The Privacy Act 1988 and the Australian Privacy Principles instruct the manner in which Koorana Child & Family Services Ltd. (Koorana, us, we, our) collects, stores, uses and protects your personal and sensitive information, including that of your child, if you are the parent or principal carer of a child accessing Koorana services.
We may obtain this information directly from you or from other people or organisations that you have given us permission to contact and who have obtained your consent to share this information.
You are not required to provide to Koorana all the information we ask of you. If you do not provide us all the required information, we may not be able to provide you with services or we may only be able to do so in part.
Supporters and donors have the right to remain anonymous or to use an alias when dealing with us. Supporters who wish to receive a tax-deductible receipt for a financial donation must provide some personal data under Australian tax law.
What information we record
We record your name, address and contact details. We may also record payment details of individuals who are accessing services with Koorana, or donation details of supporters. In order to provide the right support to children accessing Koorana services, we may also collect medical and behavioural details of the child where appropriate. We may collect information like language spoken at home, religious beliefs, ethnic origin etc. to support you adequately and respectfully.
We take all reasonable steps to keep your personal information up to date and complete. We ask that you let us know if you believe your information to be inaccurate or incomplete, so that we may update your record immediately.
From time to time, we may wish to take still or moving pictures for promotional purposes in brochures, on our website or in social media. We do this only with your written consent and you may withdraw that consent at any time.
How we keep your information secure
Koorana uses a secure, electronic case management system to store all electronic data, as well as conventional, paper-based files where this is inevitable or required.
We have protocols and measures in place to protect all data from unauthorised disclosure, access and modification, and from other misuse. Paper-based files are kept in locked filing cabinets. Our employees are bound by the Australian privacy legislation and may only access data that is required to do their job.
When the relationship between yourself and Koorana comes to an end, we follow any records management rules prescribed by our funding contracts and any relevant state and commonwealth legislation. This may include the secure destruction of records not required to be archived by law.
We share some of your information
Because Koorana receives government funding, we are sometimes required to collect and disclose to statutory authorities personal identifiers (e.g. your TFN, NDIS and Medicare numbers), as well as information about the behaviours and progress of the children we support.
However, we do not otherwise disclose any of your personal or sensitive information, or that of your child, unless we are required to do so by law (e.g. to protect someone’s safety); or you instruct us to do so; or you specifically consent to us doing so (e.g. to enhance the outcomes of the services you receive).
If you have any questions about this privacy statement, please contact us.
If you like to see what information of you or your child we have on record, you may do so in writing. To protect your privacy, we may ask you to provide enough detail to confirm your identity.
You have the right to request not to be contacted by Koorana about services and programs, with promotional material and other information.
You have the right to provide feedback and make a complaint without it affecting your relationship with Koorana and any services you receive. You may do so by speaking with one of our staff, calling, emailing or sending a letter to Koorana or by completing the contact form.
We will contact you within 3 business days to discuss your request, feedback or complaint with you, and we may require up to 3 weeks to investigate and resolve the issue.
If you are not satisfied with the outcome, you may complain to Koorana’s Chief Executive Officer or the President of the Board, or you may contact the Office of the Australian Information Commissioner for a resolution (T 1300 363 992).