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 | Manningham YMCA Youth Services (MYMCA YS) 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.
MYMCA YS reserves the right to make changes or amendments to the Manningham YMCA Inc. Privacy Policy as required by law.
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| a) Collection of personal or health information
MYMCA YS 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 YS may use personal health information for:
- programs and service provision
- administration
- training
- payroll
c) Disclosure of personal or health information
research and development purposes
MYMCA YS may disclose information to organisations or individuals outside MYMCA YS 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.
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| MYMCA YS takes reasonable steps to ensure that personal information is accurate, complete and up to date whenever it is collected, used or disclosed.
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| MYMCA YS takes reasonable steps to protect personal information from loss, misuse, unauthorised disclosure or destruction
Only authorised MYMCA YS 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.
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| The MYMCA YS 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 YS, 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 YS 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 YS 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 YS 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 YS will not adopt identifiers for our own record keeping.
7. Anonymity
Whenever it is lawful, reasonable and practicable to do so, MYMCA YS will provide customers with the opportunity to use our services without identifying themselves.
8. Tran border Data Flows
MYMCA YS does not transfer personal information interstate or overseas without the consent of the individual.
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| MYMCA YS 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 YS 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.
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| MYMCA YS 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 YS 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 YS websites and cookies
MYMCA YS collects personal or sensitive information through websites, e-commerce systems, etc. Such information is protected by encryption technology. |
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