Your Voice
Privacy Policy
This site is owned and operated by Carers SA Pty Ltd using software licensed from Social Pinpoint. For details on how Carers SA Pty Ltd collects and protects your personal information, refer to their Privacy Policy below. For details of how Social Pinpoint may access personal information, please refer to Social Pinpoint’s Privacy Policy.
Privacy and Confidentiality Policy.
Purpose
Carers SA is committed to protecting and maintaining the privacy of carers and their families, Carers SA members, employees, volunteers, board members, students and representatives of agencies and organisations with which we deal, and to maintain the confidentiality of the personal, health and sensitive information we hold about them.
Carers SA complies with the Privacy Amendment (Notifiable Data Breaches) Act 2017, the Privacy Act 1988 and the Australian Privacy Principles.
Scope
This policy applies to our employees (including full-time, part-time and casual), students on work experience placement, volunteers and Board Directors. (For the purposes of this policy, the above will collectively be referred to as Staff).
The Privacy and Confidentiality Policy applies to all personal, health or sensitive information about individuals, collected, used, stored, disclosed, shared and destroyed by Carers SA, regardless of the format of the information.
It also applies to organisational information which is not to be used or disclosed by Board Directors, staff or volunteers.
Policy
- Carers SA protects the personal information of the people we support.
- We only collect personal information for purposes directly related to Carers SA services. We collect personal information directly from the person using our services (usually a carer).
- We always obtain consent to collect personal information. The people we support may choose to remain anonymous although this may limit the services then available to support them.
- Carers SA obtain consent from the carer (and or person being cared for) before referring the client to other service providers.
- Carers SA use the secured referral email platform ‘SendSafely’ when providing carers’ (and or the person that they care for’s) personal information. We will not use unsecured email to refer any personal information.
- Carers SA, after gaining consent, when needing to send information to Federal Government regarding sensitive and or personal information regarding carers (and or the person that they provide care for) and or program services and deliverables, will use the secure Government platform ‘Filepoint’.
- We only use personal information for the purpose for which it was provided to us, for related purposes or as required or permitted by law.
- Carers SA use secure IT platforms and software to store confidential information.
- Carers SA are committed to the Information Sharing Guidelines (ISG,) these Guidelines are for use when advising clients about their limits of confidentiality, their right to privacy and explaining duty of care incumbent on Carers SA staff when sharing carers’ information. Under the ISG framework, Carers SA will seek your consent to share your information, and only whenever it is safe and possible to do so. In certain circumstances your information may be provided to other agencies or organisations without your consent in order to protect you and others from serious threats to health or safety or if we are required to do so by law.
Types of personal information we collect and hold
For our Carers (and the person that they care for) we only collect information that is necessary for our work and to helps us to provide the support to our carers. Some examples of information that we may collect and hold are:
- Personal details, like name and date of birth (of the carer and or the person that they care for)
- Address and contact details
- Details about health, family, care supports and or other issues relating to carer needs
- Information on whether you meet eligibility criteria for our services and prioritisation to access services
- Information to help us measure your progress
- other information to assist us in carrying out our services and activities or requested as part of funding agreements and guidelines.
We collect information on our Staff, in relation to the normal course of human resource management and the operation of a community service organisation. This information is not limited to but includes: recruitment information, address, required clearances, bank details, emergency contract and drivers licence
How we collect information
We only collect personal information by lawful and fair means. We usually collect personal information from:
- Telephone calls
- Face-to-face meetings and interviews
- Membership information;
- Application forms: such as application forms for government assistance programs and services administered by us, application forms to join or participate in programs provided by us;
- Consent forms: such as a consent form to use your name and photo in our publications;
- Fundraising events: for example, from donations and fundraising event registrations;
- Electronic communications: for example, e-mails and attachments (including CVs); forms filled out by people, including as part of acquiring a product or service from us;
- Third parties: for example, from a carers parents or guardians, recruitment agencies, referees, representatives or agents; and
- Our website: including; from the page ‘contact us’, engage in the discussion forum, give us feedback or to make a donation.
Use and disclosure
We will only use your sensitive information for the purpose for which it was initially collected or for a directly related purpose, as required or permitted by law, or where you consent to such use.
Carers SA uses de-identified carer (and the person that they car for) data to provide statistics and reporting to our Grant Funding body. This is done through the Government de-identified IT reporting platform (DEX).
Carers SA may also use your de-identified information for internal research, to assess the effectiveness of our programs and to plan for future activities.
