Volunteer Task Force Australian Privacy Principles - Privacy Policy
Purpose
The purpose of this policy is to clearly communicate the personal information handling practices of
Volunteer Task Force (VTF), enhance the transparency of VTF operations and give individuals a
complete understanding of the types of personal information VTF collects and how the organisation
handles that information.
VTF respects the rights of the individuals supported with service provision, their carers and families
and individuals we employ or engage with for volunteering or other duties. VTF is committed to
protecting people’s rights to privacy and confidentiality in all activities and pursuits.
What is personal information?
Personal information is defined in the Privacy Act as information or an opinion (including information
or an opinion forming part of a database), whether true or not, and whether recorded in a material
form or not, about an individual whose identity is apparent, or can reasonably be ascertained from
the information or opinion.
VTF’s complete Privacy Policy can be accessed on the Volunteer Task Force website and can be
requested in printed format by contacting VTF.
This policy was last updated on 3rd March 2014. VTF’s privacy policy will be reviewed annually as part
of the policy and procedure review process. Updates will be notified on the policy available on the
VTF website and references made in printed publications, including staff, volunteer and client
handbooks.
Handling practices for the collection, use and disclose of personal information
Collection
VTF collects personal information about individuals directly from those individuals themselves or
their authorised representative. To deliver services VTF collects the personal information of those
individuals referred to the organisation for service and support with their consent.
VTF only collects personal information for purposes which are directly related to the functions and
activities of the organisation under the Privacy Act 1988, Freedom of Information Act 1982, other
relevant legislation and only when it is necessary for, or directly related to, such purposes.
VTF also collects personal information relating to human resource management, employment
services, volunteering services and other business services functions.
The purposes are listed below;
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Service provision and monitoring
Recruitment and employment
Remuneration and reimbursement
Quality and financial auditing
Workplace inspections and investigations
Queries, complaints, dispute resolution and feedback
Wherever possible VTF will offer anonymity and pseudonymity but in situations where it impacts on
the quality or delivery of supports and services, it will be necessary for VTF to identify individuals.
VTF may collect personal information in the form of business cards, contact lists and bulletin style
publications for the purpose of business development. VTF will only collect information this way if
the individual has given their consent or would reasonably expect it in the capacity of their work or
position.
Use and disclosure
VTF uses personal information for the purpose for which it was collected, purposes which are
directly related to one or more of the organisation’s functions or activities.
VTF does not give personal information about an individual to other organisations, private
businesses or anyone else unless;
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the individual has consented
the individual would reasonably expect, or has been told, that the information of that type is
required to be passed to individuals or other organisations
it is reasonably necessary for the enforcement of law, required or authorised by law
it will prevent or lesson a serious and imminent threat to an individual’s life or health.
VTF may use the personal information collected to contact individuals and other relevant parties to
carry out enquiries and provide services. Website and email communications will require an
individual to disclose personal information, VTF will only use this information for the purpose of
contacting the individual regarding the enquiry.
VTF does not use government identifiers such as Medicare or tax file numbers for the purpose of
identifying an individual.
VTF is required to report de-identified statistical information to meet funding requirements.
Individuals may advise VTF if they choose not to have their de-identified information used for
statistical purposes.
VTF does not normally transfer personal information to any overseas recipients, and would not
transfer personal information without the consent of the individual, for example in the case of an
individual providing an overseas employment reference.
VTF will not publish personal information without the consent of an individual unless the individual
would reasonably expect, or has been told, that information of that type is to be used for that
purpose.
VTF will seek permission from individuals prior to the use of personal information for research
purposes, individuals may choose not to participate in research projects.
Data quality
VTF has procedures in place to ensure the personal information collected is accurate, up to date and
complete. These procedures include maintaining and updating electronic and hard copy records
when advised by individuals that their personal information has changed, at annual reviews and
appraisals, and at other times as necessary or requested by the individual.
Data security
VTF currently stores personal information in electronic records and hard copy documents and files.
VTF has procedures in place to protect the personal information held, against loss, unauthorised
access, use, modification or disclosure, and against other misuse.
These procedures include maintaining electronic client, staff and volunteer records, restricted access
to electronic systems and files, staff and volunteer induction and training, seeking consent from
individuals, archiving procedures including restricted access storage facility and how to store
information securely when out of the office.
When the personal information VTF collects is no longer required, VTF destroys, archives or deletes
it in a secure manner, in accordance with relevant legislation.
VTF utilises secure document destruction services for the disposal of hard copy documents
containing personal information.
Data correction
If an individual requests for VTF to change, update or amend their personal information, VTF will
make the changes unless VTF considers there is a sound reason under the Privacy Act or other
relevant law not to do so, and VTF will advise the individual if this occurs.
Individuals’ choices
VTF has procedures in place to support individuals to access the personal information held about
them, in accordance with the Freedom of Information Act 1982 and in a format accessible to that
individual. Individuals can request a correction of the personal information held about them.
Individuals can advise Volunteer Task Force at any time should they wish to receive or stop receiving
information by email or post.
VTF is required to report de-identified statistical information to meet funding requirements.
Individuals may advise VTF if they choose not to have their de-identified information used for
statistical purposes.
If an individual believes VTF has breached the Australian Privacy Principles, or other privacy law, the
individual can complain to VTF in writing. Individuals can contact VTF by telephone, email, post or
fax to make a complaint, using the details provided at the end of this policy. VTF will request the
individual make the complaint in writing, addressed to the Client Service Manager and can provide
support for the individual with this process if requested. VTF will respond to each complaint in
writing within 30 days of receiving the complaint.
An individual can choose to remain anonymous during this process, however if the chosen method
of communication requires an individual to disclose personal information, VTF will only use this
information for the purpose of contacting the individual regarding the privacy complaint. Making a
privacy complaint will not negatively impact on other supports, engagements or services VTF
provides the individual.
The individual may seek additional support to make the privacy complaint by utilising an advocacy
service, for example Advocare 1800 655 566 or support person authorised by the individual. Other
complaints contacts can be found in VTF publications including the client handbook. All privacy
complaints are handled confidentially, in accordance with relevant legislation, by managers or
human resource team. If the individual is unsatisfied with VTFs response, the individual may contact
the CEO in writing requesting a review of the process and decision.
If the complaint cannot be resolved at this level, the complaint may be taken to the Office of the
Australian Information Commissioner by utilising the online complaint service at www.oaic.gov.au.
VTF can assist the individual to access this service and related documentation if required.
Further information about VTF’s complaints and dispute resolution processes can be found in staff,
volunteer and client handbooks.
Volunteer Task Force obligations
VTF is bound by the Australian Privacy Principles in the Privacy Act 1988 and Privacy Amendment
(Enhancing Privacy Protections) Act 2012.
VTF is also required to meet the funding requirements of relevant programs; including auditing and
quality framework processes.
Contact with Volunteer Task Force can be made at any time by utilising current telephone, fax, post
or email details as displayed on VTF’s website and other relevant publications.
VTF Contact details
Volunteer Task Force
Street address: 43 Planet Street Carlisle WA
Postal address: PO Box 2114 Carlisle North WA 6101
Telephone (08) 9318 5700
Fax (08) 9361 1010
Email: [email protected]