Privacy Policy

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Privacy Policy

All new employees will receive training relating to IDEAL Placements Privacy and Confidentiality procedures during their induction program. All employees are required to sign a “Short Confidential Disclosure Deed” upon commencement of employment.

Obtaining Participant Information

Participant information will only be obtained from the participant, or those organisations/individuals as agreed by the participant. All information maintained in a participant’s file will be relevant to IDEAL Placements service provision. Participants will be advised of the types of information during their registration interview.

Releasing Participant Information

A signed “Authority to Obtain or Release Information” form is maintained in each participant’s respective file. In the event of the participant not being able to sign the form, a signature will be obtained from a significant other (guardian, carer or advocate). Information shall only be released to persons or organisations stated on the form, unless further written consent is obtained from the participant or in other circumstances such as:

  • The disclosure is necessary to prevent or lessen a serious and imminent threat to the life, health, or safety of the individual, or of another person (ordinarily an imminent threat would be a threat of bodily injury, mental health, illness or death).
  • The disclosure is required or authorised by or under law.
  • The disclosure is reasonably necessary for the enforcement of the law.

In the event of information being required as a matter of urgency and appropriate approval not being available, the reasons for information exchange and the benefit of exchange for participants will be recorded in the participants’ file notes.

Access to and Correction of Participant Information

Participants will be advised of persons who have access to their files during their Initial Interview. No persons other than:

  • The participants themselves;
  • Personnel of IDEAL Placements who have signed a “Short Confidential Disclosure Deed”;
  • Persons as required for Quality Assurance purposes;
  • Persons/organisations as stated in signed Authority To Obtain or Release form (ATOR)

will have access to the participant information unless written permission is obtained. Participants wishing to access information retained may make a request to do so either verbally or in writing. Access to information will be granted within 14 days of request and upon the identity of the individual being verified. Information regarding other persons or that may pose an imminent threat to the individual or other persons will be removed prior to access.

A private space will be provided for the participant to view the information and a representative of IDEAL Placements will be present during the viewing so as to address any concerns the participant may have. In the event of a participant identifying inaccurate, incomplete, or out-of-date information the information will be revised accordingly. Should the participant and IDEAL Placements not be able to agree about whether the information is accurate, complete, or up-to-date, a written statement of the participant’s claim(s) will be recorded and a written explanation as to why IDEAL Placements is disputing the participant’s claim(s) will be provided.

Security and Storage of Participant Information

All participant files are maintained in a secure environment. No participant information is to physically leave the office unless being transferred to another site in which case it is to be transported in the supplied locked storage devices provided by IDEAL Placements.

At the close of business each day all files are secured on-site. Staff will ensure no identifiable information is left in public view. Information contained in online databases will have restricted access through passwords.

Retention and Destruction of Information

Current funding agreements inform IDEAL Placements with regard to the retention and destruction of records relating to each program area which are strictly adhered to. Records management arrangements that are not prescribed under specific contractual requirements at a program level will be retained, informed by the related statutory bodies, and adhered to. All documents are scanned and filed in the electronic database and marked as inactive. Paper documents are to be securely shredded.

Interviews and Meetings

Employees aware of forthcoming meetings or interviews shall book a meeting room to ensure privacy for the Participant. Bookings are recorded in electronic diaries and a shared calendar. Time required and name of the employee using the room to be recorded.

In the event of the occurrence of an unscheduled meeting/interview, the employee will endeavour to locate a suitable private space to conduct a meeting.

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