Privacy Policy

Purpose

To ensure the right to privacy and respect is maintained for each person whose personal and sensitive information is collected and retained by Smart Pups Assistance Dogs for Special Needs Children Inc and to establish principles of transparency and fairness for the management of this information.

Scope

This policy applies to all Smart Pups Assistance Dogs employees, volunteers, clients, donors, partners and online users.

The Privacy Act and this Privacy policy do not apply to Acts or practices which directly relate to employee records of Smart Pups Assistance Dogs current and former employees.

Policy statement

Smart Pups Assistance Dogs delivers a range of services for our clients. In delivering these services, Smart Pups Assistance Dogs collect, manage, store and sometimes disclose personal and sensitive information.

In delivering our services we comply with the relevant state and/or national privacy principles and any additional privacy obligations.

Principles

Our obligations under the Privacy Act

Smart Pups Assistance Dogs is bound by the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth) which regulate how organisations may collect, use, disclose and store personal and sensitive information and how individuals can access and correct personal and sensitive information held about them.

Collection of personal and sensitive Information is transparent and fair

Smart Pups Assistance Dogs will only collect personal and sensitive information that is reasonably necessary for one or more of our business functions and activities.

Kind of information collected

The nature and extent of personal and sensitive information collected varies depending on the particular interaction with Smart Pups Assistance Dogs. The kind of information collected will include; contact and personal details, family background, health information, medical history, donation history and any other information required for delivery of our specific services. The information we collect will be relevant to the service delivered.

How we collect information

Where possible, Smart Pups Assistance Dogs collects personal and sensitive information directly from the individual. We collect information through various means, including; telephone and in-person interviews, appointments, forms and questionnaires. If the individual feels that the information we are requesting is not the information they wish to provide, they should raise this with us.

If we collect information from a third party source, we will take reasonable steps to contact the individual and ensure they are aware of the purposes for which we are collecting their personal and sensitive information and the organisations to which we may disclose their information subject to any exceptions under the Act.

Health information

As part of administering Smart Pups Assistance Dogs services, Smart Pups Assistance Dogs may collect health information. For example, Smart Pups Assistance Dogs collects health information (such as medical history) from some clients. If health information is collected from a third party (such as a doctor) Smart Pups will inform the individual that this information has been collected and will explain how this information will be used and disclosed. If Smart Pups uses health information for research or statistical purposes it will be de-identified if practicable to do so.

Use and disclosure of personal and sensitive information is respectful and maintains the dignity of the person

Individuals who would like to access any Smart Pups Assistance services on an anonymous basis or using a pseudonym should inform us of this. If it is possible and lawful we will take all reasonable steps to comply with the request. However, we will not be able to provide the services in question if we are not provided with the personal information requested.

Where required or requested by the individual, Smart Pups Assistance Dogs maintains the confidentiality of personal and sensitive information. Smart Pups Assistance Dogs will use personal and sensitive information for purposes which are related, or in the case of sensitive information directly related, to the reason an individual provided the information and where the individual would reasonably expect Smart Pups Assistance Dogs to use the information. We will not use or disclose personal or sensitive information for any other purpose unless the individual has consented or one of the following applies:

it is otherwise required or authorised by law
it will prevent or lessen a serious threat to somebody’s life, health or safety or to public health or safety
it is reasonably necessary for us to take appropriate action in relation to suspected unlawful activity or misconduct of a serious nature that relates to our functions or activities
it is reasonably necessary to assist in locating a missing person
it is reasonably necessary to establish, exercise or defend a claim at law
it is reasonably necessary for a confidential dispute resolution process
it is necessary to provide a health service
it is necessary for the management or monitoring of our health service
it is reasonably necessary for the enforcement of a law
it is necessary for research analysis of statistics relevant to public health or public safety

Disclosing information to an overseas recipient

If we are required to send information overseas for IT/electronic data storage we will take reasonable measures to protect individuals’ personal and sensitive information, either by ensuring that the country of destination has similar protections in relation to privacy or that we enter into contractual arrangements with the recipient of the information that safeguards privacy.

Security of personal and sensitive information

Smart Pups Assistance Dogs takes reasonable steps to protect the personal and sensitive information we hold against misuse, interference, loss, unauthorised access, modification and disclosure.

These steps include password protection for accessing our electronic IT system. When the personal information is no longer required it will be destroyed in a secure manner.

Please note, the Smart Pups Assistance Dogs website may contain links to third party websites. We are not responsible for the collection and handling of information by holders of third party websites. We recommend that individuals review the privacy policies of those third party websites.

Access to and correction of personal information

If an individual requests access to the personal information we hold about them or requests that we change that personal information, we will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act or other relevant law to withhold the information or not make the changes.

Requests for access and/or correction should be made to our Operations Manager. For security reasons, individuals will be required to put their request in writing and provide proof of identity to ensure protection of information.

We will take reasonable steps to provide access or the information requested within 14 days of the request or within 30 days where more complex information is required. If an individual is able to establish that personal information Smart Pups Assistance Dogs holds about them is not accurate, complete or up to date, Smart Pups Assistance Dogs will take reasonable steps to correct our records.

In some circumstances defined under the Privacy Act we may deny access to information for reasons outlined in the Privacy Act.

If we deny access to information we will set out reasons for denying access in writing. Where there is a dispute about right of access to information or forms of access, this will be dealt with in accordance with the Smart Pups Complaints policy.

Data quality

We maintain and update personal information in our contacts lists when we are advised by individuals that their personal information has changed. We also regularly audit contact lists to check the currency of the information. We will remove contact information of individuals who advise us that they no longer wish to be contacted.

Complaints policy

If a person has provided us with personal and sensitive information, or we have collected and hold their personal and sensitive information, they have a right to make a complaint and have it investigated and dealt with under the Smart Pups Assistance Dogs Complaints policy.

If a person has a complaint about Smart Pups Assistance Dogs privacy practices or our handling of personal and sensitive information, they should contact our Operations Manager.

Smart Pups Assistance Dogs shall comply with the Australian child protection legislation relating to the sharing and retaining of confidential information. Information can be found on National framework for protecting Australia’s children website http://www.aihw.gov.au/nfpac

Changes to this Privacy policy

Smart Pups Assistance Dogs will regularly review, amend and/or update this policy from time to time as required to comply with current or changed privacy regulations or contracts. The updated policy will be made available on our website.

How to contact us

Individuals can obtain further information in relation to this Privacy policy, or provide any comments, by contacting:

Smart Pups Assistance Dogs
PO Box 140
Pomona QLD 4568
Phone: (07) 5485 0031.