1. Introduction
At Gratitude In-Home Care (GIHC), we are committed to safeguarding the privacy and confidentiality of our clients’ personal and health information. This policy outlines our adherence to relevant privacy laws and our practices concerning the collection, use, and disclosure of client information.
2. Legal Framework
GIHC complies with the following legislation:
- Health Records Act 2001 (Victoria): Regulates the handling of health information in Victoria, establishing Health Privacy Principles (HPPs) that apply to both public and private sector organisations.
- Freedom of Information Act 1982 (Victoria): Provides individuals the right to access documents held by Victorian Government agencies, including health records.
- Privacy Act 1988 (Commonwealth): Applies to Australian Government agencies and private sector organisations, setting out principles for the collection, use, and disclosure of personal information.
- Victorian Charter of Human Rights and Responsibilities Act 2006: Affirms the human rights of all individuals, including the right to privacy and protection from unlawful or arbitrary interference with privacy.
3. Client Files
Client files include:
- Personal Information: Name, address, date of birth, ethnicity, and immigration details.
- Care Plan: Details of requested assistance, agreed actions, responsible parties, and outcomes.
- Communication Records: Summaries of interactions with support workers and other involved parties.
- Service Documentation: Records of services provided and evaluations of their effectiveness.
- File Handover Notes: Information transferred between support workers during transitions.
- Client-Provided Documents: Copies of personal documents submitted to GIHC.
- Service Provider Contacts: Names and contact details of other involved service providers.
4. Release of Information
- Client Consent: Information is disclosed to third parties only with the client’s written consent or when required by law.
- Authority to Release Information: Clients may sign an ‘Authority to Release Information’ form, specifying to whom information can be disclosed.
- Research and Systemic Activities: For research purposes, GIHC will seek client consent before using their information.
5. Record Preservation
- Retention Period: Client records are retained for five years from the date the file is closed.
- Secure Storage: All records are stored securely in locked facilities.
- Final Meeting: Upon service conclusion, clients will have a final meeting to review their file. They may request removal of personal documents, such as financial statements or identification copies.
- Non-Removable Documents: Core case notes and essential documents cannot be removed, as they constitute the official record of services provided.
6. Access to Information
- Staff Access: Access to client files is restricted to authorised staff members who require the information to perform their duties.
- Client Access: Clients have the right to access their personal information held by GIHC. Requests can be made through their support worker.
- Correction of Information: Clients may request corrections to their information if it is inaccurate or incomplete.
7. Contact Information
For inquiries regarding this policy or to access or correct personal information, clients should contact their support worker or reach out to GIHC’s Privacy Officer at:
- Phone: 1300 912 155
- Address: 84 Hotham St, Preston VIC 3072