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1. Background & Reasons for Policy
WorkVentures is committed to respecting the confidentiality of personal and business information of all
those who are connected with us in any way, whether client, customer, consultant, contractor or employee.
WorkVentures was, by virtue of its government contracts, required to adhere to the Privacy Act (1988) in
respect of many operations. The policy requires amendments with the coverage having been extended to
all operations with effect from 21 December 2001, along with the adoption of the National Privacy
Principles.
Client files need to be accessed by a range of staff if we are to provide a quality service. We are also
required to disclose certain information as part of our service provision requirements. Therefore we need
procedures on the handling and management of information.
2. Principles
The principles applied in this policy are as per the Information Privacy Principles of the Privacy Act 1988
and the National Privacy Principles of the Privacy Amendment (Private Sector) Act 2000. The policy has
been built around the right established in law for clients to know why their personal information is being
collected, what personal information WorkVentures holds about them, how the information will be used
by the company and to whom it will be disclosed.
3. Policy
WorkVentures Ltd will recognise and respect the confidentiality of any information relating to staff, or
clients to which they have access. Underpinning these principles is the notion that any information
pertaining to any person remains the personal and private property of the individual until such time as
they give permission to become otherwise.
Unauthorised disclosure of such information is unlawful and may seriously undermine the relationship
between staff members, and between staff members and clients. It may contribute to the development of
pre-conceived ideas or judgements about individuals that may influence future relationships or
interactions.
4. Definitions
All references to staff will also apply to contractors, consultants and volunteers.
Sensitive information is information or an opinion about an individual’s:
5. Procedure Collecting Information
Information about any staff member or person accessing services offered by WorkVentures will be
collected:
When seeking information from a person, it is necessary to inform that person prior to the collection, or as
soon as practicable after, of:
This can be ensured by obtaining a signed permission from the client to disclose information to stated
bodies for the purpose of the service being received.
Sensitive information
WorkVentures will not collect sensitive information about an individual unless the individual has
consented or the information will prevent serious threat to the life or health of an individual.
Confidentiality of information
Staff are only permitted to have access to information about individuals for professional and administrative
purposes. Such information must be used with the utmost respect for the dignity and privacy of the
person(s) concerned.
Staff shall not discuss customers outside the worker/customer relationship or confidential, professional
information outside the appropriate work situation.
Use and disclosure
1. Information collected about an individual will not be used for any other purpose than that to
which the individual has consented
2. Individual customer information cannot be given to another agency without the written consent of
the client. Exceptions are:
i. If WorkVentures believes on reasonable grounds that disclosure is necessary to prevent
or lessen a serious and imminent threat to the life or health of the individual concerned
or of another person;
ii. If the disclosure is required by/under law;
iii. If the disclosure is required for some law enforcement reasons
3. All customer records shall be protected, by such security safeguards, as it is reasonable in the
circumstances, to prevent unauthorised access, use, modification or disclosure, and to guard
against other misuse.
4. Information about any client which is not relevant to a purpose, is out-of-date or excessively
personal shall be culled.
5. Use of identifier: WorkVentures will not adopt as its own identifier, an identifier that has been
assigned by a Commonwealth Government agency to that individual.
6. Trans border data flows: Any transfer of data to an organisation outside Australia will be made
only if the individual has consented to the transfer.
Records Management
Hard copy client files will be
Only staff with direct service needs will have access to computerised client data bases.
Client files will be retained while clients continue to access the service, or where it is required of us by
legislation (eg qualifications attained from our training).
Client files which are retained will be archived as per the company archiving policy and procedure and the
retention schedule will be followed
Client files will be returned to government bodies where required under the contract.
Complaints Management
All Staff/Customers/Clients should approach the Privacy Officer for any complaints with regard to
Privacy rights.
Staff Obligations
All staff members of WorkVentures and contractors will be required to sign an undertaking to abide by the
Information Privacy/National Privacy Principles under the Privacy Act 1988 and Privacy Amendment
(Private Sector) Act 2000 and will be trained in the requirements.
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