Application for general volunteer position

Objective

To provide a framework for Anam Cara House, Colac (ACHC) in dealing with information about individuals and to ensure that information is managed to ensure that privacy and confidentiality are maintained at all times.

Scope

This policy and procedure applies to all Members of the Committee of Management, all staff and all volunteers. 

All information relating to ACHC guests and staff is covered by this policy and procedure

Responsibilities

All members of the ACHC Committee of Management, staff and volunteers who have access to information regarding individuals, or, who are involved in guest care, have a duty of care to protect the privacy and confidentiality of all ACHC guests.

Policy Statement

ACHC recognises the fundamental right of individuals to have their information managed by methods that allow confidential information to be protected on one hand and made easily accessible to them on the other.  These privacy values are reflected in and supported by ACHC core values and philosophies.

ACHC is bound by laws which impose specific obligations for managing confidential information. ACHC has adopted the following principles as minimum standards in relation to personal information:

• Management of private and confidential information at ACHC ensures that personal information or an opinion about an individual whose identity is apparent or can be reasonably ascertained from the information is not generally discussed or made public
• Information that ACHC deems to be confidential will remain so
• When a range of personal information is collected for the purposes of providing an effective service to an individual this information is treated as private and confidential
• Source information that is collected via feedback surveys for the purpose of continuous improvement of service delivery will be treated as private and confidential

Procedure

ACHC Committee of Management and staff will:

• Collect only information which the organisation requires for its primary function
• Ensure that stakeholders are informed as to why the information is collected and how it will be used
• Use and disclose personal information only for primary functions or a directly related purpose, or, for another purpose only with the person’s consent
• Store personal information securely ensuring that it is protected from unauthorised access
• Ensure that stakeholders have access to their own information and the right to seek its correction.
• If a data breach, or suspected data breach occurs it is investigated and reported as documented in the Data Breach Response Procedure

• All Committee of Management members, staff and volunteers are required to read and sign a Code of Conduct and Confidentiality Agreement in the presence of the Hospice Manager prior to taking up their roles at ACHC.
• All  guest documentation is stored in a locked filing cabinet
• All staff and volunteer personal details are stored in a locked cabinet
• No details regarding indiviauals are to be discussed in an area where they can be overheard

Document References

Privacy Statement

Confidentiality Agreement

Data Breach Response Procedure

References to Standards and Legislation

Commonwealth Privacy Act 1988

Privacy Amendment (Notifiable Data Breaches) Act 2017

Health Records Act 2001 (Vic)

National Privacy Principles