Privacy

Privacy policy endorsed 10 September 2003

1 Scope and authorisation

This policy covers the work and practice of the Capital City Local Learning and Employment Network (LLEN) Inc. The policy was adopted by the Capital City LLEN Committee of Management at the Committee meeting on 10 September 2003.

2 Background

All staff members are required by the Information Privacy Act 2000 and Health Records Act 2001 to protect personal, health and sensitive information. The Victorian privacy law does not replace any existing obligations the Capital City LLEN has under other laws.

3 Definitions

Personal information means information or opinion that is recorded in any form, whether true or not, about an individual whose identity is apparent or can reasonably be determined from the information or opinion. This includes all paper and electronic records, photographs and video recordings.

Public information means information about a person or organisation that is freely available within the public sector. This includes company details, the position/title of an individual within a company, individual contact details within a company.

Health information is defined as information or opinion about a person’s physical, mental or psychological health or disability that is also classified as personal information. This includes information or opinion about a person’s health status, medical history, fitness levels and vital statistics, such as height and weight.

Sensitive information is defined as information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record that is also classified as personal information about an individual.

Staff is defined as a person who carries out a duty on behalf of the Capital City LLEN, paid or unpaid. Information provided to Capital City LLEN through job applications is also considered staff information.

Hereinafter in this document, personal information refers to personal information, health information and sensitive information unless otherwise specified.

This privacy policy governs the protection and usage of personal information. No such information is required of, or given for, public information.

4 Policy context

Personal information is collected and used by the Capital City LLEN in relation to use in matters of:

  • Provision of services or carrying out of statutory functions
  • Compliance with laws imposing specific obligations regarding the handling of personal information
  • Management of membership
  • Undertaking research
  • Promotion of programs and activities to the membership
  • Management and maintenance of the Capital City LLEN website and
  • Employment records.

5 Use and disclosure of personal information

Personal information may be collected for a range of purposes including:

  • Collation of contact details
  • Development of membership categories
  • Resource and planning for partnership projects and associated activities
  • Development of newsletters
  • Assessment of employment suitability
  • Administration of the individual’s employment or contracts
  • Insurance purposes, such as Workcover
  • General administrative duties and statutory functions.

Personal information provided on a membership form will only be used for the purposes for which it was collected and will not be disclosed to a third party. Personal information may be disclosed for the purposes listed above.

5.1 Membership

The rules of incorporation include a statement of purpose that states the core activity of the Capital City LLEN. This statement of purpose will accompany a membership application form so individuals acknowledge the use of the details as stated.

I have read the Statement of Purpose of the Association. I understand that the information I give about me and the organisation I represent may be used by the Capital City LLEN and the Victorian Learning and Employment Skills Commission for information and statistical purposes.

…………………………………
Signature of applicant - Print name

5.2 Promotional material

Individual permission will be sought and recorded prior to the production and release of material containing photos, personal details and/or testimonials. Publication of photos of young people will be consistent with the Victorian Copyright Act.

5.3 Research

Research undertaken by the Capital City LLEN or an appointed agent of the Capital City LLEN will conform to the privacy standards set out in this document.

5.4 Website

The Capital City LLEN website does not collect personally identifiable information. If you choose to provide personal information via email, the Capital City LLEN will only use this information for the purpose for which you have provided it. This website does not collect information in the form of cookies.

External sites that are linked to or from the Capital City LLEN website are not under Capital City LLEN control and users are advised to review any relevant additional privacy statements. Users should note the inherent risks associated with transmission via the internet. Therefore, users should make their own assessment of potential risks to the security of their information when making a decision as to whether or not they should access external sites that are linked to or from the Capital City LLEN website.

6. Management and security of personal information

All collected personal information is stored in a secure manner by the Capital City LLEN.

7. Complaints

Should the Capital City LLEN receive a complaint about personal information privacy, this will be investigated by the Privacy Officer of the Capital City LLEN.

8. Additional information

For additional information on the Victorian Privacy Laws, log onto www.privacy.vic.gov.au (Privacy Victoria) or www.health.vic.gov.au/hsc (Health Services Commissioner).
 
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