Privacy Policy for Pro Patria Centre Ltd

Purpose

Pro Patria Centre Ltd (the "Company") is dedicated to safeguarding the personal information of its clients, volunteers, staff, and other stakeholders. This Privacy Policy outlines how the Company collects, uses, stores, and protects personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Scope

This policy applies to all personal information collected, used, stored, and disclosed by Pro Patria Centre Ltd, including information related to clients, volunteers, staff, members, and other individuals who interact with the Company.

1. Definitions

1.1. Personal Information: Information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not and whether recorded in material form or not.

1.2. Sensitive Information: A category of personal information that includes details about an individual's racial or ethnic origin, political opinions, religious beliefs, sexual orientation, health information, or criminal record.

1.3. Health Information: Information regarding an individual's health, disabilities, or health services provided.

2. Collection of Personal Information

2.1. Types of Information Collected

The Company may collect the following types of personal information:

  • Clients: Name, contact details, emergency contacts, health information, medical history, and service needs.

  • Volunteers and Staff: Name, contact details, employment history, qualifications, emergency contacts, and relevant background checks (e.g., criminal history checks).

  • Members: Name, contact details, and membership details.

  • Donors: Name, contact details, and financial information for donation processing.

2.2. Methods of Collection

The Company collects personal information through various means, including:

  • Directly from individuals via forms, applications, or discussions (in person, over the phone, or online).

  • From third parties, such as medical professionals or family members, with the individual’s consent.

  • Automatically through the use of the Company’s website or other digital platforms.

2.3. Consent

  • The Company will obtain consent from individuals before collecting sensitive information unless an exception under the Privacy Act applies (e.g., required by law or to prevent a serious threat to an individual’s health or safety).

  • Individuals who choose not to provide the requested personal information may not receive certain services or support.

3. Use and Disclosure of Personal Information

3.1. Primary Purpose

Personal information will be used or disclosed primarily to support the Company’s charitable purposes, including:

  • Providing services and support to clients and their families.

  • Managing relationships with volunteers, staff, and members.

  • Complying with legal and regulatory obligations.

3.2. Secondary Purpose

Personal information may be used or disclosed for secondary purposes if:

  • The individual has provided consent.

  • It is directly related to the primary purpose.

  • It is required or authorized by law.

3.3. Disclosure to Third Parties

The Company may disclose personal information to:

  • Health professionals, emergency services, or other service providers as necessary for client care.

  • Regulatory bodies (e.g., Australian Charities and Not-for-profits Commission) as required by law.

  • External auditors, insurers, or legal advisers as needed in the course of business operations.

The Company will not sell or share personal information for marketing purposes.

4. Storage and Security of Personal Information

4.1. Storage Methods

  • Personal information is stored in both physical and electronic formats.

  • Physical records are kept securely in locked cabinets or restricted-access areas.

  • Electronic records are protected by password access, encryption, and cybersecurity measures.

4.2. Data Retention

  • The Company will retain personal information only as long as necessary to fulfill its purposes or comply with legal obligations.

  • When no longer required, records will be securely destroyed or de-identified.

4.3. Security Measures

To protect personal information, the Company will implement reasonable security measures, including:

  • Access controls and permissions.

  • Regular system updates and security assessments.

  • Staff training on privacy and data protection practices.

5. Access and Correction of Personal Information

5.1. Access Requests

  • Individuals have the right to request access to their personal information held by the Company.

  • Requests for access should be made in writing to the Privacy Officer (contact details below).

  • Access may be denied in specific circumstances, such as where providing access would infringe on another person’s privacy or is required by law.

5.2. Correction of Information

  • Individuals can request corrections to their personal information if they believe it is inaccurate, incomplete, or outdated.

  • The Company will take reasonable steps to correct the information and will notify the individual of the outcome.

6. Complaints and Data Breaches

6.1. Complaints Process

  • If an individual believes the Company has breached this Privacy Policy or the Australian Privacy Principles, they may submit a complaint in writing to the Privacy Officer.

  • Complaints will be reviewed and responded to within 30 days.

6.2. Data Breach Notification

  • In the event of a data breach that is likely to cause serious harm, the Company will comply with the Notifiable Data Breaches Scheme under the Privacy Act 1988.

  • Affected individuals and the Office of the Australian Information Commissioner (OAIC) will be notified promptly.

7. Cross-Border Data Transfers

The Company does not routinely transfer personal information outside Australia. If such transfers are necessary, the Company will:

  • Ensure that the overseas recipient complies with Australian privacy laws or provides equivalent protections.

  • Obtain the individual’s consent where required.

8. Privacy Policy Review

This Privacy Policy will be reviewed at least once every three years or whenever changes to legislation, regulations, or the Company's operations necessitate updates.

9. Contact Information

For any queries, concerns, or requests regarding this Privacy Policy, please contact:

Privacy Officer

Pro Patria Centre Ltd

PO Box 5150 

Wagga Wagga bc NSW 2650 

AUSTRALIA

email: ppcboard@propatria.com.au