privacy, privacy statement, personal information, medical information, information storage, information disclosure, public information, social media, marketing, photographs, complaints, enquiries, privacy officer

Privacy and Information Management Policy

PRIVACY STATEMENT
Blackwood Hills Men’s Shed (“BHMS”) is committed to respecting the privacy of its members and will maintain administrative and operational practices and procedures in accordance with National Privacy Principles.
 
GUIDING PRINCIPLES and PRACTICES for Management of Personal Information
The following privacy principles will guide the collection, usage, storage and disclosure of personal information:
 
  • Collection of personal Information:
    • Guiding Principle: Only information pertinent to the safe and effective operation of the BHMS will be collected from members
    • The BHMS will collect sufficient personal information relevant to safe and effective operation of the Shed from all members in order to enable safe participation, sound administration and to meet insurance requirements.
    • Graphic images may be collected in accordance with specific member permission declarations.
    • Personal information will be updated periodically and maintained to ensure accuracy.
    • Medical information relevant to Shed activities is required so that the proper assistance can be given in the case of an emergency/medical incident.
    • Each Member shall be responsible for notifying BHMS of any changes to the personal information held by the BHMS, e.g. change of address, and emergency phone contact details.
       
  • Usage of Information:
    • Guiding Principle: Information will only be used in accordance the purpose for which it was provided.
    • Usage of Member’s personal information may include:
      • Planning activities so that they match & meet the abilities, interests and needs of members;
      • Determine any specific individual needs and/or determine if any special facilities and/or additional supports are required, particularly when a member may have some form of disability;
      • Build a skills inventory of the general membership;
      • Communication in relation to BHMS activities.
    • Medical information may only be shared with properly trained and authorized personnel including:
      • The Shed’s appointed First Aid or Safety Officer;
      • Attending medical specialists (ambulance, nurse, etc);
      • Hospital attending personnel (Doctors, nurses, etc.);
    • Members Information may be disclosed in accordance with legislative requirements, e.g. upon receipt of an official request by a law enforcement officer(s).
    • Personal Medical Information may be used in the event of a medical emergency as outlined below (see Medical Information).
    • Member details, graphic and video images will only be used in accordance with the preferences declared by members in their “Social Media and Marketing Permission Form”.
    • De-identified data (completely anonymous) may be supplied in summary form in response to statistical surveys as may be requested from time to time by supporting organisations such as the Australian Men’s Shed Association.
       
  • Storage of Information:
    • Guiding Principle: Personal information will be held respectfully and stored securely
    • Personal information and graphic images collected by BHMS in either hard copy or electronic formats will be stored securely.
    • Electronically stored information should be treated in a similar manner, preferably in a Cloud location such as Dropbox, Apple’s iCloud or Microsoft’s OneDrive. Access to data stored on the Cloud must be strictly limited to current Management Committee members on a “need to know” basis.
       
  • Disclosure of personal information:
    • Guiding Principle: Personal information will only be disclosed by duly authorised persons in accordance with the practices outlined in this policy statement
    • Information held about a particular individual will be made available to the person about whom the data is stored upon a written request.
    • Personal information will only be accessible to persons in accordance with the level of authority, delegated by the Committee.
    • Apart from Medical Information in the event of an emergency, personal information will not be released or sold to any third party or external organization, unless duly authorised by the individual(s) concerned or in accordance with this Privacy Statement.
    • Personal information about members will be destroyed/deleted upon request by members or after 12 months of formal notification of membership cessation.
    • In the event of a data-security breach: BHMS Committee will thoroughly investigate the breach and promptly notify any member(s) whose information and images may have been accessed by any person who does not have the proper authority (as previously defined).
PUBLIC INFORMATION
In addition to organisational information outlined above, members may be asked to take part in activities where photographs are taken, and general information is recorded for marketing purposes or as an historical record.
 
Such information is deemed to be in the public domain so long as the members are advised of this prior to the information being recorded or the images taken.
 
To cater for these circumstances, members are asked to complete a "Social Media and Marketing Permission Form" addressing:
  1. The recording of information and images where these are to be used solely for the purposes outlined above.
  2. Allowing the Management Committee and/or their appointed nominee to reproduce and distribute the information and images for marketing purposes or to produce publicly available historic records.
Members should also be aware that this information may be stored permanently and may only be destroyed if the member specifically requests, in writing, the destruction of such information. The request will be considered by the BHMS Management Committee who may approve the destruction.
Members (and Prospective Members) who do not agree to these conditions must take personal responsibility to NOT partake in the activity which may be recorded or have images taken.
 
It should be noted that information gathered, or images taken and/or recorded, as outlined above, remain the property of the Blackwood Hills Men’s Shed Inc. and may be considered to be in the public domain if published and all copyright in any such published material shall remain with Blackwood Hills Men’s Shed Inc.
 
COMPLAINTS & ENQUIRIES
All complaints in relation to possible or alleged breaches of privacy should be addressed in the first instance to:
 
Address: Privacy Officer, Blackwood Hills Men’s Shed Inc., 72 Coromandel Parade, Blackwood SA 5051
Email: blackwoodhillsms@gmail.com
Phone: 0491 644 824