Privacy Policy

 
1. PURPOSE

The Cora Barclay Centre must ensure that confidential information regarding the organisation, its staff, volunteers, children and families and organisations that conduct business with Centre is protected. This procedure clarifies ownership of information in its various forms and the process for ensuring the security of information.

2. SCOPE

The Chief Executive Officer delegates responsibility to the Program staff to provide services in accordance with the Centre’s Governance Policy GP-3 Privacy and Confidentiality and this procedure. Breaches of GP-3 and/or this policy and procedure will be liable to disciplinary action.


3. TERMINOLOGY

File: A paper or electronic store containing information.

Information: The actual production (in hard copy (paper) or electronic form) of knowledge about a particular matter or person.

Knowledge: The facts relating to a particular matter or person.


4. OWNERSHIP OF INFORMATION

4.1 Knowledge

Knowledge is an awareness of facts about a particular person or matter. The ownership of that knowledge remains with the individual person it refers to, with the organisation that originates it or that has proprietary rights over it.

Knowledge held by, provided to or required by, Cora Barclay Centre and its employees, or required by others from Cora Barclay Centre and its employees is confidential unless it is clearly identified as being in the public domain. Knowledge that is confidential is to be treated by all employees as set out in this Policy Statement.

4.2 Information and Files

Information is the production of knowledge in paper or electronic form. Ownership of the knowledge remains unchanged, but the document that is created - (file and information) - is the property of Cora Barclay Centre.

Cora Barclay Centre and its staff are responsible for the proper management of files and information, and for respecting the confidentiality of the knowledge contained in them.

Access to information and files held by Cora Barclay Centre is to be determined in accordance with this Policy Statement.

4.3 Employee and Client related information

Employees of Cora Barclay Centre Incorporated have a qualified right of access to information that is required to carry out their duties and responsibilities. In all instances, the existence of a clear need to know qualifies any right to know.

Personnel Files:
Each employee of Cora Barclay Centre Incorporated has right of access to information in the file that refers to them. The file is held in the main office and may be read in that office.

Client Files:
Each client of Cora Barclay Centre Incorporated has right of access to information in the file that refers to them. The file is held in the main office and may be read in that office.

4.4 Transmission of Information to external parties

A legislative obligation requires Cora Barclay Centre Incorporated to report or disclose certain information to third parties. In other instances, third parties may have a need to know information held by Cora Barclay Centre, but not have an ongoing legislative right. In either case, before information is transmitted or made available, the third party must:

· Demonstrate that they have the authority to access the information.
· Create permission for it to be released to them.

The Cora Barclay Centre employee dealing with the release must ensure that they have themselves the necessary authority and delegation to access and to release the information.

5. RECEIPT OF INFORMATION

Receiving information creates for the individual employee and for Cora Barclay Centre itself the same obligation for confidentiality as existed for the sender. Received information is privileged to Cora Barclay Centre and cannot be passed on to third parties.

6. DUTY OF CARE

Information can exist which if not communicated to others could result in adverse consequences for a client and/or other employees. In such cases, duty of care obligation is created for those who are aware of the information to make it known to those who need to know. 
The information must be limited to the minimum operational facts required, and be as unobtrusive as possible with personal details.

7. SECURITY OF INFORMATION - PROCEDURE

1. All Council members, staff and volunteers are required to sign a ‘Statement of Confidentiality' Form (Attachment CBC-38(1)).
 
2. Client files and employee records will be stored securely and will only be accessed on a need to know basis by authorised staff. Such files and information are the property of the Cora Barclay Centre and must not be copied or removed unless as a result of a court order or authorised by the Director, Cora Barclay Centre. 

3. No information about a client, their family or circumstances will be released to anyone outside the Cora Barclay Centre unless it is a requirement as part of a staff member's official duties and would be an expectation of such clients/family. Information provided must be accurate, relevant, fair, current and non-judgemental. 

4. No personal information about a staff member will be divulged outside the Cora Barclay Centre without the express permission of that staff member.
 
5. Staff will ensure that information provided about the Cora Barclay Centre outside of the Centre:
· Is of such a nature and made in such circumstances as to create no reasonably foreseeable possibility of prejudice to the organisation.
· Is without the intent of securing a pecuniary or other advantage for the staff member or any other person.
 
6. Staff are not permitted to discuss any matters pertaining to the operations of the organisation with the media unless approved by the Chief Executive Officer, Cora Barclay Centre.

7. Staff members who contravene this policy and procedure will be liable to disciplinary action.