Australia Privacy Policies – Little Company of Mary

AUSTRALIA PERSONAL INFORMATION PRIVACY POLICY

Introduction

This Privacy Policy is issued by the Little Company of Mary – Australia (herein called the “Little Company of Mary”, “LCM”, “we”, “us” or “our”).

This Privacy Policy Statement applies to members of the Little Company of Mary, and to information kept by the Little Company of Mary (LCM)

The activities and functions of the LCM necessitate the handling of personal information of members.

The LCM regards its privacy obligations as extremely important, and its privacy policies are directed at complying with the laws to which it is subject. The Privacy Policy details what information is collected, why it is collected and how it is used, stored and retained.

The LCM complies with the Privacy Act 1988 (Privacy Act), the Australian Privacy Principles (APP) as defined in the Privacy Act, the Health Records and Information Privacy Act 2002 (NSW) (HRIP) and the Health Privacy Principles (HPPS) as defined in the (HRIP).

Australian Privacy Principles (APP): –

There are 13 Privacy Principles that govern the standards, rights and obligations around:

The collection, use and disclosure of personal information
An organisations governance and accountability
Integrity and correction of personal information
The rights of individuals to access their personal information

Health Privacy Principles (HPPS): –

15 Health Privacy Principles are legal duties that outline how organizations handle your personal health information:

How it is collected
Stored
Accessed
Used
Protected
Disclosed
Destroyed

This policy seeks to ensure that the information held by the Little Company of Mary is accurate, complete and up to date.

To ensure appropriate and accurate record keeping, some AVL meetings may be recorded and kept until such time as the minutes have been transcribed and confirmed by the relevant chair of that meeting. The recordings will then be deleted after 120 days.

The Little Company of Mary maintains physical security, such as locks and security systems, over its electronic data servers, computers and premises, to protect personal information from misuse, loss, unauthorized access, modification or disclosure.

Personal Information Collected – Members of the Little Company of Mary

Personal information, psychological, medical, assessments and other information collected on members of the Little Company of Mary is necessary for the functions and activities of the Little Company of Mary. It may comprise: a member’s name, address, occupation, age, contact details, family background, parent’s present marital status and contact details, next of kin details, place of birth, country of citizenship, photographs, religious details and practices, health information including physical and psychological details, and criminal charges. This list is not exhaustive.

Members will be asked to sign a release form authorizing a search of government criminal records. Such information may be retained by the LCM in a file.

Where personal information is obtained from a third party, reasonable steps will be taken to ensure the subject person is made aware of the matter.

Other information collected includes:

birth certificate,
baptism
confirmation certificates
letters of Recommendation
private health insurance details
Centrelink details
Medicare
Health Card numbers
bank account details and credit checks.
A personal file of a member may also include general correspondence to and from the LCM, material that is in the public domain and academic records and qualifications

The Purpose for Holding Personal Information

The personal information collected is necessary for the activities and functions of the Little Company of Mary.

Obtaining and storing this information is to better understand the needs and requirements of members.

Use and Disclosure of Personal Information

Personal information collected may be accessible by the Region Leadership Members on the basis that it will remain confidential. It is accessible by a limited and defined number of people.

If a member applies to another religious institute or diocese, the Little Company of Mary is required in accordance with Canon Law, to provide a report to such institute or diocese.

Personal information will not be released to third parties unless:

That member has
The release is the purpose for which the personal information was collected; or
The Little Company of Mary is required or authorised by law to do

If personal information is sent overseas the Little Company of Mary will use reasonable endeavors to ensure that the overseas recipient will either handle the personal information in accordance with the APPs or in accordance with an enforceable law that protects personal information in a way similar to the APPs.

Quality of Personal Information

This Policy seeks to ensure the information held by the Little Company of Mary is accurate, complete and up to date.

If any information provided has changed or is considered incorrect, the person concerned should contact the Privacy Officer in writing.

Security of Personal Information

The Region Administration Centre and the houses of the Congregation have secure central storage units with defined limited access.

The Little Company of Mary maintains physical security, such as locks and security systems, over its electronic data servers, computers and premises. The Little Company of Mary also maintains computer and network security, for example firewalls (security measures for the Internet), anti-virus software, identification codes and passwords and other security measures, to control access to computer systems. Electronic data is also regularly backed up to minimize loss of data in the event of system failures.

The purpose is to protect personal information from misuse, loss, unauthorized access, modification or disclosure.

Access to your Information

Australian privacy law gives you a general right to access your personal information, when you request it, except where the law allows them to refuse your request: –

LCM cannot give access if it would unreasonably affect someone else’s privacy

if giving the individual access poses a serious threat to someone’s life, health or safety.

The request for access is frivolous or vexatious

The request relates to an existing or anticipated legal proceeding

Subject to this:

The Little Company of Mary will provide access to a member’s personal information that has been compiled after 21 December
Where the information has been compiled prior to 21 December 2001 an accurate summary will be provided.
Health information collected after 1 September 2004 will be provided to the person, or a health professional nominated by
An accurate summary of health information will be provided if the information was collected prior to 1 September

A request for access to information please contact:

The Privacy Officer

Little Company of Mary Region Administration Centre

Suite 4.02 247 Coward Street

Mascot NSW 2020.

