Rationale
This Privacy Policy sets out how Breakaway Youth manages various types of information provided to or collected by it.
- Breakaway Youth is bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act 1988.
- In relation to health records, Breakaway Youth is also bound by the Health Privacy Principles which are contained in the Health Records Act 2001 (Vic).
- Breakaway Youth may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to our operations and practices and to make sure it remains appropriate to the changing environment.
Collection of Information
The type of information Breakaway Youth collects and holds includes (but is not limited to) personal information, including health and other sensitive information, about:
- Clients (children in the program) and their families before, during and after the involvement in our programs and activities.
- Job applicants, staff members, volunteers and contractors; and
- Other people who interact or come into contact with Breakaway Youth and whose data is held on data bases, so that they can receive communication.
Personal Information Provided
Breakaway Youth will generally collect personal information about an individual by way of forms that are filled out, face-to-face meetings and interviews, emails or telephone calls. On occasions, people other than parents or client young people may provide personal information, as defined above.
Personal Information Provided by Other People
In some circumstances, Breakaway Youth may be provided with personal information about an individual from a third party (e.g. a schools, referring groups, or medical information from a doctor or specialist)The Storage of Personal Information
Breakaway Youth stores collected data in secure, password-protected data bases. These are accessible only by the Executive Director and administrative personnel whom he authorises to use the information for the effective operation of the organisation. We adhere to the Australian Privacy Principles in the storage and management of personal and private information. Data is updated and reviewed regularly, to ensure accuracy and relevance.
Use of Personal Information
Breakaway Youth generally only uses personal information for the primary purpose for which the information was collected, or a secondary purpose when permitted by the Privacy Act, which is related to the primary purpose of collection and reasonably expected by the person-in question or to which they have consented.
Generally, we collect personal information for the purpose of being able to function as a human service organisation dealing with children and young people.
- Client young persons, Parents and Carers
In relation to personal information of clients, parents or carers, Breakaway Youth’s primary reasons for collection of data is to:
- enable us to provide appropriate activities and programs for the young people in the program,
- exercise our duty of care, and
- perform necessary associated administrative activities, which will enable client children to take part in all the applicable activities of Breakaway Youth.
These functions allow us to satisfy the needs of parents, the needs of the child and the needs of the organisation throughout the whole period of involvement of the child in the program.
Personal information of client young people or their parents/carers is specifically used to:
- keep parents informed about matters related to their child’s involvement, through correspondence, newsletters and texts;
- facilitate the day-to-day administration;
- Look after children’s social, emotional and medical wellbeing;
- Seek donations and allow for marketing of Breakaway Youth; and
- To satisfy the Breakaway Youth’s legal obligations and allow it to discharge its duty of care effectively.
NB The lack of appropriate and necessary information about a client child, or out-of-date or incorrect information may mean they cannot participate in some activities, if this lack affects their personal health or safety.
- Job applicants, staff and volunteers and contractors
In relation to personal information of job applicants and contractors, Breakaway Youth’s primary purpose of collection is to assess and (if successful) to engage the applicant or contractor. The purposes for which personal information of job applicants and contractors is used includes:
- Administering the individual’s employment or volunteer contract;
- Holding accurate data for insurance purposes;
- Seeking donations and marketing; and
- Satisfying legal obligations, for example, in relation to Child Protection legislation.
Exceptions in Relation to Employee Records
Under the Privacy Act, the Australian Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to Breakaway Youth’s management of an employee record, where the management is directly related to a current or former employment relationship between the Breakaway Youth and the employee/volunteer. Breakaway Youth handles staff health records in accordance with the Health Privacy Principles in the Health Records Act.
- Visitors and irregular volunteers
Breakaway Youth may also gather and store personal information about visitors and volunteers who from time-to-time assist us in programs and functions or associated activities which do not involve working directly with children. to enable support activities (such as the Annual Auction) to work well. We collect personal information of volunteers and visitors and require everyone involved to adhere to our Child Protection Policy including the Child-safe Code of Conduct and Reporting Procedures.
Marketing and Fundraising
Marketing our programs and seeking donations for the future growth and development of the Breakaway Youth are seen as an important part of ensuring that we continue to provide a quality learning and personal growth environments in which both children and staff thrive.
Personal information held by Breakaway Youth may be disclosed to organisations that assist in fundraising, including external fundraising organisations, on a strictly ‘need-to-know’ basis.
Parents of client kids, staff, contractors and other supporters of Breakaway Youth may from time to time receive fundraising information.
Our publications, like newsletters, e-magazines and reports, which include personal information, may be used for marketing purposes.
Fundraising Events and Donation Appeals
Events such as the Annual Auction or advertised appeals for a specific project may have people buying tickets or providing personal details, including banking details.
All such private information is entered in the appropriate data base and stored securely. Such information is only accessible by authorised staff on a need-to-know basis. It ewill be deleted when no longer required.
