PRIVACy POLICY

1.3 Privacy and Dignity

Privacy and Dignity Policy and Procedure

1.0 Purpose

At Engage U Support Services , we are committed to upholding the dignity and privacy of our participants by providing them with access to services and supports that prioritize these values.

2.0 Scope

This policy is applicable to all participants, staff members of Engage U Support Services , and representatives from other service agencies.

3.0 Policy

Engage U Support Services recognizes and respects the right to privacy and dignity of all stakeholders, including participants, staff, management, and representatives of other service agencies. We understand the importance of protecting personal information and ensuring confidentiality.

To uphold these rights, Engage U Support Services has developed policies and procedures that outline how personal information is collected, stored, and handled. All staff and management are expected to follow these guidelines when handling participant information.

Engage U Support Services is also committed to complying with the NDIS Quality and Safeguards Commission rules and regulations and the Australian Privacy Principles in its information management practices.

We ensure that participants understand the type of personal information collected and the reasons for collection. In cases where audio or visual material is to be recorded, participants must agree to their involvement in writing before any material is collected. They will also be informed when material is recorded in an audio or visual format.

Through these measures, Engage U Support Services strives to create a safe and respectful environment for all stakeholders.

Engage U Support Services will advise each participant of our Privacy Policy using the language, mode of communication and terms that the participant is most likely to understand (Easy Read documents are made available to all participants). Engage U Support Services will ensure that:

• it meets its legal and ethical obligations as an employer and service provider concerning protecting the privacy of participants, and organisational personnel
• participants are provided with information about their rights regarding privacy and confidentiality
• participants and organisational personnel are provided with privacy, and confidentiality is assuredwhen they are being interviewed or discussing matters of a personal or sensitive nature
• all staff, management and volunteers understand the requirements to meet their obligations
• participants are informed of Engage U Support Services ‘s confidentiality policies using the language, mode of communications and terms they are most likely to understand
• Engage U Support Services will attempt to locate interpreters and use easy-read materials.

 

This policy conforms to the Federal Privacy Act (1988) and the Australian Privacy Principles, which govern personal information collection, use, and storage.

This policy will apply to all records, whether hard copy or electronic, containing personal information about individuals and interviews or discussions of a sensitive personal nature.

4.0 Procedure

4.1 Dealing with personal information

In dealing with personal information, Engage U Support Services staff will:

• ensure privacy for the participants, staff, or management when they are being interviewed or discussing matters of a personal or sensitive nature
• collect and store personal information that is only necessary for the functioning of the organisation and its activities
• use fair and lawful ways to collect personal information
• collect personal information only with consent from the individual
• ensure that people know of the type of personal information collected, the purpose of keeping the information, the method used when information is collected, used or disclosed, and who will have access to the information
• ensure that personal information collected or disclosed is accurate, complete, and up-to-date and provide access to the individual to review information or correct wrong information about themselves
• take reasonable steps to protect all personal information from misuse, loss and unauthorised access, modification or disclosure
• destroy or permanently de-identify personal information no longer needed or after legal requirements for retaining documents that have expired
• ensure that participants understand and agree with the type of personal information being collected and the reason/s for the collection
• ensure participants are advised of any recordings in either audio or visual format. Before collecting material, the participant’s involvement in any recording format has been agreed to in writing.

4.2 Participant records

Participant records will be kept confidential and only handled by staff directly engaged in delivering service to the participant. Information about a participant may only be made available to other parties with the consent of the participant, or their advocate, guardian or legal representative. A written agreement providing permission to keep a recording must be stored in the participant’s file.

All hard copy files of participant records will be kept securely in a locked filing cabinet in the office of the Director.

4.3 Responsibilities for managing privacy

All staff members are responsible for managing personal information to which they have access. The Director is responsible for the content appearing in Engage U Support Services publications, communications, and on our website and must ensure:

• appropriate consent is sought and obtained for the inclusion of any personal information about any individual, including Engage U Support Services personnel (see Consent Policy and Procedure)
• information provided by other agencies or external individuals conforms to our privacy principles
• our website contains a Privacy Statement that clearly outlines the conditions regarding any collection of personal information from the public captured via their visit to the website.

 

The Director is responsible for safeguarding personal information relating to Engage U Support Services ‘s staff, management and contractors. The Director will be responsible for:

• ensuring that all staff members are familiar with the Privacy Policy and administrative procedures for handling personal information
• providing participants and other relevant individuals with information about their rights regarding privacy and dignity
• handling any queries or complaints about a privacy issue.

4.4 Privacy information for participants

During the first interview, participants are notified of:

• the information being collected about them,
• how their privacy will be protected, and
• their rights concerning this data.

 

Information sharing is part of our legislative requirements. Participants must consent to any information sharing between our organisation and government bodies. The participant is informed they can opt-out of any NDIS information sharing during audits.

4.5 Privacy for interviews and personal discussions

To ensure privacy for participants or staff when discussing sensitive or personal matters, Engage U Support Services will only collect personal information which is necessary for the provision of support and services and which:

• is given voluntarily
• will be stored securely on the Engage U Support Services database.

 

When in possession, or control, of a record containing personal information, Engage U Support Services will ensure that the record shall be protected against loss, unauthorised access, modification or disclosure by such steps as is reasonable in the circumstances. In cases when a record must be provided to a person in connection with the provision of a service to Engage U Support Services , everything reasonable will be done to prevent unauthorised use or disclosure of that record.

Engage U Support Services will not disclose any personal information to a third party without an individual’s consent unless that disclosure is required or authorised by, or under, law.

5.0 Related documents

• Code of Conduct Agreement
• Easy Read Privacy Document
• Participant Handbook
• Participant Information in Easy English
• Participant Information Consent Form
• Privacy and Confidentiality Agreement
• Staff Handbook
• Staff Training Plan
• Staff Training Record
• Training Attendance Register – In-house
• Consent Policy and Procedure

6.0 References

• NDIS Practice Standards and Quality Indicators 2021
• Privacy Act 1988 (Commonwealth)
• Australian Privacy Principles (Commonwealth)