Araluen takes your privacy seriously and we are committed to ensuring that information is used in an ethical and responsible manner.
Araluen recognises the need to be consistent, cautious and thorough in the way that information about participants, stakeholders, staff, Board members, students and volunteers is recorded, stored and managed.
Araluen provides quality services in which information is collected, stored, used and disclosed in an appropriate manner complying with both legislative requirements and ethical obligations.
The short version:
Collection of information
Personal information collected by Araluen is only for purposes which are directly related to the functions or activities of the organisation.
Collection of personal information must only be undertaken where:
- It is necessary for the service function and the person consents – or –
- The collection is required by law or relates to a law enforcement function or legal claim – or –
- The collection is necessary for research or statistical purposes and consent is not practicable and the non-identifiable information is not sufficient
Use and Disclosure
Araluen only uses personal information for the purposes for which it was given, or for purposes which are directly related to one of these functions or activities of the organisation. It may be provided to government agencies, other organisations or individuals if:
- The individual has consented – or –
- It is required or authorised by law – or –
- It will prevent or lesson a serious and imminent threat to somebodies life or health
Araluen takes steps to ensure that the personal information collected is accurate, up to date and complete. These steps include maintaining and updating personal information when we are advised by individuals that it has changed (and at other times as necessary), and checking that information provided about an individual by another person is correct.
Access and correction
Individuals may request access to personal information held about them. Access will be provided unless there is a sound reason under the Privacy Act or other relevant law. Other situations in which access to information may be withheld include:
- There is a threat to the life or health of an individual
- Access to information creates an unreasonable impact on the privacy of others
- The request is clearly frivolous or vexatious or access to the information has been granted previously
- There are existing or anticipated legal dispute resolution proceedings
- Denial of access is required by legislation or law enforcement agencies
Araluen is required to respond to a request to access or amend information within 45 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, Araluen may refuse the request.
If the requested changes to personal information are not made, the individual may make a statement about he requested changes which will be attached to the record.
Management is responsible for responding to queries and requests for access/amendment to personal information.
Anonymity and identifiers
Wherever it is lawful and practicable, individuals will have the option of not identifying themselves or requesting that Araluen does not store any of their personal information.
Collection use and Disclosure of confidential information
Other information held by Araluen may be regarded as confidential, pertaining either to an individual or an organisation. The most important factor to consider when determining whether information is confidential is whether the information can be accessed by the general public.
Staff members are to refer to the CEO/Manager before transferring or providing information to an external source if they are unsure if the information is sensitive or confidential to Araluen or its clients, staff and stakeholders.
All staff, Board members, students and volunteers agree to adhere to the Araluen Code of Conduct when commencing employment, involvement or a placement. The Code of conduct outlines the responsibilities to the organisation related to the use of information obtained through their employment/ involvement/ placement.
Not only does this policy require adherence to the procedures and requirements as listed above, but it also requires Board Directors and all employees to seek advice when in doubt.
Breach of Privacy or 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 policy may be subject to disciplinary action.
If a client or stakeholder is dissatisfied with the conduct of an Araluen staff member or Board member, a complaint should be made as per the feedback and complaints policy. Information on making a complaint will be made available to clients, stakeholders or can be lodged above. Additionally, a complaint can be taken over the phone by any staff member.
Ph: (03) 9439 2805