PRIVACY MANAGEMENT POLICY

Policy Statement

Easyway Building Brokers holds a large amount of personal information concerning students and in a small part staff. This information is gathered as a result of our teaching, research and administrative functions. The Company in the course of its activities generates some information (e.g.. assessment results, enrolment information, etc.), information can also be collected directly from the persons concerned. The privacy of persons for which Easyway Building Brokers hold information is to be maintained and respected at all times.

 

Personal information is information not in the public domain which identifies an individual and which is capable of being associated with a specified individual. In Easyway Building Brokers context, examples of personal information include home address, home telephone number, date of birth, next of kin, academic history; salaries and wages of Easyway Building Brokers staff; all information concerning students, their enrolment and academic performance. It may include visual information, such as photographs of people. For the purposes of this policy, personal information is given a broader meaning than in the Freedom of Information Act 1992 (the FOI Act refers to "personal affairs information", meaning matters of private concern to individuals).

Confidentiality Policy

Confidentiality is important when dealing with client details. All staff members, sub-contractors, consultants, instructors are required to keep confidential any and all information gained from material relating to courses, course materials, assessment materials, trainee records, job sites, on-the-job assessments and all other documents and information derived from or in relation to the work with Easyway Building Brokers or any of its offices.

 

This also relates to the giving out of staff contact details, or staff details in general, without prior authorisation. The only business contact number that can be given out for a staff member is the normal office contact number. Business e-mail addresses can be disclosed for official enquiries.

 

This information shall not be disclosed without written authorisation of the Management Committee.

 

Under no circumstances will staff home telephone numbers or home addresses be disclosed without prior written consent of the Management Committee.

 

Under no circumstances should confidential business dealings of Easyway Building Brokers, nor its clients, be discussed outside of a work based context.

Collection of Personal Information

Information should be collected only where it is necessary to carry out a particular function or administrative activity. For instance, it is rare that information concerning a student's marital status is required for normal administrative functions associated with enrolment or study. Where the information is not required for any specific purpose, it should not be collected.

 

Where information is collected for a particular purpose, it should not normally be used for any other purpose. For instance, it is not acceptable to supply the names and addresses of students to commercial providers of goods or services, even where particular benefits may be offered to those students, since such information has been collected by Easyway Building Brokers only for government reporting, enrolment and study-related purposes. If personal information is likely to be used for some other purpose, this should be disclosed at least by the time that information is collected and preferably before it is requested.

Disposal of Personal Information

Any documents containing information of a personal nature may only be disposed of by shredding.  All staples, paperclips, tape, plastic binders, plastic covers etc are to be removed from the document prior to the document being placed in the shredder.

Access To and Use of Personal Information

There are several important principles which staff should consider when dealing with personal information held by Easyway Building Brokers.

 

1.     Personal information should be accessed and used only for Institute purposes - It is inappropriate for an address, home telephone number or other information to be accessed and used by a staff member for private reasons. This is so even if the person to whom the information relates gives permission.

 

2.     Personal information should be secured - Paper-based records should not be left where members of the public, or others to whom the information they contain is not generally made available, may access them. Records containing personal information should be filed securely.

Appropriate arrangements should be put in place to ensure that access to computerised records is granted only to staff requiring such access in the course of their duties.

Sometimes personal information will be obtained orally, for instance, in an interview with a student concerning course progress. The information may or may not be recorded in documentary form. Nonetheless, privacy should be respected, and the information should not be discussed with others, except where this is necessary to undertake functions concerning the student or staff member who has provided the information.

 

3.     Personal information should not be disclosed to third parties, except in the circumstances outlined below. As a general rule, information not publicly known concerning staff and students should be treated as confidential, and should not be disclosed to anyone but Easyway Building Brokers staff who have a demonstrated need for this information to carry out their duties. There are several exceptions to this general rule.

 

a)Disclosure to the staff member or student to whom the personal information relates:

Information privacy principles in general entitle those about whom information is held to access that information. This enables them to ensure that information about them is accurate, relevant, up-to-date, complete and not misleading. Thus, a staff member or a student would be entitled to request access to their personal file or to view information held in computerised formats about them. This general entitlement is given effect by the Queensland Freedom of Information Act, and is subject to its detailed provisions.

In most cases where access is requested, it will be possible for access to be obtained without the need to make a formal application under the FOI Act. In such cases the person concerned will be required to make a written application to the Management Committee to view his/her files.

 

                Sometimes, persons may wish to supply original documents to Easyway Building Brokers, such as birth certificates, or certified academic records of study undertaken elsewhere. Easyway Building Brokers should not hold original documents. In cases such as this the person would be requested to obtain a certified copy of the original document and provide this to Easyway Building Brokers.

