Privacy
Context
SoFA values the privacy of every individual's personal and health information and is committed to protecting the information it holds and uses about all individuals who provide this information. SoFA is required to comply with the Information Privacy Act 2000 (Vic), and the Health Records Act 2001 (Vic). These Privacy Laws regulate how information is handled throughout its life cycle, from collection to use and disclosure, storage, accessibility and disposal. It applies to any personal information or health information that a staff member or a person utilising employment, training and related services provides to SoFA.
The Information Privacy Act 2000 (Vic) sets out ten Information Privacy Principles (IPPs) and the Health Records Act 2001 (Vic) sets out 11 Health Privacy Principles (HPPs). These principles concern the way in which information is collected, used, handled, disclosed and disposed.
This policy only applies to SoFA’s databases and files and does not cover any State, Territory or Commonwealth Government database or file. You are advised to contact the relevant government agency for a copy of their privacy policy.
Definitions
Personal Information
This is “recorded information or opinion, whether true or not about an identifiable individual” Personal information may include someone’s name, address, sex, age, financial details, marital status, education of employment history.
Health Information
This is information or an opinion about the physical, mental of psychological health of an individual or a disability of an individual or individuals expressed wishes about the future provision of health services to him or her.
Employment, training and related services
Includes services to Service Users, Job Seekers, Students, Educational Institutions, Employers, work experience host organisations and work experience sponsors.
In order to provide you with these services, we may need to collect personal information such as name, address, work history, qualifications, career details or other information generally contained in a resume. SoFA collects, uses and discloses the information for the purpose of referring you to other appropriate community services, finding you suitable work, work experience, education or training, a suitable candidate for employment vacancies, or work experience.
Sensitive Information
Sensitive information is information or an opinion about an individual’s:
· Racial or ethnic origin
· Political opinions
· Membership of a political association
· Religious beliefs or affiliations
· Philosophical beliefs
· Membership of a professional or trade association
· Membership of a trade union
· Sexual preferences or practices
· Criminal record
Unique Identifier
A unique identifier is usually a number assigned to an individual in order to identify the person for the purposes of an organisation's operations. Tax File Numbers and Driver's Licence Numbers are examples.
De Identified Information
Aim
This policy sets out the way SoFA handles your information including the use and disclosure of your information and your right to access your l information and explains SoFA’s approach towards protecting the privacy of an individual's information.
Policy
The following summarises the Privacy Principles set out in both the Information Privacy Act (2000) Vic and the Health Records Act 2001 (Vic).
1. Collection
SoFA will not collect information about an individual unless that information is necessary for one or more of its functions. SoFA will collect information about an individual only by lawful and fair means and not in an intrusive manner. SoFA will take reasonable steps when collecting the information to ensure that an individual is aware of why the information is being collected, who that information may be disclosed to and how the individual may access the information.
2. Use and Disclosure
SoFA will only use or disclose an individuals information if it is related to the primary purpose of the information being given or if there would be a reasonable expectation by the individual that information would be used or disclosed.
Note: SoFA must disclose an individuals information if this disclosure is necessary under law. For example, if SoFA believes that the use or disclosure is necessary to lessen or prevent a serious and imminent threat to an individual’s life, safety or welfare.
3. Data Quality and Data Security
SoFA will take reasonable steps to ensure that individual information is accurate, complete and up to date and that it will be reasonably protected from misuse, loss, unauthorised access, modifications and disclosure. If information is no longer needed SoFA will destroy or permanently de identify it.
4. Openness
SoFA will make their privacy policies available to any person who asks for it and will ensure as far as practicable that individuals know what sort of information it holds and how it manages that information within the legislative requirements.
5. Access and Correction
Each individual has access to the information that SoFA holds about them. If an individual is able to establish that their information is not accurate, complete and up to date, SoFA will take reasonable steps to correct the information.
Note: There are certain circumstances where access to information or refusal to correct information can be denied. In these circumstances SoFA will provide reasons for this decision.
6. Unique identifiers
SoFA will not assign identification number to individuals unless it is reasonable necessary to carry out its functions eg Staff files coding
7. Anonymity
When it is lawful and practicable, individuals have the option of not identifying themselves. The nature of the business carried on by SoFA means that in most circumstances it would not be possible for the organisation to carry out its functions if individuals did not identify themselves.
8. Trans-border Data Flow
SoFA will not transfer information about an individual to someone who is other than the individual outside the State of Victoria except in the following circumstances:
· The transfer is for the benefit of the individual and the individual gives consent, or if practicable the individual would likely give consent
· That SoFA believes that the recipient of the information would handle the information in a manner consistent to the requirements of the Victorian privacy principles
· The transfer is necessary for the performance of a contract between the individual and the organisation.
9. Sensitive Information
SoFA will not collect sensitive information unless the individual has consented or the collection is required under law
Complaints
If you believe that your privacy has been breached SoFA encourages people to attempt to resolve the matter with the Executive Director of SoFA. If you are not satisfied with the response from SoFA, you have the right to complain to the relevant Victorian Privacy Commissioner. Complaints can be made in writing, via email or by telephone.
Complaints contacts
Telephone: 1300 666 444 (toll free)
Write to: Privacy Victoria
GPO Box 5057
Melbourne Victoria 3001
Health Services Commissioner
Complaints and Information
Telephone: (61 3) 8601 5200
Toll Free: 1800 136 066
Fax No.: (61 3) 8601 5219
Complaints and Information
Telephone: (61 3) 8601 5200
Toll Free: 1800 136 066
Fax No.: (61 3) 8601 5219
Or write to
Health Services Commissioner
30th Floor
570 Bourke Street
Melbourne. 3000
Victoria
30th Floor
570 Bourke Street
Melbourne. 3000
Victoria
SoFA values the privacy of every individual's personal and health information and is committed to protecting the information it holds and uses about all individuals who provide this information. SoFA is required to comply with the Information Privacy Act 2000 (Vic), and the Health Records Act 2001 (Vic). These Privacy Laws regulate how information is handled throughout its life cycle, from collection to use and disclosure, storage, accessibility and disposal. It applies to any personal information or health information that a staff member or a person utilising employment, training and related services provides to SoFA.
The Information Privacy Act 2000 (Vic) sets out ten Information Privacy Principles (IPPs) and the Health Records Act 2001 (Vic) sets out 11 Health Privacy Principles (HPPs). These principles concern the way in which information is collected, used, handled, disclosed and disposed.
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