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The SPDL Committee of Management is committed to protecting the privacy of personal information which the organisation collects, holds and administers. Personal information is information which directly or indirectly identifies a person.
SPDL recognises that the nature of its service means that much of the information handled is of a sensitive nature. It is recognised that it is the essential right of individuals to have their personal information handled in ways they would reasonably expect. All personal information discussed or collected from clients, volunteers and staff should be maintained in accordance with the Australian Privacy Principles  (APPs) and should be treated in a confidential manner.
SPDL will abide by the provisions of the Privacy Act 1988 (Cth), the Health Records Act 2001 (Vic), and any other laws that impose specific obligations in regard to handling personal information. Personal information regarding an individual will only be used to facilitate SPDL services, activities and/or functions, and will otherwise be kept confidential, except where SPDL has the permission of the individual to use their personal information for an alternate purpose, or where SPDL is authorised under Australian law or a Court or Tribunal order to do so.
SPDL takes personal information to mean information, whether recorded in a material form or not, about an identified individual, or an individual who is reasonably identifiable. Examples of personal information include an individual’s name, signature, address, telephone number, date of birth, medical records, and bank account details.
SPDL will not:
Furthermore, if lawful, practicable or feasible, individuals should have the option of not identifying themselves when entering into transactions.
All information collected by SPDL in accordance with HACC Minimum Data Set must have a unique identifier attached to it. This is done automatically by the database.
Staff and volunteers will:
To ensure that all electronic and hard copy records are maintained in a way that is consistent with SPDL Inc. obligations under the Health Records Act 2001 (Vic) and the Victorian Public Records General Disposal Schedule.
All client intake and assessment records will be documented on the Department of Health and Human Services mandated Service Coordination templates. Both the paper and electronic record of the assessment will be kept for a period of seven (7) years after the service to the client is discontinued.
Records of service delivery must also be kept for a period of two (2) years after the service to the client is discontinued, but where there is an accurate electronic record, the paper record may be destroyed. Examples of records of service delivery include volunteer rosters, including DayLinks Community Transport Run Sheets.
Storage of Records
The information we collect helps us provide the best service possible to our clients. We use this information to help us plan and manage our services.
We rely on the information you give us to help provide our service to you. We only ask for information that is necessary to provide our services.
We keep your name and contact details, as well as your date of birth and other information that is needed to provide a quality service. This is the information given to us when you first register with SPDL.
Your information is only seen by the people who work or volunteer for this organisation, who are directly involved in organising or delivering services. We only release information about you to a third party if we have your agreement or if we are required by law to do so.
The privacy of your information is protected by law and we are required to store your information securely and treat it with the strictest confidence. You are able to access your own information by making an appointment with SPDL.
SPDL has guidelines and policies about:
Please contact the office if you wish to obtain copies of any of these.
We will respond to your request usually within 48 hours and, at a maximum, within 30 days of receiving it, and treat seriously any claims of privacy breaches.
 Privacy Act 1988 (Cth)
 Personal information is destroyed when it can no longer be retrieved. For example, if the information is in hard copy it must be shredded before it is disposed of through the garbage or recycling.
 If personal information about an individual is collected from the individual themselves, this is considered a reliable source. For this reason, in most cases it will not be necessary to ensure that the information is accurate, up-to-date, complete and relevant.
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