Policy
Eastern Victoria GP Training(EV) collects and administers a range of personal information for the purposes of general practice education and training. The organisation is committed to protecting the privacy of personal information it collects, holds and administers and will do this in accordance with legislation and the Australian Privacy Principles.
EV collects and handles a range of personal information for the purposes of providing services or to carry out our contracted functions with a range of organisations. EV also collects personal information for planning, funding, monitoring and evaluating our services and functions, but where practicable, removes identifying details from information used for these purposes.
EV recognises that the nature of these services can mean that some of the information we handle is sensitive. It is recognised that privacy principles protect personal information both as a matter of individual right, and to support the public interest.
To achieve this EVwill:
- Appoint a Privacy Officer to oversee the management of personal information and to address breaches or receive complaints about privacy matters. Contact details are:telephone (03) 5132 3100 or email
- Recognise the right of individuals to have their information administered in ways which they would reasonably expect.
- Ensure that records are collected, maintained, used and disclosed in an appropriate manner. Information will only be usedor disclosed for the primary purpose it was collected and any directly related secondary purpose that would generally be expected, except where required by law.
- Commit to ensuring all information held is complete, accurate,up to date and secure.
- Safeguard information against misuse, loss, unauthorised access and modification. If any significant data breaches occur this will be reported to relevant authorities and persons in accordance with legislation.
- Take measures to make people aware of the personal information held about them, the purpose for which it is held, and how it can be accessed and amended.
- Allow individuals to have access to information held about them and to correct information they feel is inaccurate, incomplete or misleading.
- Include privacy and confidentiality statements in all contracts including employment contracts and service agreements.
- Ensure a Privacy Consent form is signed by registrars at the commencement of the program.
- Ensure a Release of Information form is completed and signed by the relevant party if information is to be sought from or provided to other agencies/parties.
- Provide staff with information regarding privacy during induction.
- Make this policy accessible on the EVwebsite.
- Initiatedisciplinary action if unauthorised use or inappropriate disclosure of information occurs.
Definitions
Data breach –“The situation where personal information held by an agency organisation is lost or subjected to unauthorised access, modification, disclosure, or other misuse or interference.” (Office of the Australian Information Commissioner).
Personal information - Information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.
Contractors – registrars, supervisors, medical educators
Additional Information
- Australian Privacy Principles (2014)
- Office of the Australian Information Commissioner
Relevant Legislation
- Privacy Act 1988 (Commonwealth)
- Privacy Amendment (Enhancing Privacy Protection) Act 2012
- Privacy Amendment (Notifiable Data Breaches) Act 2017
- Public Records Act 1973
- Public Records Regulations 2013
Responsibility / Board
Date created / September 2015
Version / 02
Review history / March 2017
Status (draft/pending/approved) / Approved
Approved by / Board
Date approved / April 2017
Next review / February 2018
Printed copies of this document or part thereof should not be relied upon as a current document. Refer to the electronic copy for the latest version. / Page 1 of 2
IM-Gov-7.4