Privacy Policy

Reference No: CO 1.5 Date of issue: 27/09/2023 Date of Review: 27/09/2025 Version: 6
Authority: MD UNCONTROLLED WHEN PRINTED Page 1 of 6

A. ABOUT THIS PRIVACY POLICY

  1. Community Options Australia Limited ACN 606 404 127 (COA) has obligations regarding collecting, using, disclosing, and storing personal information. These obligations are set out in the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) (Privacy Act), and other applicable State and Territory privacy laws.
  2. In this Privacy Policy, references to "we", "us" or "our" are to COA.
  3. We will review and may update this policy from time to time. The current version is available on our website at https://www.communityoptions.net.au (COA Website).
  4. We are committed to protecting the privacy of personal information which we collect, use disclose and store in accordance with the APPs and the Privacy Act.

B. WHAT IS PERSONAL INFORMATION

  1. Personal information relates to an individual and directly or indirectly identifies that individual.
  2. In the ordinary course of our activities, we collect personal information from various individuals, including our customers, prospective customers, prospective employees and contractors.
  3. We collect personal information for:
    1. managing and performing contracts with our customers, prospective customers, prospective employees and contractors, including providing services under those contracts and sending related communications;
    2. processing applications for membership and updating members' details;
    3. conducting, improving, maintaining and developing business relationships with our funders, customers, prospective customers, prospective employees and contractors, including responding to an individual's queries;
    4. preparing for and running conferences, seminars and workshops;
    5. providing training programs for our employees and other staff members and contractors;
    6. developing, improving and maintaining the COA Website and social media accounts; and
    7. administering and conducting our digital media activities, including Facebook, LinkedIn and for other informational and marketing purposes, including providing individuals with information about our services.
  4. The types of personal information that we may collect include:
    1. an individual's:
      i. name;
      ii. title;
      iii. address;
      iv. date of birth;
      v. email address;
      vi. social media handles;
      vii. telephone number and other contact details;
      viii. online passwords related to use of our services;
      ix. bank account details;
      x. tax file number;
      xi. records of communications with COA;
      xii. COA Website usage information; and
      xiii. workplace; and
    2. sensitive information, including health information:
      i. derived from case notes; and
      ii. referral information from health care professionals, including information concerning social, domestic and/or clinical circumstances of individuals.
  5. The types of personal information we collect from individuals will vary
    depending on the transaction and the nature of that dealing.

C. TO WHOM DO WE DISCLOSE PERSONAL INFORMATION?

  1. We may disclose personal information to the following third parties for the
    purposes listed above:
    a. our funders; and
    b. trading partners, research and service partners and collaborators, and service
    providers (of COA ).
  2. In addition to clause 17, we may disclose Personal Information to third parties in circumstances including where:
    a. the individual would reasonably expect the disclosure to occur (for example, for quality assurance purposes or training);
    b. where we are authorised by, or compelled under, law to make the disclosure;
    c. to prevent or lessen a serious threat to the life, health or safety of another individual or public health or safety;
    d. where it is necessary as part of the establishment or defence of a legal claim;
    e. where it is requested by an enforcement agency, including the police; and
    f. where it is a necessary part of an investigation following a complaint or incident regarding the personal information retained by COA.
  3. When we disclose personal information to third parties, we take all reasonable steps to ensure that we only disclose information that is necessary for the purposes for which it was disclosed, that is, the information is accurate, complete and up to date and that the third party will comply with the Privacy Act concerning that information.
  4. COA will not sell or license any personal information it collects from or about an individual.

D.DISCLOSURE OF PERSONAL INFORMATION OUTSIDE AUSTRALIA

  1. COA does not disclose personal information to anyone outside Australia.

E. DATA SECURITY

  1. COA is bound by laws that impose specific obligations in respect of the collection, use and disclosure of personal information. As a result, COA has adopted the following principles, which act as minimum standards for collecting, using and disclosing personal information. In performing contracts with our customers, prospective employees and contractors, we may receive sensitive health information and will take reasonable steps to ensure the privacy and confidentiality of this information.
  2. We will:
    a. only collect personal information that is reasonably necessary for the performance of contracts with our customers, prospective employees and contractors;
    b. take reasonable steps to ensure that our customers, prospective customers, prospective employees and contractors are informed of the reasons we collect, use and disclose personal information;
    c. only use and disclose health information for the purposes set out in clause 7 with the prior consent of the individual to which the health information relates or as permitted or required by law;
    d. store personal information securely, protecting it from unauthorised access;
    e. provide customers, prospective customers, prospective employees and contractors with access to their information, provided they can provide adequate proof of identity and the right to seek its correction; and
    f. ensure an up-to-date privacy policy is publicly available via the COA Website.
  3. COA has systems and procedures in place to protect personal information from misuse and loss, unauthorised access, modification and disclosure, including restricting access to the information in electronic format and by appropriate physical and communications security.
  4. There are, however, inherent risks in transmitting information across the internet, including the risk that information sent to or from a website may be intercepted, corrupted or modified by third parties. If you have security concerns or wish to provide personal information by other means (e.g. by telephone or paper), you may contact us via the means set out at the end of this
    policy.
  5. COA has measures to ensure that our personal information about individuals is accurate, complete and current. If you learn that personal information we hold about you is inaccurate, incomplete or not up to date, you should contact us as soon as possible so that the information can be updated via the means set out at the end of this policy. We will use reasonable endeavours to comply with an individual's request to correct their personal information but reserve all rights to refuse to correct or update your personal information.
  6. If you wish to see what personal information we hold about you, you can ask us for a copy. Sometimes, however, it may not be possible to give you a copy of the information if it was provided anonymously, if it contains details about other people or if it would be unsafe to provide the information (for instance, if it may lead to harm being done to another person).
  7. If we refuse to provide you with access to the personal information we hold about you or to update your personal information in the way you request, we will provide you with written reasons.
  8. If we refuse to correct or update your personal information, you may request that we make a note on your record that you think that the information needs to be more accurate, complete, out of date, irrelevant or misleading, as the case may be.
  9. We will not charge you for requesting details of the personal information we store about you, but we may charge a reasonable fee for the work involved in providing you with this information and for associated costs such as photocopying. You will be notified of any likely costs before your request is processed.

G.HOW CAN YOU MAKE A COMPLAINT?

  1. If you have a complaint or concern regarding our handling of your personal information or think that your privacy has been interfered with, you should contact COA via the means below to consider your complaint or concern. Privacy complaints can also be made to the Office of the Australian Information Commissioner - see www.oaic.gov.au for how to process making a complaint.

Contact us
Email: info@communityoptions.net.au
Phone: 1300 136 606

Postal address
The Privacy Officer
Community Options Australia
PO Box 190
Artarmon NSW 1570

H.RESPONSIBILITIES

  1. 1. The Managing Director (MD):
    1. is responsible for developing, adopting and reviewing this policy;
    2. is responsible for the implementation of this policy, monitoring changes in Privacy legislation and advising on the need to review or revise this policy as and when the need arises; and
    3. acts as Privacy Officer and manages all written requests to access personal information per the legislation's requirements.
  2. 2. COA employees and contractors:
    1. must adhere to this policy in the conduct of COA business and activities; and
    2. must ensure all written material states that a person receiving funded support can access their personal information per the procedure. This applies to any form of communication that customers, prospective employees and contractors may access.