SensWide

Purpose:

SensWide Services is committed to protecting the privacy of personal and sensitive information. This Privacy Policy explains how SensWide manages the information that we collect, use and disclose and contacts for queries about the management of information.
This Privacy Policy does not cover personal information collected or held by SensWide about its employees.

Background

From 21 December 2001, SensWide has been required by the Privacy Act 1988 (Cth) (the "Privacy Act") to comply with ten National Privacy Principles [NPP], Privacy Amendment (Private Sector) Act 2000. The NPPs regulate the manner in which personal and sensitive information is handled throughout its life cycle, from collection to use and disclosure, storage, accessibility and disposal.

In order to comply with the NPP SensWide has designed a Privacy Policy appropriate to the provision of specialist employment support services that is based around five essential elements:

Notice and disclosure - making the client aware of what information we collect and how we manage their information
Client Choice and Consent - always obtaining the appropriate level of agreement from clients in relation to their information
Access and Correction - the right to view, modify or delete relevant information
Security - ensuring the integrity and protection of data
Redress - ensuring a simple pathway for requests, complaints and dispute resolution.

Definitions

Definitions

Personal information is information or an opinion, in any form and whether true or not, about an individual whose identity is apparent or can reasonably be ascertained from the information or opinion.
Special provisions apply to the collection of personal information which is sensitive information. This includes health information and information about a persons' race, ethnic origin, political opinions, membership of political, professional or trade associations, religious or philosophical beliefs, sexual preferences and criminal history.

Collection of Personal Information by SensWide Services

SensWide is required to collect personal information and may need to collect some sensitive information in order to:

Accurately assess the client needs for employment support services
Accurately tailor its services to meet client needs
When providing support services such as (but not limited to) case management, developing resume and application letters, assistance with job search, supporting clients when in employment in addressing workplace issues.

What kind of Personal Information does SensWide Collect?

To the extent required by the Privacy Act:

SensWide will not collect personal information unless that information is necessary for one or more of our functions or activities. These functions and activities will primarily relate to providing individuals with quality employment assistance and support.

Information that may be generally collected and held by SensWide may include, but not be limited to:

Individual's name and address
Individual's date of birth
An individual's job seeker identification or information pertaining to the individual's eligibility to receive employment support services
An individual's resume, references and academic or training qualifications
Information about the individual's skills, experience, competencies, employment background, employment goals, skill/training requirements
Information regarding an individual's progress while SensWide provides support which may relate to job search activities, employment interviews, training undertaken, other issues identified by SensWide or the individual from time-to-time.

SensWide will not collect sensitive information unless individuals have provided written consent to disclose such information. Generally, sensitive information that may be disclosed to SensWide may relate to health, disability or other issues that may present the individual with barriers to employment.

How Does SensWide collect Personal and Sensitive Information?

SensWide will collect personal information only by lawful and fair means and not in an unreasonably intrusive manner.

When SensWide collects personal information directly from an individual, it will take all reasonable steps at or before the time of collection to ensure that the individual is aware of certain key matters, such as the purposes for which SensWide is collecting the information, the organisations (or types of organisations) to which SensWide would normally disclose information of that kind, the fact that the individual is able to access the information and how to contact SensWide.

All clients will be made aware of what information is required and the reason it is required:

Verbally / Auslan when meeting with intake staff and employment consultants
In writing, as all forms which collect information include advice regarding how SensWide protects clients privacy, the nature of the information required, how it will be used, what other organisations to which SensWide usually discloses information
The Client Handbook is provided to each client at commencement of service that advises each client on SensWide's privacy policy
The client's consent must be gained whenever SensWide collects personal or sensitive information. Each form that collects and records information provides the opportunity for clients to give their consent
Advice will be provided regarding how the client can access the information
Any law that requires the particular information to be collected.

Other parties/organisations with whom SensWide may collect/disclose information

SensWide will collect personal/sensitive information directly from individuals where it is reasonable and practicable to do so. Where SensWide collects information about individuals from a third party, we will still take reasonable steps to ensure that clients are made aware of the details set out above.

Other parties whom SensWide may collect or disclose personal and/or agreed sensitive information may include, but not be limited to:

Past, present, potential employers
Centrelink representatives
Training providers/educational institutions
Clinical practitioners/treating doctors from whom more specific information may be required
Other service providers which have or are currently supporting clients
Department of Employment and Workplace Relations.

Use and Disclosure of Personal Information by SensWide Services

The primary purpose for the use personal/sensitive information shall always be to provide support and services with the aim of enhancing an individual's ability and opportunity to seek long term employment.

If SensWide collects, uses or discloses personal/sensitive information for a purpose other the main reason for which it was originally, to the extent required by the Privacy Act, we will ensure that:

the use or disclosure of information is related to the primary purpose of collection (and directly related in the case of sensitive information), and the client would reasonably expect that SensWide would use or disclose the information in that way; or
the individual has provided consent to the use or disclosure of their personal information for the secondary purpose; or
the use or disclosure is required or authorised by or under law; or
the use or disclosure is otherwise permitted by the Privacy Act (for example, as a necessary part of an investigation of suspected unlawful activity).

In all cases the employment consultant must clearly explain why these steps are necessary to providing the employment support service.

Data Quality and Security

To the extent required by the Privacy Act, SensWide will take reasonable steps to:

make sure that the personal information that we collect, use and disclose is accurate, complete and up to date;
protect the personal information that we hold from misuse and loss and from unauthorised access, modification or disclosure; and
destroy or permanently de-identify personal information that is no longer needed for any purpose that is permitted by the Privacy Act.

Clients' personal details are stored in a single, secure database on SensWide's premises. All information collected in the course of providing employment support services are stored on client files that are kept under lock and key and protected by building security. Access to client information is controlled and limited to our staff.

Anonymity

SensWide will generally provide individuals with the option of not identifying themselves when entering into the service when it is lawful and practicable to do so. However, the Commonwealth for reporting purposes requires some essential information to be collected.

Use of Commonwealth Government Identifiers

SensWide will not use Commonwealth government identifiers ("Identifiers") (such as Medicare numbers) as its own identifier of individuals. We will only use or disclose Identifiers in the circumstances permitted by the Privacy Act.

Access and Correction of Individual's Personal Information

All Individuals will be made aware of how to contact SensWide if they would like to access or correct their personal information that SensWide holds. SensWide will generally provide the individual with access to personal information if practicable, and will take reasonable steps to amend any personal information that is incorrect. In some circumstances, SensWide may not permit access to personal information, or may refuse to correct the individual's personal information. Should this occur we will provide written reasons for this decision.

Clients who wish to access their information may request to do so with their employment consultant or put their request in writing to the Executive Manager of SensWide.

SensWide's Privacy Contact

All queries about the personal/sensitive information that SensWide holds about or the way we handle that personal/sensitive information. The contact details for privacy queries are set out below:

Executive Manager
SensWide Services
Level 7, 34 Queen Street
Melbourne 3000
Telephone: 9015 5155
Fax: 9614 3070
TTY: 9614 3062
Email: andrewl@senswide.com.au

Further information about the NPPs and the application of the Privacy Act to the private sector generally can be found at the website of the Office of the Federal Privacy Commissioner, at www.privacy.gov.au.

Complaints

Individuals can contact the SensWide Privacy Contact using the above details should they have any concerns or complaints about the manner in which their personal/sensitive information has been collected or handled by SensWide.

Reference:

Privacy Act 1988 (Cth)
National Privacy Principles [NPP]
SensWide Services Client Privacy Information Brochure March 2005