1. Personal Information
Prison Network may collect or obtain information about volunteers, women, their children and families and staff in the course of our work. Protecting privacy is something Prison Network values highly and it is committed to protecting the privacy of women, their families, volunteers and staff.
This policy applies to Prison Network’s collection and handling of personal information. Personal information generally means information or an opinion about an individual whose identity is reasonably identifiable from the information or opinion, regardless of whether the information or opinion is true and whether or not it is recorded in a material form. For example: a person’s name, address, marital status or family history is personal information.
Prison Network may obtain health information in the course of its support work, when women voluntarily share it with Prison Network staff and/or volunteers. This health information could include:
- personal information about an individual’s health, illness, injury or disability (for example, a medical diagnosis); or
- personal information about health services provided to an individual, or the individual’s expressed wishes about the future provision of health services to her or her family.
Health information is sensitive information. Sensitive information generally includes information or an opinion such as health information (as discussed above) and information about an individual’s criminal record, racial or ethnic origin, political opinions, religious beliefs or affiliations, philosophical beliefs, sexual preferences or practices.
In addition to its duties under privacy legislation, Prison Network has a responsibility to protect the security and confidentiality of sensitive information which it obtains, collects, generates, stores and uses in the course of providing its services, whether or not that information directly relates to an individual who can be identified from the information.
2. Data Collection
In providing its services, Prison Network must collect a range of information related to staff, volunteers, women and their families including:
- Identifying information such as name, address, telephone number, place and date of birth, gender, nationality, ethnicity, language spoken;
- Next of kin details, including place and date of birth of parents and siblings, family and relationship background information, name and contact details for significant others, guardianship information;
- Accommodation and respite support details, carer’s details and transport requirements;
- Personal information such as unique identifiers, working with children checks, Medicare number and concession cards; and
- Program specific paperwork, forms and reports.
Prison Network will only obtain or collect personal information where it is lawful to do so, by fair and lawful means and not in an unreasonably intrusive way.
Ordinarily, Prison Network obtains and collects personal information about an individual directly from that individual. However, if Prison Network collects personal information about an individual from someone else (for example, when receiving a referral from another agency), Prison Network will take reasonable steps to inform the relevant individual of the collection unless doing so would pose a serious threat to the life or health of any individual or would involve the disclosure of information given in confidence.
3. Purposes for collecting and handling of personal information
Prison Network obtains, collects, holds, uses and discloses personal information for the following reasons, including:
- To provide its services and meet service delivery requirements;
- To provide an historical account of its operations and activities to facilitate sound future decision-making;
- For the purposes of accountability to funders through grant applications;
- To provide support for individuals accessing our services and their families;
- (If applicable) allow government agencies to audit the services provided by Prison Network;
- Link women and their families to other services to enhance their quality of life and enable their inclusion in the everyday life of their communities.
Prison Network will only use or disclose personal information for the purposes for which it was collected (‘original purpose’) and may use or disclose personal information for another purpose (called a ‘secondary purpose’) where permitted by law including where:
- The individual has consented to the use or disclosure for the secondary purpose;
- The secondary purpose is directly related to the original purpose and the individual would reasonably expect Prison Network to use their information in that way;
- The use or disclosure is required or authorised by law; or
- It is permitted by an exception under the relevant privacy law. For example, use or disclosure may be permitted where it is reasonably necessary to lessen or prevent a serious or imminent threat to an individual’s life, health safety or welfare.
4. Data quality
Prison Network takes steps that are reasonable in the circumstances to make sure that, having regard to the purpose for which the information is to be used, the personal information and sensitive information it obtains, collects, uses, holds or discloses is accurate, complete, up to date, not misleading and remains relevant to its functions or activities.
5. Data security and data retention
Prison Network is required to take reasonable steps to protect the personal information it holds from misuse, loss, unauthorised access, modification or disclosure. Prison Network will keep any private information within a secure management system, which is designed to safeguard the personal information from loss, misuse, unauthorised access and disclosure.
Prison Network staff are required to ensure that all information held by Prison Network remains secure against unauthorised access. Information about Prison Network’s commercial arrangements must be kept confidential and protected from unauthorised access or disclosure.
Prison Network will manage the process of dealing with an actual or suspected data breach in accordance with the Notifiable Data Breach Procedure which complies with Privacy Amendment (Notifiable Data Breaches) Act 2017.
6. Requests for Information
On request, Prison Network will take reasonable steps to provide individuals with general information on the types of personal information it holds and for what purposes and how it obtains, collects, holds, uses and discloses that information. Individuals can make a request to access or correct their personal information held by Prison Network, or make an enquiry or complaint about Prison Network’s information-handling practices, by contacting:
The Privacy Officer, Prison Network
Post: PO Box 46 Kerrimuir 3129
Email: [email protected]
Where Prison Network holds personal or health information about an individual and the individual is able to establish that information is incorrect, Prison Network will take reasonable steps to correct the information as soon as is practicable but within 30 days of the request.
An individual may complain about Prison Network’s handling of personal information. All complaints shall be investigated and followed up promptly and courteously with active engagement of the complainant and/or their representative. All complaints received will be documented for auditing by funding and accreditation bodies, to enable review of complaints received, identify any trends or issues and identify opportunities for improvement. Complaints should be directed to the Privacy Officer.
Prison Network will only use the personal information regarding volunteers and staff for the purposes of sending them material, newsletters and other correspondence relevant to Prison Network and their involvement with it as staff or volunteers.
Updated July 2019