Privacy Policy
from http://www.vicscouts.com.au/privacy-policy.html
SECTION 1 - INTRODUCTIONPURPOSEThe purpose of this policy is to provide a framework for how The Scout Association of Australia, Victorian Branch (Scouts Victoria) manages personal information provided to or collected by it.
SCOPEThis policy applies to all activities of Scouts Victoria.
EXCLUSIONSNil, other than detailed within the policy.
LEGISLATIVE CONTEXTClick on the item for a direct link to the policy or Act:
Scouts Australia Policy & Rules
Privacy Act 1988 (Cth)
Health Records Act 2001 (Vic)
SECTION 2 – POLICY Scouts Victoria is bound by the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). In relation to centralized health records, Scouts Victoria is also bound by the Health Records Act 1988 (Vic).
Scouts Victoria may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to Scouts Victoria’s operations and practices and to make sure it remains appropriate to the changing youth environment.
What kinds of personal information does Scouts Victoria collect and how does Scouts Victoria collect it?
The type of information that Scouts Victoria collects and holds includes (but is not limited to) personal information, including health and other sensitive information, about:
• Adult members, Adult Supporters, Youth members and parents and/or guardians (‘parents’) before, during and after an application for membership or offer of support is made.
• Job applicants, staff members, volunteers and contractors, and
• Other people who come into contact with Scouts Victoria
Personal information you provide: Scouts Victoria will generally collect personal information held about an individual by way of forms filled out by parents or members, face-to-face meetings and interviews, emails and telephone calls. On occasions people other than parents and members provide personal information.
Personal information provided by other persons: In some circumstances Scouts Victoria may be provided with personal information about an individual from a third party, for example a report provided by a medical professional or a reference from another organisation.
Exception in relation to employee records: Under the Privacy Act and the Health Records Act the Australian Privacy Principles and Health Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to Scouts Victoria’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between Scouts Victoria and employee.
How will Scouts Victoria use the personal information provided?
Scouts Victoria will use personal information it collects for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection or to which a person has consented.
Members & Supporters: In relation to personal information of members, parents, and supporters, Scouts Victoria’s primary purpose of collection is to enable Scouts Victoria to deliver on The Scout Association of Australia’s Mission Statement, as defined in Policy and Rules. This includes satisfying the needs of parents, the needs of the member and/or supporter, and the needs of Scouts Victoria throughout the whole period the individual is a member or supporter.
The purposes for which Scouts Victoria uses personal information of members, parents, and supporters include:
• To keep members, parents, and supporters informed about matters related to Scouting through
correspondence, newsletters, and magazines;
• Day to day administration of Scouts Victoria;
• Catering for an individual’s educational, social, and mental wellbeing;
• Seeking donations and marketing for Scouts Victoria; and
• To satisfy Scouts Victoria’s legal obligations and allow Scouts Victoria to discharge its duty of care
In some cases where Scouts Victoria requests personal information about a member, parent or supporter, if the information requested is not provided, Scouts Victoria may not be able to accept membership or continue membership of an individual or permit the individual to take part in a particular activity.
Job applicants, staff members and contractors: In relation to personal information of job applicants, staff members and contractors, Scouts Victoria’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff members or contractor, as the case may be.
The purpose for which Scouts Victoria uses personal information of job applicants, staff members and contractors include:
• In administering the individual’s employment or contract, as the case may be;
• For insurance purposes;
• Seeking donations and marketing for Scouts Victoria; and
• To satisfy Scouts Victoria’s legal obligations, for example, in relation to child protection legislation
Volunteers: Scouts Victoria also obtains personal information about volunteers who assist Scouts Victoria in its functions or conduct associated activities, to enable Scouts Victoria and the volunteers to work together.
Marketing and fundraising: Scouts Victoria treats marketing and seeking donations for the future growth and development of Scouts Victoria as an important part of ensuring the Scouts Victoria continues to provide an environment in which all members, parents, and supporters thrive. Personal information held by Scouts Victoria may be disclosed to organisations which assist in fundraising for Scouts Victoria, for example, Scouts Victoria on occasion may appoint external fundraising organsiations.
