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PRIVACY & DIGNITY POLICY AND PROCEDURE

Privacy refers to the right of NDIS participants to keep their personal information confidential and protected. It involves respecting their autonomy and ensuring that their personal details are handled securely and by privacy laws. Conversely, dignity emphasises treating participants with respect, empathy, and fairness. It means recognising their inherent worth, promoting their self-esteem, and enabling them to make life decisions. Privacy and dignity are foundational principles in the NDIS, ensuring that participants’ personal information is handled confidentially and provided with a supportive and empowering environment that upholds their rights and preserves their sense of self-worth.

Policy

Steadfast Care Services is committed to upholding privacy and dignity for all stakeholders, including participants, staff, management, and agencies. Our policy ensures compliance with NDIS (Quality and Safeguards) Commission rules and regulations. We communicate clearly with participants about collecting personal information and its purpose using accessible language and materials. We understand the importance of effective communication in this process, and to ensure that all participants can fully understand and engage in these discussions, we make efforts to provide interpreters and accessible materials. These resources play a crucial role in our commitment to inclusivity and understanding.

All staff, management, and volunteers are aware of their privacy obligations. Our practices comply with the Federal Privacy Act (1988) and Australian Privacy Principles. Our ultimate goal is to create a safe and respectful environment that respects the privacy and dignity of all stakeholders at Steadfast Care Services, ensuring they feel secure and valued. This commitment is at the core of our operations and guides our every action as we strive to make Steadfast Care Services a place where everyone’s privacy and dignity are respected.

Procedure

Confidentiality Policies and Information Collection:
  • We understand the importance of effective communication in conveying confidentiality policies to participants. To ensure clear comprehension, we will use language, modes of communication, and terms that each participant will easily understand. If necessary, we will provide Easy Read documents or alternative formats.
  • Participants will be informed about the personal information collected and its purpose. We will obtain their consent before proceeding with any information-gathering process, including audio and/or visual material recording. A written agreement will be obtained for any recorded material.
  • We will ensure that participants comprehensively understand the collected information and its necessity. Clear communication and explanations will be provided, and participants will have the opportunity to ask questions, seek clarification, and provide informed consent.
Protection of Personal Privacy and Compliance:
  • Reasonable steps will be taken to ensure that collected or disclosed personal information is accurate, complete, and current. Participants will have the right to review their personal information, request corrections if necessary, and be provided with access to their records.
  • During interviews or discussions of a personal or sensitive nature, participants, staff, or management will be ensured privacy and confidentiality. All personal information disclosed during such interactions will be handled with utmost care and respect.
Staff Privacy and Confidentiality:
  • Steadfast Care Services collects staff information, including tax declaration forms, employment/engagement contracts, personal details, emergency contact details, medical details, Police and Working with Children Check records, qualifications, First Aid, CPR, Anaphylaxis certificates, medical history, personal resumes, payroll information, Superannuation details etc.
  • The Management Team may access staff information. Staff members have the right to request access to their personal information without providing a reason and can access, correct, or request corrections to their information within a specified timeframe. Staff personal and health information will only be disclosed for medical treatment or emergency, with written consent, or when required by Commonwealth Law or legislative obligations.
Record Keeping, Responsibility, and Complaint Handling:
  • At Steadfast Care Services, we prioritise the privacy and confidentiality of participant records. Only staff directly involved in delivering services will have access to participant information, ensuring its secure handling. We strictly adhere to the principle of obtaining explicit consent from participants, their advocates, guardians, or legal representatives before disclosing any information to other parties. To protect against unauthorised access, we refrain from providing participant information over the phone, as verifying the caller’s identity is challenging.
  • Additionally, we maintain strict guidelines for collecting and releasing participant information, requiring informed consent except in exceptional circumstances as mandated by legislation or in life-threatening emergencies. Clinical records are kept securely in locked filing cabinets in our office, and if participants prefer to keep home files, they are discreetly and privately stored according to their wishes. By upholding these practices, we ensure the privacy and dignity of our participants throughout their engagement with our services.
  • Hard copy participant records will be securely stored in locked filing cabinets, while electronic records will be stored in password-protected systems with appropriate access controls.
  • All staff will be responsible for managing personal information under this policy. The Director will oversee content in Steadfast Care Services publications, communications, and the website to ensure privacy compliance and handle queries or complaints about privacy issues.

Policy Review:

This policy will be periodically reviewed to ensure its ongoing effectiveness and compliance with relevant laws and regulations. Updates or revisions will be made on time.
By following this policy, Steadfast Care Services aims to provide a supportive environment that respects and protects the privacy and dignity of each participant accessing our services.