General Statement of Policy
This policy sets out how Pancare will handle (collect, use, store and disclose) personal information in accordance with the above Legislation.
A summary is as follows:
- Personal or organisational information will only be collected with prior knowledge and consent.
- Personal or organisational information provided to Pancare will only be used for the purposes for which it was collected, and this information shall not be used for any other purpose without consent.
- Personal or organisational information provided to Pancare shall not be disclosed to a third party or other institutions or authorities without consent, except if required by Law or other regulation.
- Personal or organisational information provided shall be kept until it is no Longer required, at which time Pancare may decide to destroy the information by shredding or disposal by document security (except where archiving is required).
- The information held on a client or organisation will be up-to-date, relevant, non obtrusive and objective.
- Pancare will take reasonable steps to correct inaccurate, incomplete or out-of-date information on a regular basis.
- Pancare has processes in place to securely protect the information under its control from unauthorised access, improper use and alteration.
Collection of Personal Information
The personal information collected depends on the nature of the individual’s relationship with Pancare and the nature of any support services provided.
Pancare may collect personal information in person, through its website, over the telephone, through written and electronic correspondence through hard copy forms (such as feedback forms) and, in limited cases, from third parties.
Donors and supporters
Pancare uses personal information for the purposes of processing donations, financial reporting, and contacting individuals about our activities and events where requested.
If a donor has chosen to make a public donation, Pancare may disclose the name and the amount of the donation on the Pancare website for as long as the fundraising campaign continues (variable by campaign). If an individual does not wish to have their information displayed, the individual can choose to make an anonymous donation. Donors may receive correspondence regarding ways to donate to Pancare in the future.
Client information (Patients)
Pancare uses client’s personal information to ascertain their needs and ensure that the correct provision of support services is available to the client. Pancare does not disclose client personal information to any third parties.
The information that Pancare holds on our clients constitutes health information and is handled in accordance with the Health Records Act 2001. Information collected will be held for a period of seven years from the last time the person to whom the information relates was provided a service. If the health record is that of someone under the age of eighteen, that information will be held until that person turns twenty-five years of age.
Correction of Personal Information
Pancare takes reasonable steps to ensure that the personal information collected is accurate, up-to date and complete
Pancare will not charge for making a request for access or correcting of personal information. If an individual believes that the personal information that Pancare holds about the individual is inaccurate, incomplete, out-of-date, irrelevant or misleading, the individual may contact Pancare to have the information amended.
Where Pancare is satisfied that the information should be corrected, Pancare will take reasonable steps to correct that information. If Pancare does not agree that the individual’s information needs correcting, Pancare will provide written notice of the decision, including the reasons and our complaint process if the individual is not satisfied with the decision.
Access to Personal Information
Individuals have a right to access the personal information Pancare holds about the individual, subject to certain exceptions. Pancare must verify identity before access can be provided. Under the Privacy Act there are certain circumstances where access cannot be granted, such as if providing access would unreasonably impact on the privacy of others. If Pancare refuses a request, written notice of the decision, including the reasons and a copy of our complaints process will be provided if the individual is not satisfied with the decision.
Securing Personal Information
Pancare will take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. This includes complying with
the Payment Card Industry Data Security Standard, which covers security of payment card information.
Personal information may be stored in hard copy documents held in locked filing cabinets at Pancare’s premises, or in electronic format on cloud-based platforms. Access is restricted to those within Pancare with authority to access information to carry out their role.
Privacy and the Internet
Protecting information provided via the Internet
Our site uses security encrypted response forms when personal and financial details are requested. These forms are subject to compliance requirements with Payment Card Industry Data Security Standards (PCI-DSS) as well as the privacy principles.
However, it should be noted that no data transmission over the internet can be guaranteed to be 100% secure, so we cannot give an absolute assurance that the information you provide to us over the internet will be secure at all times until it is received into our database. Pancare cannot be held responsible for events arising from unauthorised access to your personal information via the web.
Links to other websites
Pancare may provide links to websites outside of the Pancare service. These linked sites are not under the control of Pancare, and we are not responsible for the conduct of companies linked to our website. Before disclosing your personal information on any other website, we advise you to examine the Terms and Conditions of those websites.
Online advertising and tracking
We use third-party tracking cookies and similar technologies to collect and use data about user activities on our sites. The third-party vendors, such as Facebook and Google, whose services we use place these cookies and similar technologies on web browsers in order to help us tailor advertising that we think may be of interest to users based on past visits to our site.
As always, we respect your privacy and are not collecting any identifiable information through these services. Cookies and similar technologies do not in any way give access to your computer.