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NSW Central West Division of General Practice


Privacy Notice

In compliance with the Privacy Amendment (Private Sector) Act 2000, the NSW Central West Division of General Practice has prepared this Privacy Policy to describe the way and circumstances under which personal information is collected, stored, used and disclosed by the NSW Central West Division of General Practice. The Policy is intended as a guide to the staff and/or clients and/or patients and/or members of the NSW Central West Division of General Practice and for the advice of the broader community.
 
Any enquiries regarding this Policy should, in the first instance, be directed to the NSW Central West Division of General Practice Privacy Officer:
 
Privacy Officer
NSW Central West Division of General Practice
PO Box 742
Bathurst NSW 2795
Ph 02 6332 6646 or Fx 6332 6648 Email
 
The NSW Central West Division of General Practice will provide a copy of this Policy to all members of staff and will train staff in the appropriate handling of personal information. Staff members are required to sign a confidentiality agreement on commencement of employment with the Division signifying that they have read and understood this policy.
 
This policy is a public document and access to it will be granted on request.
 
Privacy Complaints Handling
Any complaints in relation to the NSW Central West Division of General Practice’s handling of personal information should be directed to the Privacy Officer. In most cases the complainant will be asked to lodge their complaint in writing.
 
Unless a complaint can be dealt with immediately to the satisfaction of both parties, the NSW Central West Division of General Practice will provide a written response to the complaint within 30 days of it being received.
 
If an individual believes their complaint has not been appropriately handled by the NSW Central West Division of General Practice, they should contact the Office of the Federal Privacy Commissioner, Privacy Hotline 1300 363 992 (local call charge) or via www.privacy.gov.au
 
18.1.   Collection
The NSW Central West Division of General Practice will only collect personal information necessary to undertake its programs, activities or functions.
 
Personal information about an individual will only be collected by lawful and fair means and directly from the individual wherever possible.
 
The name and contact details of the NSW Central West Division of General Practice and an appropriate member of staff will be supplied to every individual who provides personal information.
 
The NSW Central West Division of General Practice will ensure that each individual providing personal information is informed about and understands the purpose of collecting the information, to whom or under what circumstances their personal information may be disclosed to another party, and how they can access the information held about them by the NSW Central West Division of General Practice.
 
The NSW Central West Division of General Practice will ensure that individuals who are asked to provide personal information understand the consequences, if any, of not providing that information or of providing incomplete or inaccurate information.
 
18.2.   Use & Disclosure
The NSW Central West Division of General Practice will ensure that personal information will only be used for the purpose it was collected, or that would reasonably be expected by the individual providing the information.
18.2.1   If the identified information is to be used for a secondary or unrelated purpose, such as data analysis or research, we will obtain informed consent from the individual.
Individuals will be given the opportunity to refuse such use or disclosure.
If an individual is physically or legally incapable of providing consent, a responsible person# may do so.
19.2.1.1 We will only disclose personal information without consent where such disclosure is required by law, or for law enforcement, or in the interests of the individual’s or the public’s health and safety.
19.2.1.2 We will keep records of any such use and disclosure.
19.2.1.3 Information may be disclosed to a responsible person#.
 
18.3.   Data Quality
The NSW Central West Division of General Practice will take reasonable steps to ensure that personal information kept, used or disclosed by the NSW Central West Division of General Practice is accurate, complete, and as up to date as practicable.
 
18.4.   Data Security
All personal information held by the NSW Central West Division of General Practice will be:
  • if in paper form, received and stored in a secure, lockable location;
  •  if in electronic form, password and firewall protected;
  • accessible by staff only on a “need to know” basis;
  • not taken from the NSW Central West Division of General Practice offices unless authorised and for a specified purpose.
 
The NSW Central West Division of General Practice will destroy or permanently de-identify personal information that is no longer required.
 
The NSW Central West Division of General Practice will ensure that all personal information transmitted electronically will be appropriately encrypted before transmission.
 
18.5. Openness
This policy will be made available to any person requesting access to it.
 
18.6. Access & Correction
Under normal circumstances the NSW Central West Division of General Practice will provide an individual with access to their personal information within 30 days of receiving a request for access.
18.6.1       There will be no fee associated with an individual lodging a
     request for access to their personal information.
18.6.2.        A small administration fee may be charged for the provision of access and/or copies of personal information. This fee will be determined on a cost recovery basis.
18.6.3.        Individuals will be provided access that is appropriate to their particular circumstances.
18.6.4.         Individuals will be provided an opportunity to discuss their personal information with an appropriate member of staff when access is sought.
18.6.5.        If an individual believes that information held by the NSW Central West Division of General Practice is inaccurate or incomplete, the NSW Central West Division of General Practice will take steps to amend or correct the information.
18.6.6.        The NSW Central West Division of General Practice may refuse access if it reasonably believes that:
      • Releasing the information may compromise any person’s health, safety or wellbeing.
      • Providing access would be unlawful or would prejudice a legal investigation.
      • Providing access would affect the privacy of others.
      • The request for access is frivolous and/or vexatious.
      • If information is withheld, the NSW Central West Division of General Practice will provide an explanation in writing to the individual as to the reasons why this was the case.
 
18.7. Identifiers
The NSW Central West Division of General Practice will not use Medicare or Veterans Affairs numbers or other identifiers assigned by a Commonwealth or State/Territory agency to identify personal information.
 
 
18.8. Anonymity
Where it is lawful and practicable to do so, the NSW Central West Division of General Practice will allow individuals to provide information anonymously.
  • An individual who chooses to access the services of the NSW Central West Division of General Practice anonymously will be advised of any potential consequences resulting from their decision.
  • The NSW Central West Division of General Practice will not preclude an individual from participating in the activities of the organisation because they request anonymity.
 
18.9   Transborder Data Flows
This NSW Central West Division of General Practice will only transfer personal information about an individual to someone who is in a foreign country if:
  • the individual consents to the transfer; or
  • the recipient is bound by legislation that is substantially similar to the NPPs; or
  • the NSW Central West Division of General Practice is reasonably sure that the information will not be held, used or disclosed inconsistently with the NPPs.
 
18.10 Sensitive Information
The NSW Central West Division of General Practice will only collect sensitive information## other than health information about an individual if:
  • the individual consents; or
  • the collection is required by law; or
  • such collection is consistent with the provisions of NPP 10.

The Privacy Act defines a ‘person responsible’ as:

  • a parent;
  • a child or sibling at least 18 years of age;
  • a spouse or de facto spouse;
  • a relative at least 18 years of age and a member of the individuals household;
  • a guardian or a person exercising enduring power of attorney that can be exercised in relation to the individuals health;
  • a person who has an intimate personal relationship with the individual; or
  • a person nominated by the individual to be contacted in an emergency.

Sensitive information as defined under the Act is information or an opinion about an individual’s:

  • racial or ethnic origin;
  • political opinion;
  • membership of a political association or religious beliefs, affiliations or philosophical beliefs;
  • membership of a professional or trade association or membership of a trade union;
  • sexual preference or practices; or
  • criminal record.
 
Published Date: February 19, 2009
Printed from http://www.cwdgp.org.au/page/Privacy_Notice/
© NSW Central West Division of General Practice
Contact NSW CWDGP: T: (02) 6332 6646 F: (02) 6332 6648 E: contact@cwdgp.org.au