Disclosure of personal information
Staff may make referrals, for carers (and the person that they support) to access services. For this to happen, Carers SA will obtain consent.
In some cases, we may disclose your personal information to researchers, contractors or others working directly on our behalf who are also bound by privacy laws and confidentiality obligations. We will always get your consent to use and disclose your personal information for research (where your information is usually de-identified) or in any publicity or marketing activities.
Carers SA will not otherwise disclose your personal information without your consent, unless we are required or authorised under law to do so.
How we keep personal information secure
Carers SA takes the security and confidentiality of your information very seriously. We actively ensure that all personal information we hold is protected from misuse, interference and loss, and from unauthorised access, modification or disclosure. This is done through ITC protection, our CRM protocols, our staff filing framework, our SendSafely email protocols and electronic data transmission procedures. Further communications made online through our website is secure.
Our Staff are trained in relation to their obligations in relation to this policy and have signed a declaration to follow the policy as part of their employment.
Where information is held and it is no longer needed or required by law to be held, we will take reasonable steps to ensure the information is destroyed or de-identified.
Notifiable Data Breaches
In the unlikely event of a data breach, Carers SA will notify individuals whose personal information is involved in a data breach that is likely to result in serious harm. This notification must include recommendations about the steps individuals should take in response to the breach. The Australian Information Commissioner must also be notified of eligible data breaches via a Notifiable Data Breach Statement – Form.
Note: an eligible data breach is one which is likely to result in serious harm to any individual affected.
Should a data breach occur, Carers SA will undertake a full assessment of the incident and take steps to mitigate the risk of a data breach happening again in the future.
Access
Carers SA takes special care to ensure that the personal information it holds is accurate and up to date. You can request access to the personal information Carers SA holds about you, or you can request that we change that personal information.
We will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act 1988, or other relevant law to withhold the information.
Personal Information can be updated by carers and members by calling the Carer Advisory Service on 1800 422 737 with any general queries. Personal information is also updated when conducting carer reviews.
Links to other websites
The Carers SA’s privacy policy does not apply to external links, social media or non-Carers SA web pages. Such third party websites may collect your personal information. We encourage you to read the privacy policies of external website. Carers SA does not accept responsibility for any content contained on sites.
Confidentiality statement re Government funding requirement to collect a Minimum Data Set
There are Minimum Data Set requirements about information that must be collected from clients under our State and Commonwealth funding agreements.
Therefore, Carers SA advises the users of its services that we may provide such data set de-identified information (does not disclose name, or address) to the National or State Data Repository.
Users of Carers SA services are advised that this will enable the collection of information about services and service users. This information is used for statistical purposes only and cannot be used to affect individual entitlements to, or access to, services.
How to contact us
If you wish to contact us about our services, obtain access to or change your personal information, have any questions about this policy or make any other enquiries contact Carers SA’s Privacy Officer, CEO David Militz:
- by email to: info@carerssa.com.au
- by writing to: Privacy Officer, David Militz, Carers SA, PO Box 422, Fulham Gardens SA 5024
- by telephone: (08) 8291 5600
Definitions
Privacy – Keeping certain personal information free from public knowledge and having control over its disclosure and use.
Personal information – Information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not, and whether or not recorded in a material form.
Confidential information – The names, details and information relating to carers; matters of a technical nature; trade secrets; technical data; marketing procedures and information; financial information; strategic and business plans; and other information which Carers SA informs a staff member or volunteer is confidential.
Sensitive information – Type of personal information) Information or an opinion about an individual’s race or ethnicity, political opinions and associations, religious beliefs or affiliations, philosophical beliefs, sexual preferences, trade or professional associations, union membership, criminal record, health or genetic information or biometric information.
Confidentiality Declaration – A separate legal concept to privacy, confidentiality applies to information given to a person or organisation under an obligation not to disclose that information to others unless there is a statutory requirement or duty of care obligation to do so. Confidentiality also applies to organisational information which is not to be used or disclosed by Board Directors, staff or volunteers.
De-identified Information and DEX reporting – That is the processes that personal data that has been encrypted to take out/remove identify information ie name and address of the carer (and the person that they care for) so that the remaining data can be used for program and performance reporting, service evaluation, strategic program development and policy planning.
SendSafely – Encrypted (secure) email platform. Details of use is outlined in the Carer Gateway Service Provider, Operating Manual
ISG – Information Sharing Guidelines prescribe a regulatory framework for Carers SA to sharing personal information to other organisations.