Members, parents, staff, supporters, and contractors may from time to time receive fundraising information. Scouts Victoria publications, like newsletters and magazines, which include personal information, may be used for marketing purposes.
Who might Scouts Victoria disclose personal information to and store your information with?
Scouts Victoria may disclose personal information, including sensitive information, held about an individual to:
• Other member organisations of the World Organisation of Scout Movements;
• Government departments;
• Medical practitioners;
• People providing services to Scouts Victoria;
• Recipients of Scouts Victoria publications, such as newsletters and magazines;
• Parents & Guardians;
• Anyone you authorize Scouts Victoria to disclose information to; and
• Anyone to whom we are required to disclose the information to by law
Sending and storing information overseas: Scouts Victoria may disclose personal information about an individual to overseas recipients, for instance, to facilitate Scout Association of Australia approved international activities. However, Scouts Victoria will not send personal information about an individual outside Australia without:
• Obtaining the consent of the individual (in some cases this consent will be implied); or
• Otherwise complying with the Australian Privacy Principles or other applicable privacy legislation
Scouts Victoria may also store personal information in the ‘cloud’ which may mean that it resides on servers which are situated outside Australia.
How does Scouts Victoria treat sensitive information?
In referring to ‘sensitive information’, Scouts Victoria means; information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, philosophical belief, sexual orientation or practices or criminal record, that is also personal information; health information; financial information; and biometric information about an individual.
Sensitive information will be sued and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
Management and security of personal information
Scouts Victoria staff and members are required to respect the confidentiality of members, parents, staff, and supporters’ personal information and the privacy of individuals.
Scouts Victoria has in place steps to protect the personal information it holds from misuse, interference and loss, unauthorised access, modification or disclosure by use of various methods including password access rights to computerised records.
Access and correction of personal information
Under the Commonwealth Privacy Act, and the Health Records Act, an individual has the right to obtain access to any personal information which Scouts Victoria holds about them and to advise Scouts Victoria of any perceived inaccuracy. Youth members will generally be able to access and update their information through their parents/guardian, but youth members 16 years of age or above may seek access and correction themselves.
There are some exceptions to these rights set out in the applicable Legislation.
To make a request to access or update any personal information Scouts Victoria holds about a person the Privacy Officer should be contacted in writing. Scouts Victoria may require a person to verify an identity and specify what information is required. Scouts Victoria may charge a fee to cover the cost of verifying an application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, Scouts Victoria will advise the likely cost in advance. If Scouts Victoria cannot provide a person with access to that information, Scouts Victoria will provide written notice explaining the reasons for refusal.
Consent and rights of access to the personal information of members
Scouts Victoria respects every parent’s rights to make decisions concerning their child.
Generally, Scouts Victoria will refer any requests for consent and notices in relation to the personal information of a youth member to the youth member’s parents/guardian. Scouts Victoria will treat consent given by parents as consent given on behalf of the youth member, and notice to parents/guardian will act as notice given to the youth member.
As mentioned above, parents/guardian may seek access to personal information held by Scouts Victoria about them or the youth member by contacting the Privacy Officer. However, there will be occasions where access is denied. Such occasions would include where release of the information would have an unreasonable impact on the privacy of others, or where the release may result in a breach of Scouts Victoria’s duty of care to the youth member.
Scouts Victoria may, at its discretion, on the request of a youth member grant that youth member access to information held by Scouts Victoria about them, or allow the youth member to give or withhold consent to use their information, independently of their parents/guardian. This would normally be done only when the maturity of the youth member and/or the youth member’s personal circumstances so warranted.
Inquiries and complaints
If a person would like further information about the way Scouts Victoria manages the personal information it holds, or wish to lodge a complaint that you believe Scouts Victoria has breached the Australian Privacy Principles, please contact the Privacy Officer. Scouts Victoria will investigate any complaint and will notify the person of the making of a decision in relation to the complaint as soon as is practicable after it has been made.
