Volunteer privacy and information security is important to Globe Medical (Australia) Pty Ltd (Globe Medical (Australia)).
Globe Medical (Australia) respects a volunteers right to privacy and ensures all personal information remains private and confidential.
Globe Medical (Australia) is bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principals in collecting, maintaining and storing personal information in a private and secure manner.
Globe Medical (Australia) will collect and collate all personal information that is reasonably necessary to ensure: contact can be made with the volunteer when required; to assist the volunteer in complying with their medical preparation requirements; to provide medical oversight while they are on assignment; and, to assist the volunteer in complying with any medical requirements at the conclusion of their assignment.
Any unsolicited personal information obtained by Globe Medical (Australia) will be destroyed unless the information obtained is relevant to a volunteers eligibility or suitability for the proposed assignment.
Globe Medical (Australia) will retain all personal information collected for a minimum of seven (7) years following the completion of the Post-Assignment Medical Assessment. Globe Medical (Australia) will retain the personal information of volunteer supported dependants under the age of 18 years at the time of the Post-Assignment Medical Assessment until the volunteer supported dependant attains the age of 25 years. It is the discretion of Globe Medical (Australia) to retain personal information for periods longer than seven (7) years or, in the case of volunteer supported dependents under the age of 18, for periods past the time the supported dependant attains the age of 25 years.
The destruction of any personal information will be conducted by an accredited third party provider. A certificate of destruction will be retained by Globe Medical (Australia).
Access to Personal Information
Globe Medical (Australia) will have access to all personal information contained on and submitted through the Volunteer Care Portal. Personal information may include, but is not limited to; the volunteer's name; date of birth; employment details; residential address; contact phone number and email address. The volunteer may also be required to provide information pertaining to their past history of a non-medical nature.
If a volunteer has any concerns about any person at Globe Medical (Australia) being able to view their personal information, they should discuss this with the Privacy Officer at Globe Medical (Australia).
Volunteers should note that all electronic communications and requests transmitted via the Volunteer Care Portal will be stored with their regular electronic medical records at Globe Medical (Australia). The Principal Medical Advisor, the Medical Adviser(s) and the Medical Coordinator(s) will have access to these previous communications.
Disclosure of Personal Information
Globe Medical (Australia) will not disclose personal information to a third party unless:
- the volunteer has consented to the disclosure
- in accordance with the Privacy Act 1988 (Cth) the disclosure is to a responsible carer of that person, as in the case of a child, or if the person in question is physically or legally incapable of giving consent to the disclosure, or for compassionate reasons, unless there is good evidence of the persons wish to the contrary.
- Globe Medical (Australia) is legally obliged to disclose the information (e.g. notification of certain infectious diseases, suspected child abuse)
- disclosure is necessary to prevent a serious or imminent threat to an individuals life, health or safety or to prevent a criminal offence or seriously improper conduct.
- it is required for judicial, administrative or coronial proceedings or is requested under a court order or subpoena.
- it is the subject of a search warrant, or is required to help identify or locate a patient
- it is required to facilitate organ donation
Globe Medical (Australia) may be required to disclose personal information to third parties overseas where a volunteer is in need of urgent medical assistance, or where medical evacuation is required.
Globe Medical (Australia) will take all reasonable steps to ensure that information disclosed to an international third party is protected and treated as confidential.
Globe Medical (Australia) may use de-identified aggregate patient information for service audit activities, and service standard monitoring.
Security of Personal Information
Globe Medical (Australia) retains all volunteer personal information in an electronic format. To protect the privacy, security, quality and integrity of electronically stored personal information, Globe Medical (Australia) has implemented and maintains systems and infrastructure compliant with industry standards and best practice.
Electronic information transferred by the patient using the Volunteer Care Portal is encrypted in transit through a 128-bit Secure Sockets Layer (SSL). Globe Medical (Australia) has implemented security controls on server-side data storage, aligned to the Australian Privacy Principles.
Globe Medical (Australia) takes all reasonable steps to ensure data security, including but not limited to:
- physical security of hardware and software
- web servers connected to the internet are protected by appropriate hardware / software firewalls.
