. This includes being able to make appropriate matches between potential service users and organisations, and provide a quality improved service to the wider community. If GSNC Assoc. Inc. does not collect personal information, we may be unable to provide effective referral, options, support and services as well as support and manage our staff and volunteers.
This policy applies to all GSNC Assoc. Inc. operations and services, staff, volunteers, stakeholders and management committee members. All client information including written, verbal and electronic is covered by this policy except where keeping information confidential may lead to a risk of harm to the client or another human being or where information is subpoenaed.
This policy and procedure does not form part of any contract between an employee and GSNCA Inc. nor does it form part of any contractor or volunteer’s contract for service.
3. Policy Statement
GSNCA Inc. is committed to protecting and upholding the rights of our clients, employees, volunteers and Management Committee members to privacy. This includes upholding our privacy obligations when collecting, storing and using people’s information. We want all people associated with GSNCA Inc. to have confidence that we take these responsibilities seriously.
Specifically we will:
4. Procedures 4.1 Privacy
We manage our obligations in relation to protecting the privacy of our clients by compliance to all the privacy requirements of our service agreement/s that incorporate the:
Our obligations include:
For service specific privacy obligations relating to each of the services of GSNC Assoc. Inc. refer to the relevant current Funding Agreement.
In broad terms these requirements mean that we:
the right to seek its correction, and to privacy complaints;
In order to uphold service delivery quality and manage risks the GSNCA Inc. Manager will have access to all organisational files, including those containing personal information. This includes being provided with access to an updated service user list on a regular basis and being provided with spare filing cabinet keys to enable access to files as required.
4.2 Collection of Personal Information
Collecting personal information is essential to delivering quality services. This includes being able to make appropriate matches between potential consumers and organisations, and provide a quality improved service to the wider community. If GSNC Assoc. Inc. does not collect personal information, we may be unable to provide effective referral, options, support and services as well as support and manage our own volunteers and staff.
4.3 Privacy Notice
Personal information collected by GSNC Assoc. Inc. is completed always with the individual’s consent and where possible this would be in writing. All forms used to collect personal information contain the following privacy notice:
GSNCA Inc. is collecting the information on this form to assist us in providing services to you. You do not have to provide the requested information. However if you do not we may be unable to provide the services. Statistical information collected may be provided to the relevant funding bodies for the purpose of ensuring that service users are provided with a quality service. GSNC Assoc Inc will not pass this information on to anyone without your consent unless it is required to prevent harm or a risk of harm to others or yourself.
4.4 Ensuring Privacy is maintained
GSNC Assoc. Inc. ensures privacy when collecting private or sensitive information through being aware of physical spaces and ensuring that staff are appropriately trained is managing privacy. This includes:
areas of either GSNC or SCFC; and
All staff working within any area of GSNC Assoc. Inc. including the public or reception areas, or outside of GSNC Assoc. Inc. premises ensure client privacy is maintained at all times.
4.5 Breaches of Privacy
5. Other related policies and documents
Forms and other organisational documents:
6. Review processes
Responsibility for review:
GSNC Assoc. Inc. Management Committee and senior staff.
Policy review frequency:
GSNC Assoc. Inc. will negotiate the review of this policy at a minimum of 12 months and maximum review period of 3 years or following a critical incident.
GSNC Assoc. Inc. Management Committee in consultation with the Manager and Team leader will conduct the review process of this policy. This may include:
key questions such as:
The review document and policy will be ratified and dated by the Management Committee prior to implementation.
Changes to the policy will be communicated to staff via staff meetings and/or education and information sessions.