Privacy and Confidentiality	Confidentiality	Is the protection of personal information, and means keeping a someone’s information between you and them, and not telling anyone else unless they have given you informed consent to do so.
Privacy and Confidentiality	Personal Information	Can include: name, date and place of birth race or ethnicity financial/banking details health/diagnostic information employment details photograph (including CCTV footage) signature uniquely identifying number – e.g. driver license number, tax file number, employee number details of services requested or obtained unique physical characteristics – e.g. tattoo, birthmark. Personal information may reveal a person’s identity even if their name is not mentioned. Other information may enable their identity to be deduced.
Privacy and Confidentiality	Privacy	Under the Commonwealth Privacy Act, privacy relates to personal information. For Word for Word Australia privacy also relates to physical privacy, that is, having a private space for oneself, or to speak about service or other issues.

The principles supporting high-quality confidentiality practices at Word for Word Australia are:

• Confidentiality – confidentiality practices are applied consistently across the organisation and are accessible for clients
• Privacy – only information necessary for the delivery of high-quality services is collected and stored by Word for Word Australia
• Dignity – Word for Word Australia respects and protects clients’ dignity and right to privacy
• Consent – information is only shared externally with consent or where required by law
• Experienced – the team is appropriately skilled and qualified to oversee and manage our organisation’s Privacy and Confidentiality Policy.

Commitment to privacy legislation

• Word for Word Australia processes for the collection, storage, use and disclosure of personal information comply with the obligations of the Privacy Act 1988. These obligations are:

• Telling individuals of their right to know why information is collected, how it is protected, how it is stored, how long it is kept, how it is disposed of, how they can access their personal information

• Seeking consent from individuals for the collection, storage, use and disclosure of personal data

• Only collecting information that is appropriate and relevant to the provision of services or for its primary function
• Ensuring individuals can make corrections to their personal information, where necessary unless access is refused by law
• Taking all reasonable steps to store personal information securely and protect it from misuse, loss, unauthorised access, modification, or disclosure.

Privacy protection

• Word for Word Australia have controls in place to protect the security and privacy of the information we hold for clients, management, staff and volunteers
• All management, staff and volunteers sign a confidentiality agreement when they commence at our organisation
• All management, staff and volunteers are trained on our legal obligations for privacy and confidentiality
• Word for Word Australia seeks consent from individuals for the collection, storage, use and disclosure of personal data

Collection of Personal Information

• We only collect information that is necessary for effective service provision.
• Information is kept up-to-date and accurate.

Sharing of Personal Information

• Personal information is only shared verbally or in writing with the clients’ written consent unless the circumstances are such that limits to confidentiality apply.

Disclosure of Personal Information

• All personal information is protected. It is only released internally or externally with the individual’s written consent, except where legally obliged to disclose information
• Legal obligations for disclosure are:
• Where disclosure would protect the client or others
• Where necessary for best service practice
• Where obligated by law.

Storage

• Records containing personal information are documented in the records register and stored in a protected environment
• The records register identifies where each type of confidential record is stored, who is responsible for it, what protections are in place, and the legislated timeframe the files are archived before being destroyed
• Word for Word Australia will store audio/media files for a period of 28 days after the delivery of work, after which period they will be deleted from storage.
• Word for Word Australia will store completed transcripts for a period of 28 days after the delivery of work, after which period they will be deleted from storage.
• To help protect the privacy of data and personal information we collect and hold, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis.

• Clients and their legal representatives have a right to access their personal information held by Word for Word Australia. We treat all access requests with respect and courtesy

• Under the State and Federal privacy legislation, Word for Word Australia is required to report when a data breach is likely to result in serious harm to the people whose information is involved in the breach to:
  • Affected individuals
  • The Office of the Australian Information Commissioner.

• Anyone can make a complaint or raise a concern about Word for Word Australia privacy and confidentiality practices
• To report actual or alleged privacy breaches or complaints please contact us via email at enquiries@WordforWordAustralia.com.au

This document was last reviewed on 19 May 2022