WHGNE will identify the primary purpose for information and collect only the information needed for that purpose:

a) When WHGNE collects information from an individual we will tell them why we are collecting it, how it will be handled and the consequences for them if the information is not provided. We will advise this information in any form/document in which we ask for health information to be provided.

b) We will aim to collect information in a fair, lawful and non-intrusive way. Wherever possible, we will collect information directly from an individual rather than from third parties. We will do our best to tell an individual if we collect information about them from a third party.

c) Generally, we collect and use an individual’s information for the purpose of providing services and for purposes directly related to providing such services. We may disclose an individual’s information to other health care providers for the purpose of providing further services, we will gain consent from the person prior to doing this. We may also use an individual’s information for other purposes which are permitted under the privacy laws.

Examples of when we are allowed to use or disclose information to others include: to a court in compliance with a summons or court order or where there is a serious and imminent threat to an individual’s life, health, safety or welfare or a serious threat to public health, safety or welfare. Aside from where the law specifically allows us to use or disclose health information, we do not use or disclose such information for purposes which are unrelated to the purposes for which we collected the information, or without an individual’s consent

We will not share the information for a different purpose without the person’s consent.

Any individual or organisation (such as an outside service contractor), seeking access to health information held by Women’s Health Goulburn North East is required to sign a confidentiality agreement. When entering an agreement, the recipient agrees that the information will only be used and disclosed according to the terms and conditions outlined in the agreement. However, if an individual authorises us in writing to release the health information to another individual or organisation, then a confidentiality agreement is not required.

We will not use or disclose information of a personal nature, except to the extent that this is required, authorised or permitted under law. All our staff are required to be trained and understand their obligations under the laws relating to maintaining an individual’s privacy. We will provide the person with access to their personal information on request, this may include when an individual:

a) wants to have access to health information we hold about them;

b) believes information we hold about them is inaccurate and would like to request that it be amended;

c) wants to know more about the type of information we hold, for what purposes and how we deal with that information; or

d) has concerns that we may have infringed their privacy rights, they are able to contact WHGNE.

We will not allow access to an individual’s health information where doing so would unreasonably disclose information relating to others or where the information would otherwise be exempt from disclosure by law.

Access to our record keeping and computer systems is controlled and monitored. Only staff with a direct professional involvement in a matter will have access to files. Our staff and authorised external users only have access to systems that their duties require. Our physical or paper records are securely stored and can be accessed only by authorised personnel.

We will keep the information secure and dispose of it only when redundant, in accordance with statutory requirements.

All appropriate measures will be taken to ensure that the information we hold about an individual is accurate, complete, and up to date. We are required under the Public Records Act to hold some records for extended periods. We will not keep information longer than we need to. From time to time, we will conduct audits of our records and databases, to ensure that the information we hold is accurate and up to date.

We may from time-to-time transfer health information about an individual to organisations outside Victoria for the purpose of the provision of care or treatment to them. We will only do this where an individual consents, where we believe that the recipient organisation is subject to binding privacy obligations that are substantially similar to the ones under which we operate, or where it is in an individual’s interests for us to do so (and it is impracticable to obtain their consent, and if we were able to ask, they would be likely to give consent).

Electronic and hard-copy information will be stored in accordance with WHGNE’s Information Security Policy

We will ensure that any suspected infringements of privacy are thoroughly investigated and where required reported to the relevant authority. Disciplinary action will be taken in cases where investigations or suspected infringements of privacy are proven.