This policy applies to all employees and contractors of Digital IQ.
1. INTRODUCTION
Digital IQ is committed to maintaining ethical conduct in providing the best possible service to its clients and the community. Preserving client privacy and confidentiality is vital to the relationship between staff and clients or any other related contacts.
This policy has been developed to provide a framework for all Board members, directors, staff and volunteers at Digital IQ. Violating confidentiality can damage client welfare and undermine trust in developing and maintaining client relationships.
This policy meets the requirements of the Privacy Act (1988) and must be respected at all times.
2. PRIVACY
Clients will usually provide sufficient identifying information to allow Digital IQ to comply with its professional obligations.
When collecting personal information or as soon as practicable afterwards, reasonable steps must be taken to ensure that the person is aware of:
• who is collecting the information;
• why the information is being collected;
• what it will be used for; and where appropriate
• how the person can get access to the information;
• who else usually has access to the information;
• what the main consequences, if any, are for the person if they do not provide the information; and
• who the information might be given to.
Where possible, all personal information will be collected directly from an individual. If information about an individual has been collected from someone else, reasonable steps will be taken, where practicable, to inform the individual of the above.
3. CONFIDENTIALITY
Staff members and contractors shall not communicate, publish, release or disclose to any person information provided to them or Digital IQ in the course of their work that is likely to lead to the identification of a client or a client's legal problem, except:
3.1 In the course of the delivery of services; or
3.2 with the informed consent of the client or the client's Parent, Guardian or Attorney under Power of Attorney; or
3.3 As authorised or permitted by law.
4. DISCLOSURE & USE OF INFORMATION
Personal information must not be used or disclosed for any purposes other those stated in accordance with this policy, or unless an exception under state or federal law applies. For example, personal information can be disclosed to protect an individual from serious and imminent harm. Personal information will only be disclosed to third parties once it has been de-identified (ie. names have been removed) and for the purposes outlined above.
5. SECURITY
All staff must observe Digital IQ's file storage procedures and ensure that client records are secured in an appropriate manner. Client files must not be taken from the Digital IQ office without consent from management. Computer logons and passwords must not be disclosed to anyone other than management.
6. ACCESS TO PERSONAL INFORMATION
Under the Privacy Act (1998) a client may ask to view their personal information. Digital IQ will allow clients access to their files upon request and within a reasonable timeframe except where access is prohibited by law (including professional duties) or an exception under state or federal law applies (eg. where access would create a public health or safety risk). If access is denied or delayed, Digital IQ shall provide reasons to the client.
7. GENERAL
Complaints about breaches of confidentiality or privacy can be made through the Digital IQ complaints procedure.
Violation of the above policy may result in disciplinary action including termination of employment. If you have any questions regarding the policy stated above please contact the Digital IQ management.