SCOPEThis policy applies to all activities of Scouts Victoria.
EXCLUSIONSNil, other than detailed within the policy.
LEGISLATIVE CONTEXTClick on the item for a direct link to the policy or Act:
Scouts Australia Policy & Rules
Privacy Act 1988 (Cth)
Health Records Act 2001 (Vic)
SECTION 2 – POLICY Scouts Victoria is bound by the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). In relation to centralized health records, Scouts Victoria is also bound by the Health Records Act 1988 (Vic).
Scouts Victoria may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to Scouts Victoria’s operations and practices and to make sure it remains appropriate to the changing youth environment.
What kinds of personal information does Scouts Victoria collect and how does Scouts Victoria collect it?
The type of information that Scouts Victoria collects and holds includes (but is not limited to) personal information, including health and other sensitive information, about:
• Adult members, Adult Supporters, Youth members and parents and/or guardians (‘parents’) before, during and after an application for membership or offer of support is made.
• Job applicants, staff members, volunteers and contractors, and
• Other people who come into contact with Scouts Victoria
Personal information you provide: Scouts Victoria will generally collect personal information held about an individual by way of forms filled out by parents or members, face-to-face meetings and interviews, emails and telephone calls. On occasions people other than parents and members provide personal information.
Personal information provided by other persons: In some circumstances Scouts Victoria may be provided with personal information about an individual from a third party, for example a report provided by a medical professional or a reference from another organisation.
Exception in relation to employee records: Under the Privacy Act and the Health Records Act the Australian Privacy Principles and Health Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to Scouts Victoria’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between Scouts Victoria and employee.
How will Scouts Victoria use the personal information provided?
Scouts Victoria will use personal information it collects for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection or to which a person has consented.
Members & Supporters: In relation to personal information of members, parents, and supporters, Scouts Victoria’s primary purpose of collection is to enable Scouts Victoria to deliver on The Scout Association of Australia’s Mission Statement, as defined in Policy and Rules. This includes satisfying the needs of parents, the needs of the member and/or supporter, and the needs of Scouts Victoria throughout the whole period the individual is a member or supporter.
The purposes for which Scouts Victoria uses personal information of members, parents, and supporters include:
• To keep members, parents, and supporters informed about matters related to Scouting through
correspondence, newsletters, and magazines;
• Day to day administration of Scouts Victoria;
• Catering for an individual’s educational, social, and mental wellbeing;
• Seeking donations and marketing for Scouts Victoria; and
• To satisfy Scouts Victoria’s legal obligations and allow Scouts Victoria to discharge its duty of care
In some cases where Scouts Victoria requests personal information about a member, parent or supporter, if the information requested is not provided, Scouts Victoria may not be able to accept membership or continue membership of an individual or permit the individual to take part in a particular activity.
Job applicants, staff members and contractors: In relation to personal information of job applicants, staff members and contractors, Scouts Victoria’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff members or contractor, as the case may be.
The purpose for which Scouts Victoria uses personal information of job applicants, staff members and contractors include:
• In administering the individual’s employment or contract, as the case may be;
• For insurance purposes;
• Seeking donations and marketing for Scouts Victoria; and
• To satisfy Scouts Victoria’s legal obligations, for example, in relation to child protection legislation
Volunteers: Scouts Victoria also obtains personal information about volunteers who assist Scouts Victoria in its functions or conduct associated activities, to enable Scouts Victoria and the volunteers to work together.
Marketing and fundraising: Scouts Victoria treats marketing and seeking donations for the future growth and development of Scouts Victoria as an important part of ensuring the Scouts Victoria continues to provide an environment in which all members, parents, and supporters thrive. Personal information held by Scouts Victoria may be disclosed to organisations which assist in fundraising for Scouts Victoria, for example, Scouts Victoria on occasion may appoint external fundraising organsiations.