Email: dcrowe@lcm.org.au

If a request is declined the reason for the refusal must be explained

Destroying Personal Information

Personal information will be retained for the period specified in the Region’s Retention Schedule.

All information is destroyed by a secure means.

Other Information

From time to time the Little Company of Mary keeps other information. Such information includes registers of names, addresses and contact details of Associates and Affiliates of the Little Company of Mary, donors, archival researchers, and subscribers to publications.

Such information will not be shared with any other parties. It will remain confidential.

Complaints Procedure

If an applicant or member is unhappy with how their personal information is handled, accessed, stored, or disseminated, they can make a complaint in the following manner:

Set out the complaint in writing to the Privacy Officer, who will deal with the complaint in accordance with the relevant
If the person is not satisfied, they may appeal to the Privacy Sub-Committee of the Little Company of Mary.
If the person is still not satisfied, they may appeal to the Region Leader for a review of the Committee’s
Complaints made under the Privacy Act may appeal to the Privacy
Complaints made under the Health Records and Information Privacy Act may appeal to the Information and Privacy Commission NSW or the NSW Civil and Administrative

Notifiable Data Breaches

If there is a Notifiable Data Breach, the Little Company of Mary will notify the affected individual and the Office of the Australian Information Commissioner.

Changes to the Privacy Policy

The Region Leader may make changes to this Privacy Policy at any time. Any such changes will be publicised to the Region by the Region Business Manager.

Guidelines

Guidelines for the implementation of this Privacy Policy may be made by the Region Leader/ Region Council.

Further Information

For further information please contact:

Privacy Officer

Little Company of Mary Region Administration Centre

Suite 4.02 247 Coward Street

Mascot. NSW 2020

Email: dcrowe@lcm.org.au

AUSTRALIA WEBSITE PRIVACY POLICY

Introduction

This Privacy Policy is issued by the Little Company of Mary – Australia (herein called the “Little Company of Mary”, “LCM”, “we”, “us” or “our”).

This Privacy Policy Statement applies to the use of website: www.lcm.org.au

The Little Company of Mary complies with the Privacy Act 1988 (Privacy Act), the Australian Privacy Principles (APP) as defined in the Privacy Act, the Health Records and Information Privacy Act 2002 (NSW) (HRIP) and the Health Privacy Principles (HPPS) as defined in the (HRIP).

This Privacy Policy Statement applies to members of the Little Company of Mary, and to information kept by the Little Company of Mary.

The activities and functions of the Little Company of Mary necessitate the handling of personal information of members.

The Little Company of Mary regards its privacy obligations as extremely important, and its privacy policies are directed at complying with the laws to which it is subject. The Privacy Policy details what information is collected, why it is collected and how it is used, stored and retained.

This policy seeks to ensure that the information held by the Little Company of Mary is accurate, complete and up to date.

Your Personal Information

The LCM will collect and maintain .in our database and file certain personally identifiable information from you only when you provide it to use on a voluntary basis, for example, when you make an enquiry, contact us, subscribe to publications, use an opt-in mailing list, or agree to be interviewed or photographed.

You can choose not to provide your personal information, or you may just want to deal with us anonymously or by using a pseudonym. If this happens, we may not be able to provide you with the product you asked for or give you the level of service you expect.

Use of Information

The LCM may use your personal identifiable information for the purpose of IT mailing, to improve our website, for providing a service to you and for system administration.

We will take reasonable steps to ensure that all the information we collect, or use is accurate, complete, up to date, stored in a secure environment and accessible only by authorized people.

No data transmission over the Internet can be guaranteed to be 100% secure. While we strive to protect your personal information from misuse, loss or unauthorized access, we cannot guarantee the security of any information you transmit or receive from our online service. These activities are conducted at your own risk. As soon as we receive your transmission, we will make our best efforts to ensure its security.

We will not share any information about you with third parties, except as provided by the Privacy Act.

If personal information is sent overseas the Little Company of Mary will use reasonable endeavours to ensure that the overseas recipient will either handle the personal information in accordance with the APPs or in accordance with an enforceable law that protects personal information in a way similar to the APPs.

Your Rights

If you do not want your personally identifiable information to be published in the LCM Address Guide or to be used on our website, or for promotional purposes, you may contact the Region at rac@lcm.orq.au

You may always review your personally identifiable information and may change, update or correct it as needed in line with legislation. To do this you should email the Region at rac@lcm.org.au

Children

The safety of children is very important to us.

We ask that children under the age of 18 have a parent or guardian verify their contact with us. Whilst we make every reasonable effort to ensure that children’s privacy and other rights are not compromised, it is ultimately the responsibility of parents to monitor their children’s internet usage.

Cookies

Our website does not currently use cookies. However, at some future date use cookies to allow you to use our services with greater ease and efficiency.

Our cookies contain no personally identifiable information but are small alphanumeric text files transferred from our website to your hard drive to facilitate access to and use of our site. They may also provide us with aggregate statistical information about site usage.

You may configure your browser so that you are notified before a cookie is downloaded or so that your browser does not accept cookies.

