Matthew Flinders Care Services takes its obligations under the Privacy Act 1988 seriously and is committed to ensuring that personal or sensitive information is collected, held, used, and disclosed in accordance with the Australian Privacy Principles (APPs).
All employees of Matthew Flinders Care Services have a legal requirement and an obligation to abide by this policy. Except as required by law, employees must not disclose, or allow to be disclosed, any information of which the employee becomes aware of during the course of their employment or through the performance of their duties.
- personal information means information relating to an individual, including an opinion, which may be provided to Matthew Flinders Care Services as part of its aged care business either in material form or not, and whether true or not. Such information may personally identify an individual or make the person’s identity reasonably apparent;
- sensitive information means information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual practices, criminal record or health information.
The purpose of this policy is to comply with our obligations under the Australian Privacy Principles (APPs), and as set out in the Privacy Act 1988.
The policy applies to all persons involved in our organisation. This includes care recipients, their nominated representative, prospective candidates for employment, employees and any person who provides us with their personal information.
This policy is intended to ensure that we
- manage personal information in an open and transparent manner
- protect the privacy of personal information and health information of Care Recipient, staff and contractor
- used the information we collect for relevant purposes only
- regulate the access to and correction of personal information
- maintain the confidentiality of personal information.
At the end of an employee’s employment, the employee must return to Matthew Flinders Care Services;
- All confidential information in material or electronic form;
- Those parts of all notes and other records based on or incorporating confidential information;
- All property belonging to or leased by Matthew Flinders Care Services including that which may include confidential information such as, but not limited to, books, documents, records, electronic storage media, discs, access cards, computer hardware, credit cards and computer login codes.
Storage, Access and Retention of Personal Information
All personal information collected by Matthew Flinders Care Services will be retained as part of a database, which will be securely monitored and maintained by Matthew Flinders Care Services. The data will not be made available to a third party, unless it is legally required and verified, without the authority of the individual who provided the personal information.
Matthew Flinders Care Services will make available for inspection all personal information, based on the information supplied by the individual, that it holds in relation to an individual, provided reasonable notice is given. In the event that any part of the personal information that the individual inspects is determined to be incorrect and requires alteration, then Matthew Flinders Care Services will make such alteration in compliance with the corrected advice provided by the individual.
Matthew Flinders Care Services will take all reasonable steps to protect the security of the personal information that it holds. This includes appropriate measures to protect electronic materials and materials stored and generated in hard copy.
Where information held by Matthew Flinders Care Services is no longer required to be held, and the retention is not required by law, then Matthew Flinders Care Services will destroy such personal information by secure means.
Sources of Information
Where possible, Matthew Flinders Care Services will collect the information directly from individuals. In some instances, Matthew Flinders Care Services may collect personal information from press reports or published mediums and, in this case, it will endeavour to verify such details with the person concerned.
Matthew Flinders Care Services acknowledges that there is no obligation for an individual to provide personal information. However, if an individual chooses not to provide Matthew Flinders Care Services with personal details, it may not be able to provide the individual with a full range of services or may reduce the ability of directly servicing the individual’s organisation.
Matthew Flinders Care Services may require the collection of personal information from individuals to enable it to provide Quality aged care. The reasons for the collection of personal information include, but are not limited to, Personal information provided by an individual including, name, address and contact details and sensitive information such as health and medical information.
Matthew Flinders Care Services may collect and hold personal information, such as, but not limited to, names of employees and proprietors of organisations, addresses, telephone numbers, facsimile numbers, email addresses, titles and professional affiliations. These details are collected for the purpose of providing Matthew Flinders Care Services, services to Care Recipients, and the selling and marketing of its products and extended range of services. Matthew Flinders Care Services may also use such information to apply Care Recipient satisfaction surveys and events, such as loyalty programs. Matthew Flinders Care Services will not disclose this information to any other organisation, nor will it send any information overseas for any purpose.
Purpose of the Collection
Matthew Flinders Care Services may require the collection of personal information to satisfy the needs of the organisation. The reasons for the collection of the personal information include, but are not limited to, assess care, health and wellness services, improving our services, conducting research, preparing contract documents and resolving a complaint.
The personal information may be required for the purpose of:
- giving the information which Care Recipient is entitled to;
- supplying to, and administering, the products and services the Care Recipient requires.
Matthew Flinders Care Services may also collect the information for the provision of marketing, unless a specific request in writing is provided, detailing what is not required.
Matthew Flinders Care Services may need to give personal information to other organisations to comply with its legal obligations, such as auditors, legal advisers and the Australian Taxation Office (or any other relevant organisations).
Disclosure to an Organisation
Matthew Flinders Care Services may disclose personal information, for the purposes set out above, to any of its subsidiaries, branches, franchises or legally related companies, agents, dealers or contractors. Disclosure to external parties or entities will not occur without the individual’s consent except where disclosure is required by law. Matthew Flinders Care Services is unlikely to be required to disclose personal information to overseas recipients.
Matthew Flinders Care Services acknowledges that there is no obligation for an individual to provide it with personal information. However, if an individual chooses not to provide Matthew Flinders Care Services with personal details, it may not be able to provide the individual with a full range of services or may reduce the ability of directly servicing the individual’s organisation.
Access Rights and Contact Details
The Privacy Act 1988 and APPs provides the right to access personal information held by Matthew Flinders Care Services. If the information is inaccurate, a request can be made to correct it.
Matthew Flinders Care Services reserves the right to charge a nominal fee if required for the retrieval of information requested.
Further information can be obtained by contacting Matthew Flinders Care Services Quality and Compliance officer. A copy of the Australian Privacy Principles can be accessed at http://www.oaic.gov.au/privacy/privacy-resources/privacy-fact-sheets/other/privacy-fact-sheet-17-australian-privacy-principles
Any employee found to be in breach of this policy whilst employed by Matthew Flinders Care Services will be disciplined and in serious breaches their employment can be terminated.
Any former employee found to be in breach of this confidentiality may be subject to legal action being taken against them.
A copy of this policy will be provided to every employee and it must be signed by a prospective employee prior to the commencement of employment.
Please direct all privacy complaints to our Quality and Compliance Officer.
At all times, privacy complaints will:
be treated seriously; be dealt with under the Matthew Flinders Care Services Privacy Complaints Management Process; be dealt with as promptly as possible; be dealt with in a confidential manner; and not affect your existing obligations or affect the commercial arrangements between you and us. Our Quality and Compliance Officer will conduct the investigation into your complaint. You will be informed of the outcome of your complaint following completion of the investigation.