Matthew Flinders Care Service
Privacy Policy and Procedure
Important Note
A business that can be defined as an organisation, which consists of an individual, a company, a partnership, a trust, an incorporated association or any other unincorporated association, will be required to comply with the Privacy Act 1988.
The Privacy Act 1988 exempts:
- Employee records;
- Related companies;
- Individuals in non-business capacity;
- Registered political parties;
- Acts and practices of media organisations carried out in the course of journalism;
- A small business with a $3 million turnover (or less), unless it: Provides a health service;
- Sells personal information;
- Purchases personal information; Is related to a business that is not a small business; In an operator of a residential tenancy database; Is a reporting entity for the purposes of the Anti-Money Laundering and Counter-Terrorism Financing Act 2006;
- or Contracts as a service provider to the Commonwealth
Matthew Flinders Care Service
Policy
The Privacy Act 1988 provides extensive regulations about the collection, storage and use of information relating to individuals. It also contains some specific exemptions for organisations that have a need to collect, store and use information about individuals, one of which is to exempt the “acts and practices of employers in relation to employee records”.
To be exempt, an act or practice relating to the employee record must be directly related to the employment relationship. This means that acts or practices of an employer that are outside the scope of the employment relationship are not exempt. For example, Matthew Flinders Care Service could not sell details of employees to another organisation.
The act or practice must also be directly related to a current or former employment relationship. This does not cover future employment relationships. This means that personal information collected from prospective employees who are subsequently not employed, such as unsuccessful job applicants, will not be covered by the employee records exemption.
Once an employment relationship is formed with an individual, the records Matthew Flinders Home Inc holds relating to that individual’s pre-employment checks then become exempt.
Matthew Flinders Care Service is also covered by the 13 Australian Privacy Principles, as set out in the legislation, which cover all aspects of dealing with personal and sensitive information, not only those relating to employees.
Matthew Flinders Care Service
Matthew Flinders Home Inc. recognises the importance of protecting personal information, which it may be required to collect from individuals who become associated with its business. The purpose of this Privacy Policy is to ensure that any individual who provides information to Matthew Flinders Home Inc is protected according to the requirements of the Privacy Act 1988.
For the purpose of the Privacy Policy, information is described as:
– Personal information means information relating to an individual, including an opinion, which may be provided to Matthew Flinders Home Inc. 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 political association, religion beliefs, philosophical beliefs membership of a professional or trade association, membership of a trade union, sexual practices, criminal record or health information.
Matthew Flinders Care Service takes its obligations under the Privacy Act 1988 seriously, and as such, will take all reasonable steps in order to comply with the Act and protect the privacy of personal information that it holds.
Matthew Flinders Care Service
Procedure
Collection and Use of Information
Matthew Flinders Care Service 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 Service may collect and hold personal information, such as, but not limited to, names of employees and proprietors or organisations, addresses, telephone numbers, facsimile numbers, emails addresses, titles and professional affiliations. These details are collected for the purpose of providing Matthew Flinders Home Inc services to customers and clients, and the selling and marketing of its products and extended range of services. Matthew Flinders Home Inc may also use such information to apply customer or member satisfaction surveys and events, such as loyalty programs. Matthew Flinders Care Service will not disclose this information to any other organisation, nor will it send any information overseas for any purpose whatsoever.
In the event that sensitive information is collected by Matthew Flinders Care Service, it will not be used for any purpose without the express permission of the individual. The collection, use and disclosure of information will be in accordance with Matthew Flinders Care Service collection statement.
Matthew Flinders Care Service
Storage, Access and Retention of Personal Information
All personal information collected by Matthew Flinders Care Service will be retained as part of a database, which will be securely monitored and maintained by Matthew Flinders Care Service. 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 Service 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 Service will make such allteration in compliance with the corrected advice provided by the individual.
Matthew Flinders Care Service 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 sorted and generated in hard copy.
Where information held by Matthew Flinders Care Service is no longer required to be held, and the retention is not required by law, then Matthew Flinders Care Service will destroy such personal information by secure means.
Matthew Flinders Care Service
Compliance
If an individual has any concerns regarding the privacy of personal information, then the individual may make a complaint to the CEO who will then endeavour to resolve the complaint.
Sources of Information
Where possible, Matthew Flinders Care Service will collect the information directly from individuals, customers and clients. In some instances, Matthew Flinders Care Service 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 Service acknowledges that there is no obligation for an individual to provide personal information. However, if an individual chooses not to provide Matthew Flinders Care Service 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 Service
Collection Statement
Purpose of the Collection
Matthew Flinders Care Service may require the collection of personal information to satisfy the needs of the organisation. The reasons for the collection of 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 a member or customer is entitled to; – Supplying to, and administering, the products and services the member or customer requires.
Matthew Flinders Care Service 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 Service 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).
Matthew Flinders Care Service
Disclosure to an Organisation
Matthew Flinders Care Service 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 Service is unlikely to be required to disclose personal information to overseas recipients.
Matthew Flinders Care Service 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 Service 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 provides the right to access personal information held by Matthew Flinders Care Service If the information is inaccurate, a request can be made to correct it.
Matthew Flinders Care Service reserves the right to charge nominal fee if required for the retrieval of information requested.
Further information can be obtained by contacting Matthew Flinders Care Service nominated privacy officer. A copy of the Australian Privacy Principles can be accessed at http://www.oaic.gov.au/privacy-resources/privacy-fact-sheet/other/privacy-fact-sheet-17-australian-privacy-principles