Members, parents, staff, supporters, and contractors may from time to time receive fundraising information. Scouts Victoria publications, like newsletters and magazines, which include personal information, may be used for marketing purposes.
Who might Scouts Victoria disclose personal information to and store your information with?
Scouts Victoria may disclose personal information, including sensitive information, held about an individual to:
• Other member organisations of the World Organisation of Scout Movements;
• Government departments;
• Medical practitioners;
• People providing services to Scouts Victoria;
• Recipients of Scouts Victoria publications, such as newsletters and magazines;
• Parents & Guardians;
• Anyone you authorize Scouts Victoria to disclose information to; and
• Anyone to whom we are required to disclose the information to by law
Sending and storing information overseas: Scouts Victoria may disclose personal information about an individual to overseas recipients, for instance, to facilitate Scout Association of Australia approved international activities. However, Scouts Victoria will not send personal information about an individual outside Australia without:
• Obtaining the consent of the individual (in some cases this consent will be implied); or
• Otherwise complying with the Australian Privacy Principles or other applicable privacy legislation
Scouts Victoria may also store personal information in the ‘cloud’ which may mean that it resides on servers which are situated outside Australia.
How does Scouts Victoria treat sensitive information?
In referring to ‘sensitive information’, Scouts Victoria means; information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, philosophical belief, sexual orientation or practices or criminal record, that is also personal information; health information; financial information; and biometric information about an individual.
Sensitive information will be sued and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
Management and security of personal information
Scouts Victoria staff and members are required to respect the confidentiality of members, parents, staff, and supporters’ personal information and the privacy of individuals.
Scouts Victoria has in place steps to protect the personal information it holds from misuse, interference and loss, unauthorised access, modification or disclosure by use of various methods including password access rights to computerised records.
Access and correction of personal information
Under the Commonwealth Privacy Act, and the Health Records Act, an individual has the right to obtain access to any personal information which Scouts Victoria holds about them and to advise Scouts Victoria of any perceived inaccuracy. Youth members will generally be able to access and update their information through their parents/guardian, but youth members 16 years of age or above may seek access and correction themselves.
There are some exceptions to these rights set out in the applicable Legislation.
To make a request to access or update any personal information Scouts Victoria holds about a person the Privacy Officer should be contacted in writing. Scouts Victoria may require a person to verify an identity and specify what information is required. Scouts Victoria may charge a fee to cover the cost of verifying an application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, Scouts Victoria will advise the likely cost in advance. If Scouts Victoria cannot provide a person with access to that information, Scouts Victoria will provide written notice explaining the reasons for refusal.
Consent and rights of access to the personal information of members
Scouts Victoria respects every parent’s rights to make decisions concerning their child.
Generally, Scouts Victoria will refer any requests for consent and notices in relation to the personal information of a youth member to the youth member’s parents/guardian. Scouts Victoria will treat consent given by parents as consent given on behalf of the youth member, and notice to parents/guardian will act as notice given to the youth member.
As mentioned above, parents/guardian may seek access to personal information held by Scouts Victoria about them or the youth member by contacting the Privacy Officer. However, there will be occasions where access is denied. Such occasions would include where release of the information would have an unreasonable impact on the privacy of others, or where the release may result in a breach of Scouts Victoria’s duty of care to the youth member.
Scouts Victoria may, at its discretion, on the request of a youth member grant that youth member access to information held by Scouts Victoria about them, or allow the youth member to give or withhold consent to use their information, independently of their parents/guardian. This would normally be done only when the maturity of the youth member and/or the youth member’s personal circumstances so warranted.
Inquiries and complaints
If a person would like further information about the way Scouts Victoria manages the personal information it holds, or wish to lodge a complaint that you believe Scouts Victoria has breached the Australian Privacy Principles, please contact the Privacy Officer. Scouts Victoria will investigate any complaint and will notify the person of the making of a decision in relation to the complaint as soon as is practicable after it has been made.
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