 

b)     Disclosure to third parties only with the consent of the student or staff member concerned:

Personal information may be disclosed to third parties with the consent of the student or staff member concerned. Such consent cannot be assumed, and should be given expressly and in writing. It cannot be assumed, for instance, that Easyway Building Brokershas implied consent to routinely supply student details to professional associations, potential employers or to next of kin.

 

        Except in the special cases mentioned below under (d) and (e), the fact that the enquirer may hold an official position, for example, as an officer of a government department, or in some other way may claim a special or even official right to get information makes no difference to this position. Nor does it matter whether the enquiry is made informally or by means of a formal written document.

 

        Details of a student's academic record should not be given to third parties even though the results may have been published at the time of release in the normal way. If an enquiry concerning a student's record is made by a person or body clearly having a valid reason for seeking the information, e.g. another training provider or a prospective employer forwarding details of the record as furnished to the enquirer by the student, the enquiry should, if appropriate, verify the record so furnished.

 

        Easyway Building Brokers may from time to time receive enquiries, often by telephone, from credit providers, in connection with applications by staff for credit facilities, and from real estate agents, in connection with rental of premises by staff. The enquirer usually asks for confirmation of employment and salary. Easyway Building Brokers is willing to assist the staff member in these cases and will provide confirmation of employment and salary level. This should only be done however where the staff member in question has advised the Management Committee in advance that an enquiry may be made by a credit provider or real estate agent.

Where no prior advice has been received from the staff member concerning the possibility of an inquiry by the credit provider or other enquirer, the enquirer should be advised to make a request in writing. Such a request should include written evidence that release of this information has the staff member's consent or be checked with the staff member before any information is given.

 

c)     Disclosure of matters of public record: Additionally, there is a limited amount of apparently personal information held by Easyway Building Brokers which in fact amounts to a matter of public record.

 

        The fact that a student is enrolled at Easyway Building Brokersis not treated as a matter of public record. Consequently, such information should be disclosed only in the circumstances outlined in this policy.

 

        It should not automatically be assumed that divulging apparently innocuous information, such as staff lists, is acceptable. This is because of the opportunities which exist for using sophisticated software technologies to consolidate that information with other publicly available information and produce selected mailing list, for example, for the direct marketing industry. Such requests should be referred to the Management Committee.

 

d)     Disclosure of personal information under statutory or other legal authority:In some cases, legislation has conferred upon certain public officers the right to demand and receive information, even though it would otherwise be regarded as confidential. The Commonwealth Departments of Employment, Education, Training and Youth Affairs, Social Security, or Immigration may also have powers to obtain access to personal information in specific circumstances e.g. traineeships.

 

        Where disclosure of information is sought in the course of legal proceedings, e.g. by service of a subpoena or writ of third party discovery, this must at all times be referred promptly to the Management Committee of Easyway Building Brokersfor action.

 

e)     Disclosure in instances of wrongdoing associated with business activities: Staff often obtain transcripts of the academic record of persons seeking RPL/RCC for a particular course of study, or who apply for a position on Easyway Building Brokers staff. Occasionally, such staff may become aware that such records appear to have been falsified in order to obtain admission or appointment. These are examples of a wider class of instances where wrongdoing in connection with Easyway Building Brokers affairs is suspected.

 

        Where staff suspect that some form of record falsification or other wrongdoing has occurred, any reporting of the issue should be to the Management Committee. At no time should staff disclose such information directly to entities outside Easyway Building Brokers.

 

        Occasionally, police officers involved in investigations of offences associated with Easyway Building Brokers activities or the misuse of Easyway Building Brokers property, will make enquiries for personal information about staff or students to assist with their enquiries. In exceptional circumstances, Easyway Building Brokers may consider release of such information. All such enquiries must be referred to Easyway Building Brokers Management Committee.

 

f) Requests associated with bona fide research activities: Easyway Building Brokers is willing to assist bona fide researchers undertaking studies, for example, by the distribution of questionnaires within Easyway Building Brokers community. Any assistance must be approved by Easyway Building Brokers Management Committee.

 

        Material to which such requests relate and which will be forwarded to staff/students must contain a clear statement of purpose, and responses must be entirely voluntary and made directly to the researcher.

Usually, Easyway Building Brokers will either distribute the material within Easyway Building Brokers internal mail system or provide name/address labels under stringent conditions associated with the preservation of individual privacy. Costs will normally be recovered from the researcher. Easyway Building Brokers will provide no other follow-up or forwarding services. 

QBCC: 1211360 - Builders Licence

Copyright Easyway Building Brokers 2016

Our mission is to have happy clients. We achieve this by creating homes that are well designed at highly competitive prices.

PO Box 1107 Buddina  Qld 4575

0417 004 315

info@easywaybuildingbrokers.com.au

www.easywaybuildingbrokers.com.au