Filepoint – Encrypted (secure) information sharing link, used by the Governments to send and receive sensitive and or personal information
Effective date: 12 March 2014
Current and updated: April 2020
Terms of Use
The following Terms and Conditions govern the use of Your Voice (“the site”). The software platform is owned by Social Pinpoint Pty Ltd and operated by us, Carers SA Pty Ltd.
By accessing and using this site, you are choosing to accept and comply with the Terms presented throughout this agreement as well as the Privacy Policy and Moderation Policy. These Terms apply to all visitors and users of this site. Linked sites, affiliated services or third party content or software have their own Terms that you must comply with. If you disagree with any of the Terms presented in this agreement, you may discontinue using the site immediately.
If you are under 18 years old, please ensure that your parent or guardian understands and accepts these Terms and Conditions (including the Privacy Policy and Moderation Policy).
What are the conditions with a user’s account?
While using the site, you must not violate any applicable laws and regulations. It is our duty to protect the confidentiality of content you provide on our site in accordance with our Privacy Policy. When you create an account with us, you must always provide us with accurate information. Failure to provide accurate information violates the Terms, which may result in immediate termination of your account on our service. You are responsible for protecting your own password you use for this site and for any activities done under that password. Unauthorised use of your password or account must be immediately reported to us. In some cases, we or our agents may require access to your user accounts to respond to technical issues.
We are not responsible for the content on the site that has been provided by the users of the site. Any content posted by you is subject to the rules of our Moderation Policy. Your contribution to the site may be edited, removed or not published if we consider it inappropriate (refer to Moderation Policy). Contributors should also be aware that their posts may remain online indefinitely. Where practical, you may choose not to identify yourself, deal with us on an anonymous basis or use a pseudonym.
What do we require from our users?
You must understand and agree that, without limitation:
- all information, data, images and other materials are the sole responsibility of the person from whom the content originated;
- you are prohibited from advertising or offering to sell or buy any goods and services
- you cannot transmit Content that contains software viruses or programs designed to change or destroy the functionality of any computer software or hardware; or
- you cannot collect or store personal data about other users of the site
- you cannot impersonate any person or entity, including without limitation to a Carers SA representative
- you cannot interrupt or interfere with the site or servers or networks connected to the site
- you cannot attempt to gain unauthorised access to the site or other use accounts
Can your account be suspended or terminated?
We may terminate or suspend access to your site and/or account immediately, without prior notice, including without limitation if you breach the Terms. We may immediately deactivate or delete your account and all the related files and information in your account. After your account has been terminated, the content you have posted may also remain indefinitely on the site.
If you want to terminate your own account, please send an email to info@carerssa.com.au
Governing Law
These Terms shall be governed in accordance with the laws of South Australia, Australia, without regards to its conflict of law provisions.
Indemnification
Carers SA Pty Ltd, its subsidiaries, affiliates, officers, agents, licensors and other partners are not responsible for any loss, liability, claim, or demand, including legal fees, made by any third party due to or arising from a breach of this agreement and/or any breach of your representations and warranties set forth above.
What content do we own?
This website contains the copyrighted material, trademarks, patents, trade secrets and other proprietary information (“Intellectual Property”) of Carers SA Pty Ltd and its suppliers and licensors. Carers SA Pty Ltd owns and retains all proprietary rights in the intellectual property. All intellectual property in the content of this site including without limitation to text, software, source code, pages, documents and online graphics, photographs, sounds, audio, video and other interactive features are owned by or licensed to us.
Any original content that you submit or post on our site may be made available to the public and allows users to share your content (with the end user acknowledging your contribution) under the Creative Commons Attribution-ShareAlike 4.0 Australian License.
Except for Intellectual Property which is in the public domain or for which you have been given written permission, you may not copy, alter, transmit, sell, distribute any of the Intellectual Property on this site.
We are not responsible for your communications or dealings, including payment and delivery of goods or services, with a third party found via our website. Any loss or damage incurred from those communications or dealings are solely between the user and the third party.
Disclaimer and Warranties
Users must agree that you use of the site is at your own risk. We make no warranty that the site will meet your requirements or be uninterrupted or error-free. Any material that the user downloads through the site is done at their own risk and are responsible for any damages to their computer system or loss of data.
What happens if these Terms change?
We reserve the right, at our sole discretion, to modify or replace these Terms at any time without notice. The most recent version of the Terms can be seen on this page. By continuing to access or use our site after those revisions become effective, you agree and will comply to the revised terms. If you do not agree to the revised terms, please discontinue using our site.
Contact Us
If you have any questions about these Terms, please contact us at info@carerssa.com.au
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