Privacy and Information Policy

Purpose. This policy explains how the hub collects, uses, stores and protects personal information about learners, volunteers, staff, customers and visitors.

1.Purpose and scope

The hub must handle personal information in line with the Privacy Act 1988 and the Australian Privacy Principles. This policy covers enrolment forms, volunteer records, visitor sign-in books, booking records, photographs and any information held on paper or in the hub's systems.

2.What we collect and why

The hub will collect only the information it needs to enrol learners, roster volunteers, take bookings, keep people safe and report to funders. The enrolment form tells learners what is collected and why, and workers must explain it in plain language when asked.

3.Using and sharing information

Information will be used only for the reason it was collected. The hub will share learner information with the funder as required by the funding agreement and with employment services only where the learner has agreed. Workers must not talk about a learner, visitor or customer with anyone who does not need to know.

4.Keeping information safe

Paper records must be kept in the locked filing cabinet in the office. Systems must be locked when a worker leaves the desk. Visitor sign-in books must be kept behind the front desk and never left open on the counter. Photographs must not be taken or posted without written consent.

5.Seeing and correcting your information

Any person will be able to ask to see the information the hub holds about them and to have it corrected. Requests must be passed to the Programs and Administration Coordinator, who will respond within 30 days.

6.Lost or shared by mistake

Any lost paper file, lost device, or information sent to the wrong person must be reported to the Programs and Administration Coordinator the same day. The hub will tell the people affected and will record what happened and how it will be prevented.