Description

Asthma WA has guidelines for all employees regarding Privacy.

Purpose

The purpose of this policy is to explain the general procedures relating to Privacy. Asthma WA is committed to the protection of private information that it gathers from those with whom we have contact for asthma education/information, members of Asthma WA, donors, website users, corporate sector clients, health professionals and other entities (“clients”).

We acknowledge the trust that is given to us when we collect information from clients, and we will do all in our power to ensure that we respect clients’ trust and protect their privacy.

Scope

The following guidelines are to be adhered to by all employees, volunteers and contract trainers.

Procedure

Collection of Information

  • We will only collect personal information from clients when it is necessary for one or more of our legitimate services, functions or activities.
  • The health information clients give us will be used to provide the best possible information we have at our disposal to help people manage asthma effectively.
  • We will not collect personal information about clients or their medical condition from anyone else but the client themselves or a responsible carer, unless consent is given.
  • We will only collect information for children and young people from a parent, guardian, and responsible carer or directly from the child or young person where that is appropriate.
  • We will not use unlawful or unfair means to obtain information.

Use and disclosure of information

  • The information we collect from clients will be used to respond to their asthma needs or for other legitimate services, functions or activities.
  • The information clients give us may be used to generate statistics that will assist us to understand how people manage their asthma and to help us provide better services or resources. We will not personally identify any information used for statistical processing.
  • We may contact clients to see whether the information we provided was adequate and to ascertain whether any further support or information would be of further assistance. We may also ask clients about our service delivery and how we may improve our profile and/or services.
  • Where clients are not already financial supporters of our work, we may invite them to make a contribution to assist our work. However, financial support will not be a prerequisite for our support to clients. Clients may request at any time that we do not send invitations to contribute to our work and we will honour that request.
  • We will not sell or trade clients’ contact details to any other person or organisation for purposes of direct marketing.
  • The information we collect will not be disclosed to a third person or organisation, including a doctor, unless clients ask us to do so, or give their consent to any request for transfer of the information. In the event that a client is not able to give their consent, we will act on the advice of a responsible person who is caring for the client.
  • We will co-operate with requests from statutory or other bodies for information clients have provided to us where the request is authorised by a relevant Act.

Consumer Death Procedure

When notified of someone’s death, the following procedures apply;

  • Person who is made aware of the death will:
    • send email to Admin Team (reception email)
      • Admin will update records on
        • Coach – if required
        • Best Practice – if required
        • ThankQ – ensure that they are removed from all mailing lists and marked No Further Contact
      • Inform HST, who will decide whether it is appropriate to send a sympathy card or contact the family
      • Inform Marketing / Fundraising – Check on history to see if they were a major donor or otherwise someone who Asthma WA should acknowledge in some way

Data Quality

  • We will take all reasonable steps to ensure that the information we collect is accurate and up-to-date.

Data Security

  • We will ensure that only qualified Asthma WA staff and trained volunteers can access private information and we will destroy or remove personal identification from it when there is no longer an apparent use for it. If clients ask us to, we will destroy or remove identification from their private information at any time.

Notifiable Data Breaches

  • We will notify individuals whose personal information is involved in a data breach that is likely to result in serious harm. Any notification sent will include steps the affected person should take in response to the breach.
  • We will notify the Australian Information Commissioner of any eligible data breaches. An eligible data breach is identified when it is likely to result in serious harm to the individual/s to whom the information relates from the viewpoint of a reasonable person in the Asthma WA’s position.

Openness

  • We will provide clients with a printed copy of our Privacy Policy upon request. The policy will also be available on our website.
    We will tell clients what information we hold, how we collected it and how we use it, upon request.

Access and Correction

  • Clients may have access to their information upon request and we will change any information deemed to be incorrect. Access will be subject to proof of identity and will be available from our registered office. We will not delete or change any records if we have received a request from statutory or other bodies for information provided to us.
    We will not provide clients with access to information for another person without their consent or unless reasonable proof can be provided that the person requesting the information is acting as a responsible carer for that person.

Identifiers

  • Where possible we will use a unique and personal identifier to distinguish your information. We will not disclose that identifier to any other person or organisation except under the circumstances mentioned above.
    We will not ask you for or use any other identifier issued to you by any other agency, organisation or government department.

Anonymity

  • Unless there is a good practical or legal reason that requires identification, you will have the choice of remaining anonymous when providing information to us. In this case, the record may still be used for unidentified statistical data, but we may not then be able to provide you with support information or follow up.

Trans-Border Data Flows

  • We will not transfer your information within or outside of Australia without your consent or the consent of a responsible carer.

Sensitive Information

  • We will not collect personal information revealing ethnic or racial origin, political opinions, religious beliefs, health, disability or other sensitive information unless we have your consent.

Internet Transactions and Enquiries

Collection of Click Stream and other information:

When you visit our website, our server logs the following information, which is provided by your browser. This information is logged for statistical purposes only:

  • Your server’s IP address or your personal IP address. These addresses are numbers unique to the machine through which you access the internet
  • The type of browser and operating system you are using
  • The address of the referring site, i.e. the previous site you visited
  • The date and time of your visit
  • The address of the pages accessed, and the documents downloaded

We will not try to identify you or your browsing activities except, in the unlikely event of an investigation, where a law enforcement agency may exercise legal authority to inspect the service provider’s logs.

Cookies

A cookie is a packet of information that allows the computer that houses our website (the server) to identify and interact more effectively with your computer. Our server generates a temporary cookie, which is used to keep track of the pages you have accessed whilst visiting our website. The cookie exists only for the time you are using our server. At the end of your interaction with us the cookie no longer exists on your computer and cannot be used for further identification or access to your machine.

Our website may also store cookies on your web browser in order to improve service for you on a subsequent visit to our website. We may use a third-party to collect statistical data via cookies, but that information will not be identified with you.

Links to other sites

Our website contains links to other sites on the Internet. Those sites are not under our control and we cannot be held responsible for the privacy practices or content of those sites. Some sites may not be subject to Australian Privacy Law. We suggest that you review the privacy policy of each site before providing any response or information.