To disable or clear your cookies, please refer to the help menu within your Internet browser.

Your Consent

By using our www.lcm.org.au website, you are consenting to this Privacy Policy.

The Little Company of Mary periodically reviews this Privacy Policy, and if we ever change our Privacy Policy, we shall post any changes on this page so that you are always kept informed of the information we collect, how we use it and the circumstances under which we disclose it, if at all.

Notifiable Data Breaches

If there is a notifiable Data breach, the Little Company of Mary will notify the affected individual and the Office of the Australian Information Commissioner.

Complaints Procedure

If you are unhappy with how your personal information is handled, accessed, stored, or disseminated, you can make a complaint in the following manner:

Set out the complaint in writing to the Privacy Officer, who will deal with the complaint in accordance with the relevant
If you are not satisfied you may appeal to the Privacy Sub-Committee of the Little Company of Mary.
If you are still not satisfied, you may appeal to the Region Leader for a review of the Committee’s decision.
Complaints made under the Commonwealth Privacy Act may appeal to the Privacy Commissioner.
Complaints made under the Health Records and Information Privacy Act may appeal to the Information and Privacy Commission NSW or the NSW Civil and Administrative

Changes to the Privacy Policy

If you have any questions or comments about our Privacy Policy, please contact: –

Privacy Officer

Little Company of Mary Region Administration Centre

Suite 4.02 247 Coward Street

Mascot NSW 2020

Email: dcrowe@lcm.org.au

AUSTRALIA CLIENT INFORMATION PRIVACY POLICY

Introduction

This Privacy Policy is issued by the Little Company of Mary – Australia (herein called the “Little Company of Mary”, “LCM”, “we”, “us” or “our”).

This Privacy Policy Statement applies to volunteers who work in Australia, and clients who are assisted in Australia

This Privacy Policy Statement applies to members of the Little Company of Mary, and to information kept by the Little Company of Mary.

The activities and functions of the Little Company of Mary necessitate the handling of personal information of members.

This policy seeks to ensure that the information held by the Little Company of Mary is accurate, complete and up to date.

Personal Information Collected

Personal information collected on volunteers and clients of LCM ministries is necessary to enable the services to be administered and run.

The personal information we collect about clients includes:

Name, address, contact information and occupation
Sensitive information

When information is obtained from a third party, reasonable steps are taken to ensure you are aware and consent to that.

The Use and Disclosure of Personal Information

The reason we collect personal information is usually obvious at the time of collection. We use personal information variously to:

Assess applications
Place volunteers in positions and Regions
Provide services to clients
Manage relationships with clients
Comply with the law

Personal information is only used for the purposes for which it was collected.

Personal information is not disclosed to third parties unless:

You consent to disclosure; or
The release is the purpose for which the personal information was collected; or
The Little Company of Mary is required by law to do so

Quality of Personal Information

This Policy is premised on ensuring the information held is accurate, complete and up to date. If any information provided has changed or is considered incorrect, the person concerned should contact the Privacy Officer.

Security of Personal Information

The Little Company of Mary takes all reasonable steps to ensure the security of your information. We have secure storage units with defined limited access.

The Little Company of Mary maintains physical security, such as locks and security systems, overs its premises. The Little Company of Mary also maintains computer and network security, for example firewalls (security measures for the Internet), anti-virus software, identification codes and passwords and other security measures, in order to control access to computer systems. Electronic data is also regularly backed up to minimize loss of data in the event of system failures.

The purpose is to protect personal information from misuse, loss, unauthorized access, medication or disclosure.

Accessing Personal Information

There are circumstances where, by law, we may not give you access to the personal information we hold about you.

For example, we cannot give you access if it would unreasonably affect someone else’s privacy or if giving you access poses a serious threat to someone’s life, health or safety.

You can request access to your own information. You should address requests made under the Privacy Act to:

The Privacy Officer

Little Company of Mary Region Administration Centre

Suite 4.02 247 Coward Street

Mascot. NSW 2020

Email: dcrowe@lcm.org.au

If the LCM refuses access to personal information, the person making the request will be told why.

Destroying Personal Information

Personal information will be retained for an appropriate period as determined by the Region’s Retention Schedule and thereafter will be destroyed by a secure means.

Notifiable Data Breaches

If there is a Notifiable data Breach, the Little Company of Mary will notify the affected individual and the Office of the Australian Information Commissioner.

If You Have a Complaint

If you are unhappy with how your personal information is handled, accessed, stored, or disseminated, you can make a complaint in the following manner:

Apply first to the Privacy Officer who will deal with the complaint
Appeal the matter to the Privacy Committee of the Little Company of Mary
Make further internal appeal to the Region Leader
Finally, to appeal to the Privacy Commissioner, if you are complaining under the Privacy Amendment Act. You can only appeal to the Commissioner if you are a volunteer working in, or client assisted in, Australia

Enquiries

If you have any enquiries, questions or concerns about our privacy policy or practices, or if you would like more information, please contact:

The Privacy Officer

Little Company of Mary Region Administration Centre

Suite 4.02 247 Coward Street

Mascot NSW 2020

Email: dcrowe@lcm.org.au