Definitions

We often use the terms “privacy’ and confidentiality” interchangeably in our everyday lives. However, they mean distinctly different things. Privacy deals with your personal information. Personal Information is information that identifies the person to whom it relates. For example, Name, age, address, credit card details, health information. Health information is any information about a person’s health or disability. Health information is sensitive and personal, which is why there are laws to protect your rights to keep your health information private. Privacy of your information is governed by the Privacy Act 1988 (Cth) and Privacy and Data Protection Act 2014 (Vic), Paylos compliance with the law and legislations means we:

• Only collect the personal information we need.
• Do not keep information that we no longer need.
• Ensure your information is correct and up to date.
• Seek your consent to keep your records and if required, to clarify records from other parties you may make known to us.
• Seek your consent to share information.
• Store your personal information securely.

So that we do not breach your confidentiality.

Personal information we collect

• Name, contact details, date of birth, next of kin/guardian, only information relevant to provide services.
• Guardianship order including their function aspect.
• Elements from your NDIS plan such as your participant number, address, goals, support needs, accommodation determination and funding, behaviour support plans etc.

How we use your information

• To provide suitable and appropriate services.
• To meet duty of care requirements.
• To share relevant information with your consent with support partners.
• To maintain up to date records.
• For compliance with Government and other reporting requirements.

Consent to share information

Paylos does not provide information about a person to any other organisation, government agency or any individual unless one of the following conditions applies

• The person has consented
• The person reasonably expects us to or we have told them we will
• It is required or authorised by law
• We believe the disclosure is necessary to prevent or lessen a serious and imminent threat to somebody’s life, health or safety; or
• In other circumstances permitted by the APPs (for example, if we reasonably believe the disclosure is reasonably necessary for law enforcement purposes)

Where we store your information

Paylos stores your personal information:

• In hard copy files which are secured in a locked environment.
• In electronic form on a secured server and password protected firewall devices.

Other information

Further to Personal Information we explicitly seek, we will come to know each-other as individuals, you may choose to share more information about your circumstances that we have not explicitly sought. This could involve relationships with your family and friends, or financial information, and may include information about your sexuality, sexual health, personal history, ethnicity, previous employment, criminal records, mental health, racial or ethnic origin, memberships of associations, political opinions or education. Paylos treats this information as private. 

How to gain access to your personal information we hold

Clients have a right on request to access their own personal information held by Paylos. You can request access to your personal information by request, or you can ask us to update your personal information if your circumstances change by contacting info@paylos.org.au using the subject header “Privacy – access request – your family name”. For security reasons, you will be required to lodge your request in writing and provide proof of identity. This is necessary to ensure that personal information is only provided to the correct individuals and the privacy of others is not undermined. Paylos does not charge a fee to individuals who request access to their personal information.

Confidentiality Complaints

All complaints can be addressed to:

paylos.org.au/contactinfo@paylos.org.au

0429 317 355 or 0448 694 470

Detailed information regarding our commitment to complaints can be found in the Paylos Complaints Policy Statement here Complaints Policy Statement

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Legislation

National Disability Insurance Scheme 2013 (Cth)

Child Wellbeing and Safety Act 2005 (Vic)

Privacy Act 1988 (Cth)

Privacy and Data Protection Act 2014 (Vic)

Health Records Act 2001 (Vic)

Standards and regulation

NDIS Core Practice Standards: Standard 1. Rights and Responsibilities -Privacy and Dignity 

Child Information Sharing Scheme 2017

Australian Privacy Principles 

Information Privacy Principles 

Health Privacy Principles

Changes to this statement

Paylos reserves the right to review, amend and/or update this Privacy and Confidentiality Statement from time to time.

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