- computers are protected by antivirus software that is installed and updated regularly
- servers are backed-up and checked at frequent intervals, and are stored in a secure environment.
Globe Medical (Australia) takes all reasonable steps to ensure the security of information in hard copy. Documents and forms are held in a secure location, and are only accessed authorised personnel.
Volunteer Request for Access to Personal Information.
Volunteers may request access to their personal information under the Privacy Act 1988 (Cth).
Globe Medical (Australia) will not be required to provide access to information where:
- Globe Medical (Australia) reasonably believes that giving access would pose a serious threat to the life, health or safety of an individual, or to public health or safety; or
- the request for access is frivolous or vexatious; or
- the information relates to existing or anticipated legal proceedings between Globe Medical (Australia), and an individual, and would not be accessible by the process of discovery in those proceedings; or
- giving access would reveal the intentions of Globe Medical (Australia) in relation to negotiations with the individual in such a way as to prejudice those negotiations; or
- giving access would be unlawful; or
- denying access is required or authorised by or under an Australian law or a court/tribunal order; or
both of the following apply:
- Globe Medical (Australia) has reason to suspect that unlawful activity, or misconduct of a serious nature, that relates to the entity's functions or activities has been, is being or may be engaged in;
- giving access would likely prejudice the taking of appropriate action in relation to the matter; or
- giving access would be likely to prejudice one or more enforcement related activities conducted by, or on behalf of, an enforcement body; or
- giving access would reveal evaluative information generated within the entity in connection with a commercially sensitive decision-making process.
Upon receiving an application for a request to access personal information, Globe Medical (Australia) will respond to the request and provide access to the information within a reasonable time-frame, if it is reasonable and practicable to do so.
If Globe Medical (Australia) refuses to grant a volunteer's request to access their personal information, or provide access in the form requested, Globe Medical (Australia) will provide the volunteer with a written notice that sets out:
- the reasons for the refusal (except where disclosure of the reasons would be inappropriate); and
- the mechanisms available to complain about the refusal.
As per the Privacy Act 1988 (Cth), Globe Medical (Australia) may charge a reasonable administration fee before processing a request for access to personal information.
Correction of Personal Information
Globe Medical (Australia) will endeavour to keep all volunteer personal information collected, up-to-date, accurate and complete for the duration of its active use.
Volunteer's are obliged to keep their basic personal contact information up-to-date via the Volunteer Care Portal.
If a volunteer becomes aware that personal information held by Globe Medical (Australia) is incorrect, the volunteer can submit a request to correct their information. Globe Medical (Australia) will respond to all requests to correct personal information within a reasonable period after the request is made, if it is reasonable and practicable to do so. There will be no charge to the volunteer for requesting correction of personal information.
Globe Medical (Australia) will make every reasonable effort to notify relevant third parties if information provided to them by Globe Medical (Australia) is found to be incorrect.
If Globe Medical (Australia) refuses to correct the information requested by the volunteer, Globe Medical (Australia) will provide the volunteer with a written notice that sets out:
- the reasons for the refusal except to the extent that it would be unreasonable to do so; and
- the mechanisms available to complain about the refusal.
Complaints about any action of Globe Medical (Australia) arising out of this policy, or any other issue arising under the Australian Privacy Principles, must be submitted to in writing to Globe Medical (Australia's) Privacy Officer or the Principal Medical Adviser of the relevant Program within six (6) months of the issue arising.
The Privacy Officer or Principal Medical Adviser will respond to the complaint within 14 business days after receiving the complaint.
The response will detail the Privacy Officer or Principal Medical Adviser's decision, the reason for decision, and any follow up action to be undertaken by the volunteer. If a volunteer is dissatisfied with the Privacy Officer or Principal Medical Adviser's decision, they are entitled to lodge a complaint with the National Health Practitioner Privacy Commissioner.
21 Hindmarsh Square
Adelaide, South Australia, 5000
Phone:(08) 8232 7372
Fax:(08) 8232 3037