Privacy Policy

Hikma House is committed to providing quality services and your right to privacy and confidentiality will be recognised, respected, and protected in all aspects of your contact with us. This statement outlines our ongoing obligations to you in respect to how we manage your Personal Information.

Hikma House complies with the Privacy Data Protection Act 2014 (VIC), the Health Records Act 2001 (VIC) and the Privacy Act 1988 (Cwth) as well as the general protections for the right to privacy contained in the Charter of Human Rights and Responsibilities Act 2006 (VIC).

WHAT IS PERSONAL INFORMATION AND WHY DO WE COLLECT IT?

Personal Information is any information that identifies an individual or can be reasonably determined from that information. Examples of Personal Information we collect include: names, date of birth, addresses, email addresses and phone numbers.

We collect your Personal Information in many ways including interviews, correspondence, by telephone, by email, via our website www.hikmahouse.com.au and from third parties.

Hikma House will only request and retain Personal Information that is necessary to:

Assess your eligibility for a service;
Provide a safe and responsive service;
Monitor the services provided; and
Fulfil contractual requirements to provide non-identifying data and statistical information to a funding body.

Photographs and videos are classified as Personal Information under privacy legislation. We will only take photos or videos of you with your full and voluntary consent.

Sometimes we are legally required to collect personal information, including where there is a threat to public health or in connection with the monitoring of health services provided by Hikma House. Our use of personal information in such instances will be in accordance with our obligations under applicable privacy and health acts.

When we collect Personal Information, we will explain to you why we are collecting the information and how we plan to use it.

SENSITIVE INFORMATION

Sensitive Information is a type of Personal Information that is an opinion about an individual’s racial or ethnic origin, religious or philosophical beliefs, membership of a trade union or other professional body, sexual preference or practices or criminal record.

Sensitive Information includes Health Information, which is information or an opinion about the physical, mental or psychological health or ability of an individual.

Sensitive Information will be used by us only:

for the primary purpose for which it was obtained; or
for a secondary purpose that is directly related to the primary purpose; and
with your consent; or where required or authorised by law

THIRD PARTIES

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties (such as other disability support services). In such cases we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

USE AND DISCLOSURE

Hikma House may at times disclose personal information about clients where it is necessary to deliver services. Hikma House will not rent, trade or sell personal information about clients to third parties. Personal information may only be disclosed outside of Hikma House in circumstances where:

clients have consented to the disclosure, and
disclosure is in accordance with the purpose for which we collected the information,

To meet service needs Hikma House may be required to discuss a client’s personal information with other agencies or service providers. Should this be required the clients consent to share information will be acquired using the Client Consent Form.

Hikma House has a legal obligation to disclose personal information, such as to government or under health regulations, or where such disclosure is permitted by law, including under privacy laws.

SECURITY AND DESTRUCTION OF INFORMATION

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure. We may store personal information electronically on our computer database and/or in hard copy documents kept at our premises.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information.

We will retain records relating to the provision of your services in accordance with relevant legislation. This includes records relating to individuals who we have permanently ceased providing support to.

ACCESS AND CORRECTION

You may access the information we hold about you, including to update or correct it, subject to certain exceptions. If you wish to access your information, please speak to a staff member, email or write to Hikma House.

In order to protect your Personal Information, we may require identification from you before releasing the requested information.

You have the right to:

Request access to information we hold about you;
Access this information; and
Make corrections if you consider the information is not accurate, complete or up to date.

However, in accordance with the Privacy Data Protection Act 2014 (VIC), access may be denied in part or in total where:

The request is frivolous or vexatious;
Providing access would have an unreasonable impact on the privacy of other individuals;
Providing access would be likely to prejudice an investigation of possible unlawful activity;
Providing access would pose a serious and imminent threat to the life or health of any individual; and
Denying access is required or authorised by or under law.

We aim to address all requests to access or correct information within 14 working days; depending on the type of personal information the staff member or client have requested access to. We will not charge any fee for your access request but may charge an administrative fee for providing a copy of your information.

MAINTAINING THE QUALITY OF YOUR PERSONAL INFORMATION

It is an important to us that your information is up to date. We will take all reasonable steps to make sure that your information is accurate and complete. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

POLICY UPDATES

Hikma House’s Policies and Procedures will be formally reviewed at least annually. Formal reviews will include client, staff and other stakeholder feedback.

PRIVACY POLICY COMPLAINTS AND ENQUIRIES

If you have any concerns, complaints or you think there has been a breach of privacy, please contact us at:

Address: Suite 7/200 Sydney Road Brunswick 3056
Email: [email protected]
Phone: 03 9384 6314.

Complaints will be referred for investigation by the Manager and a response will be provided to you within a reasonable time (usually no longer than 28 days). We may seek further information from you in order to provide you with a full and complete response