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VAHTC complies with the ten National Privacy Principles (NPP).
Privacy legislation regulates the way that the Association can
collect, use, keep secure and disclose personal information. It
gives individuals the right to know what information is held on them
by the Association and a right to correct that information.
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NPP1 Collection
Collection of personal information must be fair, lawful and not
intrusive. A person must be told the organisation's name, the
purpose of collection, that the person can get access to their
personal information and what happens if the person does not give
the information.
VAHTC members provide personal contact details at the time of
application (name, address, telephone, mobile and email address and
the name of referee and contact details)
.:. NPP2 Use and disclosure
An organisation should only use or disclose personal information for
the purpose it was collected unless the person has consented.
Exceptions are if the secondary purpose is related to the primary
purpose and a person would reasonably expect such use or disclosure,
or the use is for direct marketing in specified circumstances, or in
circumstances related to public interest such as law enforcement and
public or individual health and safety.
VAHTC uses collected personal information to finalise and
manage membership details and to promote its activities via
internet, mail and telephone.
.:. NPP3 Data quality
An organisation must take reasonable steps to make sure that the
personal information it collects, uses or discloses is accurate,
complete and up-to-date.
VAHTC, through its annual renewal of membership process,
ensures that accurate, up to date records exist for its membership.
Should membership fail to be renewed, personal information about
that person is destroyed by the Membership Secretary within three
(3) months of the membership expiry date.
.:. NPP4 Data security
An organisation must take reasonable steps to protect the personal
information it holds from misuse and loss and from unauthorised
access, modification or disclosure.
VAHTC Membership Secretary maintains the full records of each
member both in electronic and hard copy. All records are stored
securely and remain the responsibility of the Membership Secretary
for the tenure of that position.
All membership information is transferred to the President and
stored at Phoenix Institute, in a secure place, should the
Membership Secretary position become vacant or inactive for any
reason. Such information is then handed over to the new Membership
Secretary by the President, as appropriate.
The VAHTC Secretary, Treasurer and Professional Development Officer
have access to the email and postal addresses of membership. Such
information is stored securely, maintained regularly and audited by
the Membership Secretary. Should these positions become vacant or
inactive for any reason, the President assumes responsibility for
ensuring that the information is either destroyed or transferred to
the new incumbents into the respective positions.
The names and postcode of VAHTC members are available for scrutiny
by the rest of the membership. The VAHTC newsletter publishes the
full list at least annually.
At no time will VAHTC membership information be passed onto an
external party without member consent.
.:. NPP5 Openness
An organisation must have a policy document outlining its personal
information handling practices and making this available to anyone
who asks.
The following statement is available to any person seeking
information about how their information is handled.
"When you become a member of the Victorian Association of
Holistic and Transpersonal Counsellors, information about you is
collected and recorded in both electronic and in hard copy. This
includes your name, address, contact details (telephone and email)
and contact information about your referee/s. All information is
stored securely with the Membership Secretary. Electronic
information is password protected and can only be accessed by
authorised office bearers of VAHTC.
VAHTC is committed to ensuring that records are maintained, accurate
and up-to-date. At any time you can request to see any personal
information held by VAHTC about you. If at any time you have a
question or concern about how your personal information is being
managed or you have a complaint in relation to the privacy and
confidentiality of your information, please contact the Membership
Secretary at
membership@vahtc.org.au
.:. NPP6 Access and correction
An organisation must give an individual access to personal
information it holds about that individual on request.
Members of VAHTC can request, at any time, to view personal
information held about them by VAHTC. Requests in writing to the
Membership Secretary will be responded to within a week of receipt
of request.
.:. NPP7 Identifiers
An organisation must not adopt, use or disclose an identifier that
has been assigned by a Commonwealth government "agency" eg tax file
number, Medicare number.
VAHTC has no requirement for and does not record such
information.
.:. NPP8 Anonymity
Organisations must give people the option to interact anonymously
whenever it is lawful and practicable to do.
Contact details are required for VAHTC membership and
promotion of its activities. Where possible, anonymity will be
guaranteed (eg analysis of demographics of membership, member
satisfaction surveys)
.:. NPP9 Trans-border data flow
An organisation can only transfer personal information to a
recipient in a foreign country in circumstances where the
information will have appropriate protection.
VAHTC has no requirement for transborder information flow.
.:. NPP10 Sensitive information
An organisation must not collect sensitive information unless the
individual has consented, it is required by law – or in other
special specified circumstances, for example, relating to health
services provision and individual or public health or safety.
VAHTC has no requirement for andf does not collect collect
sensitive information about its members.
REFERENCE:
Privacy Amendment (Private Sector) Act 2000 (Commonwealth)
(Amends the Privacy Act 1988)
Information Privacy Act 2000
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