Manningham YMCA (managers of Aquarena) Privacy Policy
The Manningham YMCA (MYMCA) respects the privacy of our clients, members, participants, staff, volunteers and visitors. This Policy meets the requirements of the Commonwealth Privacy Act (amendment) 2001 and related Victorian Government legislation: Health Records Act 2001 and Information Privacy Act 2000 and the Victorian YMCA Privacy Policy.
The MYMCA reserves the right to make changes or amendments to the Manningham YMCA Privacy Policy as required by law.
1. Collection, use and disclosure of information
a) Collection of personal or health information
MYMCA collects personal information directly from our clients, members, participants, staff, volunteers and visitors through electronic, verbal and written correspondence.
b) Use of personal health information
MYMCA may use personal health information for:
programs and service provision
administration
training
payroll
research and development purposes
c) Disclosure of personal or health information
MYMCA may disclose information to organisations or individuals outside MYMCA in order to provide the range of services and programs offered.
Disclosure of personal and health information will be in accordance with the National Privacy Principles
2. Data Quality
MYMCA takes reasonable steps to ensure that personal information is accurate, complete and up to date whenever it is collected, used or disclosed.
3. Data Security and Retention
MYMCA takes reasonable steps to protect personal information from loss, misuse, unauthorised disclosure or destruction
Only authorised MYMCA staff, volunteers, sub contractors, professional advisers, financial institutions, outsourced service providers, government and regulatory authorities have access to information for approved purposes or as required by law.
Health information will be retained for a minimum of 7 years following the last occasion on which service was provided. Where information was collected while the individual was a child it shall be retained until the individual is 25 years old, or for 7 years, which is the greater.
4. Openness
The MYMCA Privacy Policy is available to:
the community, members and clients through external promotional material, brochures and websites
staff and volunteers on the YMCA extranet and through induction processes
5. Access and Correction
MYMCA, upon completion of a ‘Personal Information Request Form’ may provide access to an individual’s personal information. All requests will be processed within 30 days of receipt of application. There is no charge for lodging a request. However MYMCA may charge a fee to recover the costs incurred in supplying access to the requested information.
In accordance with the Health Records Act, all Health Information collected by MYMCA will not be deleted. Amendments or alterations to health information will be recorded on a separate form and attached to the original file.
6. Unique Identifiers
To provide services, MYMCA may be required to collect an individual’s Commonwealth Government identifiers such as Tax File number, Medicare number. These identifiers will only be disclosed to agencies as required by law.
MYMCA will not adopt identifiers for our own record keeping.
7. Anonymity
Whenever it is lawful, reasonable and practicable to do so, MYMCA will provide customers with the opportunity to use our services without identifying themselves.
8. Tran border Data Flows
MYMCA does not transfer personal information interstate or overseas without the consent of the individual.
9. Sensitive Information
MYMCA collects sensitive information such as health information, gender, disability and criminal records where:
the individual has consented
the collection is required by law
the collection is necessary to prevent or lessen a serious and imminent threat to the life or
health of any individual, where the individual whom the information concerns
is physically or legally incapable of giving consent to the collection or physically cannot communicate consent to the collection
10 Transfer/Closure of Health Service
In the event of a MYMCA managed health service (e.g. massage service, health and fitness club) being transferred, sold, leased or ceasing operation, MYMCA will enact appropriate notification and transfer procedures as directed by the Health Records Act.
11. Transferring information to anther Health Service Provider
MYMCA shall transfer health information to a designated/recognised health provider free of charge on the completion of a ‘Personal Health Information Transfer’ form, available from reception.
The transfer of health information will occur within 14 working days.
12. Consent
By acquiring or using MYMCA services, products or faciliteies, individuals consent to the reasonable collection, use and disclosure of personal information.
13. Complaints Procedure
Formal complaints regarding the manner in which information is collected, used or disclosed will be handled in accordance with the ‘Privacy Complaint and Grievance Procedures’.
14. MYMCA websites and cookies
MYMCA collects personal or sensitive information through websites, e-commerce systems, etc. Such information is protected by encryption technology.