Australian Privacy Statement
Kooyoora Ltd is committed to providing best-practice services. This privacy statement outlines our ongoing obligations to you regarding how we manage your Personal Information and Health Information.
Kooyoora Ltd is required to comply with a number of privacy laws operating throughout Australia, including the Privacy Act 1988 (Cth), the Health Records Act 2001 (Vic), and the Privacy and Data Protection Act 2014 (Vic).
These privacy laws regulate how personal information is handled throughout its life cycle, from collection to use and disclosure, storage, accessibility and disposal.
This statement applies to any Personal Information, Sensitive Information or Health Information provided to Kooyoora Ltd.
Why Does Kooyoora Collect Information?
Kooyoora collects personal, sensitive and health information when providing the following services:
Complaint Management and Investigations
Person of Concern Management
Administration and Management of Redress Schemes
Clearance or Employment Screening Processes
Training
More information about our work is available at:
What is Personal Information and Why Do We Collect It?
Personal Information is information or an opinion that identifies an individual.
Examples of Personal Information we collect include:
Names
Dates of birth
Addresses
Email addresses
Telephone numbers
This Personal Information may be obtained through:
Interviews and discussions
Correspondence
Redress applications
Complaint forms
Clearance applications
Telephone conversations
Email correspondence
Postal correspondence
Our website
Publicly available sources
Cookies
Third parties
We collect Personal Information for the primary purpose of providing our services, complying with legal and contractual obligations, and maintaining service records.
We may also use Personal Information for related secondary purposes where you would reasonably expect such use or disclosure.
You may unsubscribe from mailing or marketing communications at any time by contacting us in writing.
When we collect Personal Information, we will, where appropriate and practicable, explain why we are collecting it and how it will be used.
What is Sensitive Information and Why Do We Collect It?
Sensitive Information may include information or opinions about:
Racial or ethnic origin
Political opinions
Political association membership
Religious or philosophical beliefs
Trade union membership
Professional association membership
Criminal history
Health information
Types of Sensitive Information we may collect include:
Personal history, health information, and the nature and impact of abuse experienced
Background information relevant to investigations
Complaint histories
Screening information
Sensitive Information will only be used:
For the primary purpose for which it was obtained
For a directly related secondary purpose
With your consent
Where required or authorised by law
What is Health Information and Why Do We Collect It?
Health Information may include information or opinions about:
Physical health
Mental health
Psychological wellbeing
Disability
Health services received
Future health service preferences
Health Information may be used for:
Wellbeing support
Recovery planning
Fitness and suitability assessments
Redress-related purposes
Third Parties
Where reasonable and practicable, Kooyoora will collect information directly from you.
In some circumstances, information may be provided by third parties. Examples include:
Evidence gathered during investigations
Information provided by other organisations during screening processes
Where appropriate, we will take reasonable steps to ensure you are aware of information provided by third parties.
Unsolicited Personal Information
If Kooyoora receives personal information that has not been requested, we will assess whether the information is reasonably necessary for our functions and services.
If it is not required and we are not legally required to retain it, the information will be destroyed or de-identified as soon as practicable.
Consequences of Not Consenting to the Collection of Personal Information
In some circumstances we are required by law to collect personal information.
If required information is not provided:
You may be ineligible for certain roles or positions
We may be unable to provide certain services
We may be unable to fulfil our legal obligations
Anonymity and the Use of Pseudonyms
You may choose not to identify yourself or to use a pseudonym when dealing with us.
In some situations, anonymity or pseudonym use may not be practical, and we may be unable to provide services.
Examples include complaint investigations requiring evidence or formal statements.
Disclosure of Personal Information
Your Personal Information may be disclosed:
To third parties where you have consented
Where disclosure is required by law
Where disclosure is authorised by law
Storage and Security of Personal Information
Kooyoora takes reasonable steps to protect Personal Information from:
Misuse
Loss
Unauthorised access
Modification
Disclosure
Security measures include:
Cyber security monitoring
Encryption technologies
Two-factor authentication
Restricted access systems
Secure records management systems
Secure physical storage
When information is no longer required, reasonable steps will be taken to destroy or permanently de-identify it.
Records may be retained for extended periods where required by law or organisational obligations.
All information is stored within Australia.
Access to Your Personal Information
You may request access to Personal Information held by Kooyoora by contacting us in writing.
Access may be refused in circumstances permitted by law, including where:
Access poses a serious threat to health or safety
Access unreasonably impacts another person's privacy
The request is frivolous or vexatious
The information relates to legal proceedings
Access would compromise lawful investigations or enforcement activities
Proof of identity may be required before information is released.
Kooyoora will not charge a fee for making an access request but may charge reasonable administrative costs associated with providing copies of records.
Maintaining the Quality of Your Personal Information
We take reasonable steps to ensure Personal Information is:
Accurate
Complete
Current
If information held by Kooyoora is inaccurate or incomplete, please contact us so that our records can be updated.
Statement Updates
This statement may be updated from time to time.
The current version is available on our website.
Privacy Statement Complaints and Enquiries
The Privacy Officer
Kooyoora Ltd
PO Box 329
Canterbury VIC 3126
Email: enquiries@kooyoora.org.au
Phone: 1800 135 246
More information is available from: