Privacy Policy
This Policy explains how we collect and use information that is provided to us through our website or otherwise in the usual course of our dealings with you as a client or potential client. This policy applies to all information that we collect, whether hard copy or electronic, containing personal information about individuals, and to interviews or discussions of a sensitive personal nature.
Commitment
SCALES is committed to protecting and upholding:
- the right to privacy of clients, staff, volunteers, students, BOARD members and representatives of agencies we deal with. And,
- the rights of our clients to privacy in the way we collect, store and use information about them, their needs and the services we provide to them.
SCALES requires staff, volunteers, students and BOARD members to be consistent and careful in the way they manage what is written and said about individuals and how we decide who can see or hear this information. All staff, volunteers and students are required to sign a confidentiality agreement and Ethics and Conduct Agreement.
SCALES will ensure that all client records and information collected on behalf of clients is kept in a secure manner and will follow the guidelines of the Australian Privacy Principles in its information management practices.
SCALES will ensure that:
- it meets its legal and ethical obligations as an employer and service provider in relation to protecting the privacy of clients and organisational personnel
- clients are provided with information about their rights regarding privacy
- clients and organisational personnel are provided with privacy when they are being interviewed or discussing matters of a personal or sensitive nature
- all staff, BOARD members and volunteers understand what is required in meeting these obligations
- client’s personal details are not disclosed to BOARD Members.
Dealing with personal information
In dealing with personal information, SCALES’ staff, volunteers and students will:
- ensure privacy for clients, staff, volunteers or BOARD members when they are being interviewed or discussing matters of a personal or sensitive nature
- only collect and store personal information that is necessary for the functioning of the organisation and its activities
- use fair and lawful ways to collect personal information
- collect personal information only by consent from an individual
- do not keep original documents, make copies and return to client ASAP
- ensure that people know what sort of personal information is held, what purposes it is held it for and how it is collected, used, disclosed and who will have access to it
- ensure that personal information collected or disclosed is accurate, complete and up-to-date, and provide access to any individual to review information or correct wrong information about themselves
- take reasonable steps to protect all personal information from misuse and loss and from unauthorised access, modification or disclosure
- destroy or permanently de-identify personal information no longer needed and/or after legal requirements for retaining documents have expired.
Responsibilities for managing privacy
- All staff are responsible for the management of personal information to which they have access, and in the conduct of research, consultation or advocacy work
- The Managing Director and the Principal Solicitor are responsible for content in SCALES publications, communications and web site and must ensure the following:
- appropriate consent is obtained for the inclusion of any personal information about any individual including SCALES staff
- information being provided by other agencies or external individuals conforms to privacy principles
- that the website contains a Privacy Statement that makes clear the conditions of any collection of personal information from the public through their visit to the website.
- The Managing Director is responsible for safeguarding personal information relating to SCALES staff, BOARD members, volunteers, students, contractors and SCALES members.
The Privacy Contact Officer: The Privacy Contact Officer will be the Managing Director. The Managing Director will be responsible for:
- ensuring that all staff are familiar with the Privacy Policy and administrative procedures for handling personal information
- ensuring that clients and other relevant individuals are provided with information about their rights regarding privacy
- handling any queries or complaint about a privacy issue
Use of Cloud Computing Services
The Information that is provided to us is stored on computer and paper based files as appropriate. We may utilise cloud computing services for e-mail storage and to store Information that we collect. Confidentiality of Information is of a paramount concern to us, so we seek confirmation that such service providers comply with the Australian Privacy Principles or are subject to a binding law or scheme that offers substantially similar protection.
Disclosure of Information
We may disclose the Information:
- for the purpose of providing information or services to you
- to third parties, including agents or sub-contractors, who assist us in providing information, products, or services;
- We may also be compelled to disclose Information by law, for example, under court orders or statutory notices to produce documents under laws relating to social security, taxation, bankruptcy, anti-money laundering, counter terrorism and the management of incorporated entities. Where we disclose your personal information to third parties for these purposes, we will request that the third party follow this Policy regarding handling of your Information.
Type of Information Collected
The type of information that we collect includes personal information concerning clients, potential clients who contact us, as well as suppliers, consultants, employees and applicants for employment, and volunteers. The personal information we collect may include:
- names;
- contact details including phone numbers, postal and/or residential addresses and email addresses; · dates of birth;
- photographs;
- any facts or opinions that are connected to an enquiry that we are conducting on behalf of a client or potential client; and
- information regarding assets and liabilities, or income
- any other personal information that is provided through a website belonging to SCALES or as otherwise requested by us or provided by you.
If we receive your Information from third parties, we will protect it as set out in this Policy and take reasonable steps to ensure you are aware that we have collected the information about you and the circumstances of the collection.
Website
We may collect information on website activity such as the number of people who visit our website, the date and time of visits, the number of pages viewed and location. We do not use this information to identify individuals. This information is used to help us analyse and improve our website.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
SCALES does not have any control over those third party websites and are not responsible or liable for the protection and privacy of any information you provide whilst visiting those third party websites, and such third party websites are not governed by this Policy.
Amendments
This Policy may be amended from time to time in our sole discretion and an updated version will be available at our offices.