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Policy

Policy Statement

The privacy policy of personal information is defined by legislation and at all time Blue Wing acts in accordance with these legal requirements. We also strive to respect the confidentiality of other sensitive information. However, in the spirit of partnership, we share information with service users and other involved individuals and organisations (subject to consent), where it would be in the best interest of the service user, or where otherwise required by legislation.

Definitions

Confidentiality – Ensures that information is accessible only to those authorised to have access, and is protected throughout its lifecycle.

Consent – Refers to consent that is clearly and unmistakably stated and can be obtained either in writing, orally or in other forms where the consent is clearly communicated.

Personal information – Any information that can be used to personally identify a person. This may include their name, address, telephone number, email address and profession or occupation. Personal information also includes sensitive information about a person, such as health information.

Sensitive information – Information on race, ethnicity, political opinions, religious or philosophical beliefs, trade union membership, health information or sexual activities is classified as sensitive information under legislation.

Procedures

Collection of Information

Blue Wing collects personal information (name, contact details as well as other information including health information) in order to carry out its functions. The information is used to:
The function will determine the type and amount of information required in each situation. See Human Resources Policies, Information Management Policies, Feedback and Complaint Policy for more detailed information about information handling in these contexts.

De-identification of individuals

Where it is not necessary to identify who information relates to, such as surveys, personal information should be collected in a way so that an individual cannot be identified from the information.

Source of personal information collected

Where it is not necessary to identify who information relates to, such as surveys, personal information should be collected in a way so that an individual cannot be identified from the information.

Privacy Statements

This information and more is available on the Client Rights and Responsibilities Charter provided by BlueWing.

Use and Disclose

Blue Wing may use the information for internal reviews and analysis and may also use certain consolidated statistics about services. However, Blue Wing will not disclose individual information, nor sell, trade, or rent information under any circumstances.

Where Blue Wing submits copies of client records, files, and other documents for accreditation or quality assurance checks, consent will be obtained from the client before doing so. Further assurances will be sought from the reviewers in relation to confidentiality and privacy and no personal and sensitive information may be taken, used to identify an individual as part of this process.

If Blue Wing needs to disclose any information to conform with any laws or legal processes, staff will advise the individuals impacted what information has been disclosed and to whom (unless informing them is precluded by legislation). The Manager’s approval is also required before the information can be released.

Data Flows

Some government departments that Blue Wing receives funding from requiring regular reports about the types of services provided and to whom they are provided. They may also need the information to conduct program evaluations. The information provided is aggregated data from our records and no individual can be identified. Blue Wing sends this information under secure conditions.

Data Security

Reasonable technical safeguards include:
Reasonable administration safeguards include not only the existence of policies and processes for guidance but also training to ensure staff, Board members, students and volunteers are competent in this area. Information is not kept any longer than is necessary and is disposed of and archived appropriately in line with the Records Management Policy provided by Blue Wing.

Access and Correction

Blue Wing is required to respond to a request to access or amend the information within 30 days of receiving the request.

Amendments may be made to personal information to ensure it is accurate, relevant, up-to-date, complete, and not misleading, taking into account the purpose for which the information is collected and used. If the request to amend information does not meet these criteria, Blue Wing may refuse the request.

If the requested changes to personal information is not granted, the individual may make a statement about the requested change, which will be attached to the record.

Supervisors are responsible for responding to queries and requests for access/amendment to personal information.

Anonymity and Identifiers

Individuals are entitled to receive services anonymously where it is lawful and practicable, for example Blue Wing will accept anonymous donations but is unable to issue tax-deductible receipt to the donor.

It may not be possible to provide a full service if consent to collect personal information and/or create a record (or part thereof) is declined. The reason for this would be explained in full to the individual at the time.

Publication Consent

The ‘Publications Consent Form’ is to be explained to all service users, staff, and volunteers at their commencement with Blue Wing. The agreement section is to be completed for all instances where photographs, film footage, audio material, electronic images, correspondence, and/or quotations are used, in material using the Blue Wing’ name or logo or collected/taken in the name of the organisation, or in services or activities organised by Blue Wing.

Material would always seek to display the individual and Blue Wing in the most positive and appropriate manner.

The permission contained in the Publications Consent Form may be withdrawn, at any time by notifying Blue Wing in writing. The notification will be attached to the form by the relevant supervisor.

Additionally, those taking part in one-off events will be required to give their consent through the ‘Event Registration’ process.

Other Organisational information

The Human Resources Management policies detail how the organisation handles staff records to manage privacy and confidentiality responsibilities, including the storage of and access to staff personnel files and the storage of unsuccessful position applicants’ information.

Blue Wing works with a variety of stakeholders including private consultants. The organisation may collect confidential or sensitive information about its stakeholders as part of a working relationship. Staff at Blue Wing will not disclose information about its stakeholders that is not already in the public domain without stakeholder consent.

The manner in which staff members manage stakeholder information will be clearly articulated in any contractual agreements that the organisation enters into with a third party.

Breaches of Privacy and Confidentiality

If staff are dissatisfied with the conduct of a colleague with regards to privacy and confidentiality of information, the matter should be raised with the staff member’s direct supervisor. If this is not possible or appropriate, follow delegations indicated in the Grievance and Dispute Settling Policy. Staff members who are deemed to have breached privacy and confidentiality standards set out in this privacy policy may be subject to disciplinary action.

If a service user or stakeholder is dissatisfied with the conduct of Blue Wing’s staff or Board member, a complaint should be raised as per the Feedback and Complaints Policy. Information on making a complaint will be made available to service users and stakeholders or obtained by contacting the Blue Wing office directly.

5/19, Level 1, 1 Gregory Hills Drive, Gledswood Hills NSW 2557
40 Frank Street, Labrador QLD 4215     
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