Effective From:  28 October 2007

Revision Date:  28 October 2008

Introduction

Playgroup WA (Inc) only collects personal information as far as is necessary to enable us to provide the goods and services members have requested and to improve our services to members.  Playgroup WA (Inc) may use this data to advise others including government agencies and other community groups of playgroup activities and to refer new members.  Please let us know at the time of registration if you object to this or if you have any special conditions concerning personal information.

Application

This policy applies to:
• Paid and unpaid employees including all staff, Board members and volunteers.
• Playgroup members, participants and visitors.

Policy

In accordance with the Commonwealth Privacy Act 1988 (as amended) Playgroup WA (Inc) shall observe the following principles with respect to the information gathered from its members.

Collection

Playgroup WA (Inc) will only collect information and data from its customers or members seeking registration in a lawful and fair manner and only information that is necessary for the Association to conduct its business. Playgroup Contact Persons (Enrolment officers) shall only collect the information requested by Playgroup WA (Inc) as deemed necessary to acquit grant reporting requirements, for playgroup referrals and/or details required with respect to insurance coverage.

Use and Disclosure

Playgroup WA (Inc) uses information to advise government and other not for profit agencies of our services but does not disclose personal member information.  Should you wish your details to remain private and confidential you should contact Playgroup WA (Inc).  Playgroup employees or volunteers can not disclose or release any personal information of a member to any other person without written consent in the first instance.

Data Quality

Playgroup WA (Inc) will take all reasonable precautions to ensure the accuracy of the information collected from our members, and each year at the time of registration, members are requested to provide information.  Playgroup Contact Persons (Enrolment officers and committee contacts) shall ensure that the correct information is collected from members and that this information is kept confidential.

Data Security

Playgroup WA (Inc) and its volunteers who collect information must take all reasonable steps to keep the member’s information secure from misuse, loss and unauthorised access, modification or disclosure.  Playgroup (WA) Inc undertakes to destroy any personal information that the Association no longer requires.

Openness

Playgroup WA (Inc) has introduced this Privacy Policy to ensure members are clear and fully understand how Playgroup uses personal information in its work.  Playgroup WA (Inc) will advise members of its Privacy Policy on our website. Staff and board members will have access to the Privacy Policy within our Policies and Procedures Manual.

Access and Correction

Subject to the conditions in National Privacy Principle 6, Playgroup WA (Inc) will grant any member access to their personal information, upon written request and allow members to make any correction or changes if the information is incorrect.

Identifiers

Playgroup WA (Inc) uses a membership number for each playgroup and family id number for each playgroup member who joins Playgroup WA (Inc).  Playgroup WA (Inc) shall not use any Commonwealth or State Agency identification source ie a health care card number to identify its members nor shall it disclose this information.

Anonymity

Wherever lawful and practicable, individual members have the right to request that they remain anonymous and can do so at the time of registration or at any time whilst holding membership.  Persons wishing to remain anonymous can not hold contact person positions including Enrolment Officer or committee contact, and other volunteer positions at playgroup where there is a need for contact for referral of new members.

Trans-border Data Flow

Playgroup WA (Inc) may only share and disclose data or provide data to another State or Territory Association affiliated with Playgroup Australia for the purpose of reciprocal membership rights upon written request by the relevant Playgroup Association. Playgroup WA (Inc) will only transfer personal information to someone if it reasonably believes the recipient is subject to a law which effectively upholds principles similar to the National Privacy Principles.

Sensitive Information

At times a person seeking to join Playgroup WA (Inc) may be asked to advise sensitive information such as cultural or linguistic background or whether the playgroup has a religious or spiritual element for the purposes of collecting grants acquittal information, ensuring that Playgroup WA (Inc) is accessible to all families and to better assist the Association to place families in the most appropriate Playgroup to their needs.  Before collecting sensitive information, Playgroup WA (Inc) shall obtain the individual’s consent to collect this information or shall otherwise follow the requirements of National Privacy Principle 10.  No families’ details are provided to any agencies or Government Department for reporting purposes.

Procedures

1. Playgroup WA (Inc) and its staff shall ensure volunteers and members are advised at the time of joining that their personal information is collected for the purposes of providing for and supporting playgroups.  This can be included as part of a welcome, introductory letter or a part of the membership or registration form.

2. When referring Playgroup members or enquiries Playgroup WA (Inc) staff shall:

• Maintain and respect the confidentiality of playgroup listings and associated contacts.
• Keep secure playgroup listings.
• Only supply details to persons seeking membership.
• Not disclose or supply any listing to any other person, company, organisation or entity without the written permission of the Chief Executive Officer or his/her delegate.

3. Playgroup Contact Persons shall:

• Protect and keep safe all membership receipts and records relating to members of the Playgroup.
• Contact or ask a member to contact Playgroup WA (Inc) when a member enquires or seeks information with respect to the data or information held for that person.
• Not disclose or supply any listing to any other person, company, organisation or entity without the written permission of the Chief Executive Officer or his/her delegate.

4. In the event that a member believes his or her personal information has been disclosed or unfairly or unlawfully used then the member should contact Playgroup WA (Inc)’s Chief Executive Officer for investigation and review.

5. Playgroup members and participants shall advise at the time of joining Playgroup WA (Inc) if they do not wish their personal information to be used or any conditions they might seek to have placed on that information.

Linkages/Relevant Documents/Supporting Material

Refer to the Commonwealth Privacy Act 1988 (as amended).

Delegated Authority

Playgroup WA (Inc)’s Chief Executive Officer is designated the Privacy Officer for Playgroup WA (Inc) and enquiries should be directed to:

Chief Executive Officer
Playgroup WA (Inc)
1-3 Woodville Lane
NORTH PERTH  WA   6006
Ph: (08) 9228 8088
Fax: (08) 9228 3203
Email: ceo@playgroupwa.com.au