Learning Links is committed to respecting and preserving the confidentiality of information acquired and not releasing any such information to third parties without proper authority.
In order that Learning Links can maintain privacy in the workplace it is important for our staff and clients to know what information may be collected and retained by Learning Links and whether it can be passed on to others.
This policy outlines:
This Policy applies to all staff employed by Learning Links. The term staff also applies to students, interns, and volunteers. This policy also applies to workers carrying out work on behalf of Learning Links (e.g., contractors).
Our programs and services for children and their families make it necessary to collect, store and use personal information, including sensitive information, about individual children and their families.
Establishing a trusting relationship with our internal and external stakeholders is central to our work practices.
Authorisations for the specific consents required across programs and services are included on the documents Learning Links requires clients to complete.
Information about staff, donors, members, government and non-government agencies, suppliers and other organisations engaged with Learning Links may also be collected.
Staff will not disclose third party personal information with other Learning Links professionals without the authority and permission to do so. Staff will confirm that authority to share information internally has been given.
Staff will not disclose third party personal information to external parties without the authority and permission to do so and will only provide information to a third party that meets a lawful request. Learning Links informs our customers/clients that we are collecting their personal information, and how we may use that information (including the restrictions on sharing it with others), and what we do to protect the information and keep it confidential.
The type of information that we collect, and hold, depends on the nature of a person’s involvement with us.
We only collect your personal information where it is reasonably necessary in relation to one or more of our functions or activities, or where the law requires us to collect it.
Depending on the reason for collecting it, the personal information we collect may include (but is not limited to):
In some circumstances, we collect sensitive information which requires a higher level of protection under the Privacy Legislation. We consciously limit how much sensitive information we collect, and we only collect it when we have your consent, and the collection is reasonably necessary for us to support one or more of our functions or activities.
Learning Links does not adopt any government-related identifiers of individuals that have been assigned by an agency, an agent of an agency, or a contracted service provider for a government contract. Exceptions to this rule occur when we are corresponding with agencies including the NDIA and are required to use the allocated identifiers including the NDIS plan and identification numbers.
Personal and sensitive information collected from staff includes:
Learning Links only collects personal information that is necessary for us to provide services to people or help them access the services they need.
We ask clients for personal information when it is reasonably necessary for the activities in which they are seeking to be involved.
We will only collect personal information by lawful and fair means, including by telephone, by letter, by email, or through forms on our websites.
Normally, we collect personal information directly from our clients (or the relevant individual), unless it is unreasonable or impracticable to do so.
We may collect personal information from agents, contractors, subcontractors, employees, representatives, users of other services and volunteers.
On occasion, we may collect personal information from a third party. For example, personal information may be provided by third party websites.
We generally obtain consent from the owner of personal information to collect their personal information. Learning Links requires written consent to obtain and store your personal information.
Individuals are not required to provide the personal information and/or sensitive information we request. However, if you choose not to provide it, we may not be able to support your needs.
External stakeholders are free to browse our websites anonymously. When clients referred to us by other organisations are registering for one of our services, we require that they register an account using their name or a pseudonym and provide a valid email address.
Receipts (especially tax-deductible receipts) may be invalid unless accurate information, including your real name, is provided.
At times we collect personal information from our clients for the purpose of submitting grant applications and/or funding accountability reports required by government agencies:
A form may ask you to provide personal information. Please contact us directly if you have any questions about any request from us regarding your personal information.
At times, we may receive personal information from a client or a third party without having asked for it. We manage this by:
We use your personal information for a range of purposes, including:
We may also collect, hold, use and disclose personal information for purposes:
Learning Links may use personal information for the purpose of direct marketing where we perceive that our clients and potential clients would reasonably expect us to use or disclose the information for that purpose:
If you have any concerns about us using your personal information in any of these ways, please notify us immediately.
Learning Links takes reasonable steps to protect personal information/images we hold against misuse, loss, unauthorised access, modification and disclosure. These steps include:
Personal information no longer required will be treated according to existing law and regulations and may be securely stored offsite with a third party.
If you would like to access your personal information, you can request to do so. We will allow you to access your personal information unless there is a sound reason not to, including where:
If we refuse to give you access to your information, we will provide you with information explaining our reasons.
If you believe that information we hold about you is incorrect or out of date, please contact us via email and we will take all reasonable steps to amend the information in line with your request.
Learning Links does not give information about a person to other organisations, government agencies or anyone else unless one of the following applies:
When releasing information, no information belonging to another individual (i.e., a third party) can be released without that party’s consent. In this instance only that part of the information relating to the parent who requested the information should be provided.
Confidentiality of client records is unable to be guaranteed in the following situations:
Information about a client cannot be released without explicit, written, signed consent from the parent / carer unless mandated by legislation to do so.
All applicants and staff currently employed have the right to access information about themselves created during recruitment and selection process. This includes information regarding reasons for appointment of the successful candidate and why they did not obtain the position.
All requests for access to information should be addressed to the People and Culture team: email@example.com
Learning Links regards selection processes as confidential and will seek to maintain the privacy of personal information obtained during the process.
Updated March 2023