Privacy Policy

Purpose

Amelia Slater – Community Wellbeing is obligated under relevant legislation to ensure that it maintains the privacy, confidentiality, and security of the information it collects, uses, and holds in relation to its consumers and staff. Amelia Slater – Community Wellbeing also requires that its business information is kept confidential and secure. All persons with access to this information are required to understand their obligations and responsibilities, including what it means to sign this agreement. Relevant legislation includes but is not limited to the Health Records Act 2001 (VIC), the Privacy and Data Protection Act 2014 (VIC), the Health Services Act 1988 (VIC), the Family Violence Protection Act 2008 (VIC), Children, Youth and Families Act 2005 (VIC) and the Mental Health Act 2014 (VIC). This agreement relates to all persons with access to information, including staff, contractors, agency staff, external organisations, students, and volunteers, across all services within Amelia Slater – Community Wellbeing.

Target Audience

Confidentiality applies to anyone who is employed, works with, or represents Amelia Slater – Community Wellbeing in any capacity including employees, contractors, students, volunteers and consumer representatives.

Definition

Confidentiality – is defined as the restriction of access to information, and the control of the use and release of personal information to protect privacy of the individual.

Individuals – employees, contractors, students, volunteers, and consumer representatives.

Consumers –clients, customers, and residents

Owner – means the Chief Executive and Executive Directors

Guideline 

Principles:

1. Any information regarding a patient, employee, student, or volunteer that is obtained as part of their contact with Amelia Slater – Community Wellbeing, cannot be divulged to a third party without permission (including implied permission) from the individual in which the information pertains to. Information may be written, verbal or electronic. Examples of confidential information include whether or not a person is receiving services, the nature of a person’s condition or personal information about a employee’s roster.
2. All information obtained, created, or used for purposes of conducting the business of Amelia Slater – Community Wellbeing cannot be divulged to a third party without permission. Examples of this type of information include business plans, financial records and plans, quality reports or activities.
3. The exceptions to this requirement include where a employee or practitioner has a legal/statutory responsibility to disclose information or where the risk of harm to the client or others outweighs the need for consent prior to disclosure.
4. All new employees, students, volunteers, and contractors are required to sign the Amelia Slater – Community Wellbeing Privacy, Confidentiality and Security Agreement on commencement
5. Amelia Slater – Community Wellbeing employees must ensure information is maintained in a secure environment and therefore reduce the risk of confidentiality breaches. This information includes all information related to the client record, referrals, appointment schedules, employment records and volunteers’ lists.
6. Confirmed breaches of confidentiality by Amelia Slater – Community Wellbeing employees may result in disciplinary action, which may include dismissal.

Agreement – In the provision of access to information at Amelia Slater – Community Wellbeing, I agree to the following:

• I will, always, only collect, use, and disclose information: in accordance with the relevant legislation and Amelia Slater – Community Wellbeing policies, procedures and guidelines; and to the extent that it is necessary to fulfil the functions of my role with Amelia Slater – Community Wellbeing.
• I will not access information unless it is required to fulfil the functions of my role with Amelia Slater – Community Wellbeing – this includes not accessing information about other staff members, myself, or family members.
• I will not discuss client details or information in places where it may be overheard by unauthorised persons.
• I will not divulge that I have seen a person attend any Amelia Slater – Community Wellbeing service to unauthorised persons (including family or friends).
• I will not alter or destroy information other than in prescribed circumstances, as required by law.
• I will not remove information from any Amelia Slater – Community Wellbeing site, unless required to do so to fulfil the functions of my role, but only to the extent necessary to do so.
• I will not divulge any of my system passwords or device access codes to any other person; or leave a device or system open and available for any other person to access.
• I will report any activities that I suspect may breach this agreement to the owner.
• I understand and agree that my access to Amelia Slater – Community Wellbeing systems may be subject to audit and investigation.
• Where I am uncertain on the collection, use or disclose of information, I will refer to the owner.

I agree to uphold these obligations after my role, interaction, or contract with Amelia Slater – Community Wellbeing ceases. I understand and agree that failure to comply with this agreement may result in disciplinary action, investigation, termination of my employment, contract, or placement at Amelia Slater – Community Wellbeing and reporting to any relevant professional or external bodies.