Privacy & Confidentiality Statement
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 (e.g., name, age, address, credit card details, health information).
- Health information is sensitive and personal, which is why there are laws to protect your rights to keep it private.
Privacy of your information is governed by the Privacy Act 1988 (Cth) and the Privacy and Data Protection Act 2014 (Vic). Paylos complies with these laws by ensuring that 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.
This ensures that we do not breach your confidentiality.
Personal Information We Collect
- Name, contact details, date of birth, next of kin/guardian, and only information relevant to provide services.
- Guardianship orders, including their functional aspects.
- Elements from your NDIS plan, such as:
- Participant number
- Address
- Goals and support needs
- Accommodation determination and funding
- Behaviour support plans
How We Use Your Information
We use your personal information for the following purposes:
- 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 your information to any other organisation, government agency, or individual unless one of the following conditions applies:
- You have consented.
- You reasonably expect us to, or we have told you 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.
- In other circumstances permitted by the Australian Privacy Principles (APPs) (e.g., for law enforcement purposes).
Where We Store Your Information
Paylos stores your personal information:
- In hard copy files secured in a locked environment.
- In electronic form on a secured server and password-protected firewall devices.
Other Information
Further to personal information explicitly sought, you may choose to share additional information about your circumstances, such as:
- Relationships with family and friends
- Financial information
- Sexuality or sexual health
- Personal history
- Ethnicity, previous employment, or criminal records
- Mental health or racial/ethnic origin
- Membership of associations, political opinions, or education
Paylos treats this information as private.
How to Gain Access to Your Personal Information
Clients have the right to request access to their personal information held by Paylos.
To request access or update your information, contact info@paylos.org.au with the subject header:
Privacy – Access Request – [Your Family Name]
For security reasons, you must lodge your request in writing and provide proof of identity. Paylos ensures personal information is only provided to the correct individuals. No fee is charged for these requests.
Confidentiality Complaints
All complaints can be addressed via:
Further details can be found in the Paylos Complaints Policy Statement here.
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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