Privacy Policy

This Privacy Policy applies to:
All NT Friendship & Support (NTFS) staff, management, carers, volunteers, contractors, NDIS participants and their representatives.

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1. Purpose and Scope

NT Friendship & Support Inc. (NTFS) is committed to protecting the privacy and confidentiality of individuals. This policy outlines how NTFS collects, uses, stores, and discloses personal and health information, in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and other relevant legislation.

This policy applies to all personal information—whether held electronically or in paper form—and to all NTFS staff, volunteers, carers, contractors, and stakeholders.

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2. Relevant Legislation and Standards

This policy aligns with:

• Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles

• NT Information Act 2002

• Disability Services Act (NT) 2012

• Health and Community Services Complaints Act (NT)

• NT Care and Protection of Children Act 2007

• Carers Recognition Act 2006

• NT Charter of Rights for Children and Young People in Care

• Applicable standards including:

  • National Standards for Disability Services

  • National Standards for Out of Home Care

  • Home Care Standards

  • ACNC Governance Standards

• All relevant contracts with government and funding agencies

• Guidelines from the Office of the Australian Information Commissioner (OAIC)

 

3. Policy Commitment

NTFS is committed to:

• Meeting all legal and ethical obligations regarding privacy

• Informing individuals about their privacy rights

• Providing private settings for interviews or discussions where practical

• Ensuring all team members understand and uphold privacy obligations

The term "individuals" in this policy refers to clients, participants, staff, carers, volunteers, board members, and contractors.

 

4. Australian Privacy Principles (APPs) – Summary

1. Open and Transparent Management
   NTFS implements procedures to ensure compliance with the APPs and responds to enquiries or complaints.

2. Anonymity and Pseudonymity
   Individuals may interact anonymously where lawful and practical. However, service access typically requires identification due to contractual obligations.

3. Collection of Personal Information
   NTFS collects only what is necessary, usually through forms or initial assessments, with informed consent.

4. Unsolicited Information
   Any unsolicited personal information received is assessed and destroyed or de-identified if not required.

5. Notification of Collection
   Individuals are informed via a Collection Statement about what information is being collected and why.

6. Use and Disclosure
   Personal information is only used for its original purpose unless:

   • Consent is provided, or

   • An exception under the APPs applies

7. Direct Marketing
   NTFS does not use personal information for direct marketing purposes.

8. Cross-Border Disclosure
   NTFS does not transfer personal information overseas.

9. Government Identifiers
   NTFS does not adopt government identifiers (e.g. Medicare number) for its own records.

10. Quality of Information
    NTFS takes steps to ensure personal information is accurate, complete, and up-to-date.

11. Security of Information
    Reasonable measures are in place to protect information from loss, misuse, or unauthorised access.

12. Access to Information
    Individuals can request access to their personal information, subject to certain limitations.

13. Correction of Information
    Individuals may request corrections to their personal information if it is inaccurate or incomplete.

 

5. Managing Personal Information

NTFS staff, carers, and volunteers must:

• Collect only what is required to deliver services

• Obtain informed consent

• Store information securely

• Ensure individuals are aware of what is held and how it is used

• Protect records from misuse or unauthorised access

• Destroy or de-identify information when no longer needed

 

6. Roles and Responsibilities

• All staff and volunteers are responsible for protecting personal information they access.

• The Executive Officer oversees publications and communications to ensure privacy compliance.

• The Privacy Contact Officer manages privacy issues and staff training and is the first point of contact for complaints or concerns.

 

7. Client and Carer Information

At service entry, individuals are provided with a Personal and Health Collection Statement outlining what information is collected and how it is used.

 

8. Privacy During Conversations

Sensitive matters must be discussed in private. NTFS ensures that:

• Personal information is not discussed in public or open-plan work areas

• Private rooms are used for interviews and meetings

• Home or after-hours visits are conducted discreetly

 

9. Privacy Audits and Reviews

• NTFS conducts ongoing internal audits using the APPs as a benchmark

• Practices are reviewed tri-annually or as needed

• The Stakeholder Advisory Group contributes to reviews and continuous improvement

 

10. Staff Training

• Privacy training is included in all inductions

• All staff receive annual refresher training

• Policy updates are communicated to all team members

 

11. Confidentiality and Security Measures

NTFS uses a secure, ISO 27001-certified cloud-based Client Management System (CMS). Additional safeguards include:

• Unique login credentials for each staff member

• Role-based access controls

• Daily lock-up of physical files

• Asset tracking for mobile devices

• Monitoring of system access logs

Staff must log off systems when not in use and seek advice from a manager before disclosing information under unusual circumstances.

 

12. Handling Privacy Breaches

Privacy complaints should be made in writing to:
Email: hr@ntfriendship.org.au
Phone: (08) 8971 0027
Mail: PO Box 626, Katherine NT 0851

NTFS will respond within 30 days and take reasonable steps to address the issue. If unresolved, complaints may be escalated to the Office of the Australian Information Commissioner.

 

13. Access and Correction Requests

Individuals have the right to:

• Request access to personal or health information

• Request corrections if the information is inaccurate or out-of-date

Requests must be made in writing. NTFS will respond within 30 days. Access may be refused where permitted by law (e.g. safety risks, legal privilege, unreasonable impact on others' privacy). Reasons for refusal will be provided in writing.

Access options include:

• Reviewing records with staff support

• Verbal explanation

• Printed copies

• Summaries

Reasonable fees may apply for printing, staff time, or preparation, but not for lodging the request.