The purpose of this policy is to:
- Provide a framework for ProjectKindness in dealing with privacy and confidentiality of personal information about health professionals, recipients, volunteers and donors.
- Outline the types of personal information we collect and how we collect, use, store and handle it, as well as how individuals can access and update their personal information.
- Clarify the responsibilities of all ProjectKindness team members in relation to privacy and confidentiality of personal information.
We only collect personal information that is reasonably necessary for the provision of our services. The type of personal information we collect depends on the nature of an individual’s relationship with ProjectKindness (health professional, recipient, volunteer or donor).
Personal information is defined as all information collected, held and administered by ProjectKindness, through which an individual can be directly or indirectly identified.
Personal information collected about health professionals includes:
- Job title
- Phone number
- Email address
Personal information collected about recipients includes:
- Date of birth
- Aboriginal or Torres Strait Islander origin
- Income/government support received, including most recent Centrelink or income statement (self-referrals only)
- Family situation (including number and age of children)
- Gender of children (only if clothing is requested)
Individuals are not required to provide the personal information requested by ProjectKindness. However, if this information is not provided, it will not be possible to fulfil the relevant request.
Personal information collected about volunteers includes:
- Phone number
- Email address
- Emergency contact
Personal information collected about donors includes:
- Email address
- Phone number
- Payment details (note: CVV/CVC numbers are not accessible by ProjectKindness)
2b. How we collect personal information
ProjectKindness only collects personal information by lawful and fair means.
We obtain personal information about health professionals, directly from those individuals, via our Client Referral form.
We obtain personal information about recipients from:
- Health professionals via our Client Referral form; or
- Recipients themselves via our Self-Referral form.
All health professional and recipient information is collected non-intrusively using the forms on the ProjectKindness website.
We obtain personal information about volunteers directly from those individuals via email.
We obtain personal information about donors directly from those individuals via our secure payment portal.
2c. How we use personal information
The personal information collected by ProjectKindness about health professionals and recipients is only used for the purpose of providing food and household essentials to financially and socially disadvantaged members of the community. It is not used for any other purpose (unless consent is specifically granted by the individual).
The personal information collected by ProjectKindness about volunteers is only used for the purpose of enabling contact with the relevant volunteer.
The personal information collected by ProjectKindness about donors is only used for the purpose of processing payment for the relevant donation. During the online donation process, a donor can elect not to receive any further communication from ProjectKindness. Alternatively, they can unsubscribe from communications at any time.
2d. How we store and handle personal information
Personal information is securely stored as follows:
- Referral forms are stored electronically via a password-protected App.
- Essential contact information is stored electronically via a password- protected contacts database.
- Donor information is stored electronically on the secure payment platform.
ProjectKindness takes all reasonable steps to ensure that personal information is:
- Accurate, up to date, relevant and complete.
- Protected from misuse, loss, unauthorized access or disclosure.
- Destroyed or permanently de-identified if it is no longer required for the purposes of ProjectKindness’s activities.
In the event of unauthorised access to or loss of personal information, we will promptly notify the relevant individual/s, investigate the cause and explain the steps taken to prevent a reoccurrence.
2e. How to access or update personal information
Anyone wishing to access their personal information can request to do so using the contact details in section 5 of this policy. We will allow access unless there is an acceptable reason not to do so (e.g. if providing access would have an unreasonable impact on the privacy of others, or if the request is frivolous, or if the safety of others could be impacted). If we are not able to provide access, we will respond as quickly as possible, outlining the reason.
Anyone wishing to update their personal information can request to do so using the contact details in section 5 of this policy. We will take all reasonable steps to update the relevant information as quickly as possible in line with the request.
- Ensure volunteers receive training on this policy and ongoing support as needed.
- Ensure health professionals are aware of this policy.
- Ensure personal information is only collected if it is essential to the delivery of ProjectKindness’s service.
- Ensure all personal information is stored and handled securely.
- Implement this policy and monitor it to ensure effective implementation.
- Ensure safeguards and practices are in place to protect the privacy and confidentiality of personal information.
- Review this policy regularly to ensure it continues to meet needs and comply with privacy legislation.
- Actively participate in volunteer training to ensure an appropriate level of skills and knowledge in relation to privacy and confidentiality.
- Respect the confidentiality of personal information and the privacy of individuals.
- Never use or disclose personal details about a ProjectKindness recipient for any
purpose outside of ProjectKindness.
- Immediately communicate any privacy/confidentiality-related issues to the ProjectKindness President, including:
- Personal skill/knowledge gaps or additional support requirements.
- Non-compliance with this policy.
- Suggested improvements to this policy.
- Issues identified with or by recipients.
This policy has been developed and approved by the ProjectKindness Committee.