Blacktown Workers’ Club Ltd (ABN 21 000 858 006) (“the Club”) respects the privacy of individuals and is committed to providing the highest levels of service. This also includes protecting the privacy of individuals. From the 12th March 2014, we will be bound by new sections of The Privacy Amendment (Enhancing Protection) Act 2012 (Privacy Amendment Act), which has resulted in significant amendments to the Privacy Act 1988 (Privacy Act). At the Club we are committed to complying with the obligations of the Australian Privacy Principles (APP). This document set out when and how the Club will collect, hold, use and disclose an individual’s personal information, as well as how an individual may contact the Club in relation to their personal information, or in order to make a complaint about a breach of privacy.
The following is the information that the Privacy Act requires us to communicate. We recommend that you keep this information for future reference.
Your Personal Information
The Club will generally only collect personal information which relates to the operations of its retirement villages, employees and its members.
Personal Information held by the Club may include your name, date of birth, current and previous addresses, telephone/mobile numbers, e-mail address, financial details, occupation, information on your health, and possibly details of your war service, or that of your spouse.
Whilst this personal information will usually relate to an individual themselves, it may, from time to time, be necessary for the Club to collect personal information about individuals who are not residents of our villages (for example the details of a Next of Kin), to ensure that in the case of an emergency we are immediately able to contact those closest to our residents. In such cases, the Club will only collect the minimum amount of personal information required and will take reasonable steps to obtain the individual’s consent to the collection of their personal information.
While an individual may choose not to provide personal information to the Club, failure to do so may result in the Club being incapable of making its services available to a particular individual.
How we collect Personal Information
The Club collects Personal Information in a number of ways, including:
directly from individuals, when they provide information by phone, or in documents such as an application form;
details regarding an individual’s health, which are provided to us by the individual’s medical practitioner (with their consent);
from a like organisation who may be trying to locate accommodation for an individual, on that individual’s behalf;
from information provided to the Club from Government Departments, where the Club’s confirmation of details is required for an individual to access government benefits;
from family members, friends or an individual’s Power of Attorney.
How we use personal information
Personal information may be used in order to:
provide services that an individual may require, and any discussion that may involve with the individual, their family or next of kin;
administer and manage those services, including charging, billing and collecting debts;
inform an individual of information regarding the management and financial position of their retirement village;
providing an individual’s contact details or other information to a Resident’s Committee (should one exist), for the purpose of facilitating communication between the committee and an individual, who is a resident of a retirement village;
maintain and develop our business systems and infrastructure, including better means of communication, and the presentation of information to individuals.
We will also use personal information to keep individuals informed of our services. However, should an individual not wish us to contact them regarding our services, they should call the Club on 02 9830 0699.
The Club is concerned with the security of personal information and is committed to taking reasonable steps to protect it from unauthorised access and use. The Club has in place appropriate physical, electronic and managerial policies and procedures to secure personal information. These policies and procedures include, but are not limited to:
storing any electronic information on password protected and secure servers;
ensuring any physical copies of personal information are kept in a secure area which is not open to unauthorised access;
requiring the Club employees to enter into confidentiality agreements requiring they ensure the security of personal information; and
ensuring that any access to personal information by the Club employees is limited to those employees with a need to know that information.
Personal information may be retained for seven (7) years, or such other period as required by taxation or other laws.
You should keep any passwords or access codes that you have confidential.
We provide links to other websites. These linked websites are not under our control. We are not responsible for the conduct of organisation linked to our website. We suggest that you review the privacy policies of any linked sites that you may access from our website before disclosing your personal information to them.
The Club does not sell, trade or transfer personal information to third parties for the purposes of direct marketing.
Help us to ensure we hold accurate information
The Club takes all reasonable steps to ensure that the personal information we collect, use and disclose is accurate, complete and up-to-date. However, the accuracy of that information depends to a large extent on the information that an individual provides. That is why we recommend that individuals:
let us know if there are any errors in their personal information; and
keep us up to date with changes to personal information such as contact details.
To assist us in ensuring the accuracy of the personal information we hold, we ask our residents and members to confirm/update this information every 12 months.
You can access your personal information
You have a right to access your personal information, subject to some exceptions allowed by law. If you would like to do so, please let us know. You may be required to put your request in writing for security reasons.
The Club may charge a reasonable fee to cover our costs for searching for and providing access to your information.
Who will see or have access to personal information
Only the Staff and Directors of the Club will have access to an individual’s personal information.
However, the Club may be required under government legislation to supply information to a third party, for example: The Retirement Villages Act 1999 may allow access by the Office of Fair Trading.
Anonymity and pseudonymity
Whilst the AAP does allow individuals to deal with an entity anonymously or by use of a pseudonym, the Club will be unable to provide services to a particular individual without confirming their identity. The Club will be able to discuss its services in a general nature, including costs and charges which it might ordinarily charge, prior to obtaining an individual’s identity. Until such time as the correct identity of an individual is known, the Club will not be bound to any communication of a general nature.
If an individual wishes to make a complaint about the Club’s collection, use or disclosure of any personal information, or about any potential breach of an APP, the individual may contact the Privacy Officer by use of the contact details at the end of this document.
When making a complaint an individual should include as many details as possible, including the nature of the personal information concerned, how it is believed to have been misused, which APP is believed to have been breached, the details of any Club employee or representative involved and any other relevant information. The Privacy Officer may request additional information to enable the Privacy Officer to properly investigate the complaint and take such reparatory action as necessary.
Once a complaint is received the Privacy Officer will investigate the circumstances of the complaint and determine whether the misuse of personal information has occurred and if so, how it may be rectified and whether/what action should be taken in relation to any Club employee or representative involved. The Club will endeavour to keep the individual informed regarding the process of their complaint and any action taken.
Should an individual not be satisfied with the Club’s handling of their complaint, then the Club will generally agree to the complaint being referred to mediation and/or arbitration. Should the matter remain unresolved then an individual is entitled to refer their matter to the Office of the Australian Information Commissioner.
How to contact us
If you have any questions in relation to privacy, please contact Blacktown Workers Club Group on 02 9830 0699 between 9.00am and 5.00pm, Monday to Friday.
Alternatively, you can write to our
Blacktown Workers Club Group
55 Campbell Street, Blacktown NSW 2148