Privacy Policy

Purpose

Southern Community Options is committed to maintaining the privacy and confidentiality of personal information entrusted to it. This policy explains our approach to handling personal information.

Scope

This Privacy Policy applies to all individuals interacting with Southern Community Options, including employees, volunteers, contractors, clients, customers, and suppliers. Please note that this policy does not cover employee records, which are managed under separate legal provisions.

Policy

In accordance with the National Privacy Principles (NPP) as set out in the Privacy Act 1988 (amended by the Privacy Amendment (Private Sector) Act 2000), Southern Community Options ensures that information is collected, stored, used, and disclosed securely and responsibly while supporting the delivery of tailored programs and services. To support this has assigned the Quality & Safeguarding Manager as the responsible named officer.

Collection of Personal Information

Southern Community Options collects personal information only as required to fulfil its services, operational commitments, or legal obligations. The type of personal information gathered depends on an individual’s relationship with Southern Community Options:

Clients & Service Users: This may include names, contact details, demographic data, referral details, health information related to services accessed, and case notes documenting any support provided.
Job Applicants and Staff: For those seeking employment or engaged with Southern Community Options, information such as identification details, qualifications, employment history, emergency contacts, and payroll data may be collected.
Suppliers and Contractors: Information collected may include contact details, billing information, and records of services or goods provided.
Referees: References provided during recruitment processes may include professional opinions and contact information.
Sensitive Information: In certain circumstances, sensitive information (e.g., health details, racial or cultural background, or criminal history) may be collected, only with explicit consent or as required by law.

How Personal Information is Collected

Southern Community Options collects personal information using ethical and transparent methods. Wherever possible, information is obtained directly from individuals, but in some instances, it may be gathered from other parties or publicly accessible sources. Common collection methods include:

Completion of forms or other written communication.
Telephone or in-person discussions.
Online portals or platforms (e.g., websites).
Documentation during transactions or service delivery.
Referrals from other professionals or services.

Southern Community Options will notify individuals about the collection of their information at the time of collection or as soon as reasonably possible thereafter. Such notifications will include why the information is being collected, how it will be used, and whether it may be shared with third parties.

Storage and Security of Personal Information

Southern Community Options takes the privacy and security of personal information seriously. Personal data is stored securely, in formats that prevent unauthorised access, modification, misuse, or loss. Measures include:

Locking physical files in cabinets accessible only to authorised personnel.
Implementing secure digital systems, including password protection and two-factor authentication.
Regularly monitoring IT systems to detect and address vulnerabilities.

Use and Disclosure of Personal Information

Southern Community Options uses personal information exclusively for purposes directly related to its programs, services, and operational requirements. This includes, but is not limited to:

Delivering services to clients.
Managing staff, contractors, and suppliers.
Organising training, events, and professional development.
Conducting surveys or research to improve service quality.
Meeting legal and compliance requirements.

Personal information will only be disclosed to third parties when required by law, with explicit consent, or where necessary to provide services (e.g., referral to external providers). Southern Community Options ensures that any third parties receiving personal information comply with relevant privacy laws.

Accessing and Correcting Personal Information

Southern Community Options recognises the rights of individuals to access and seek corrections to their personal information. Requests to access data must be made in writing to the Quality & Safeguarding Manager, and response times will be reasonable. Access may be restricted in circumstances where releasing the information would breach legal obligations or privacy principles.

If individuals believe their personal information is inaccurate, incomplete, outdated, or misleading, they may request corrections. Southern Community Options will act promptly to address such requests or provide justification if corrections are not made.

Individuals seeking access or corrections can contact Southern Community Options directly to initiate the process.

Direct Marketing

Southern Community Options may use client contact information to notify individuals about programs, offerings, or services that may interest them. Sensitive information will never be used for marketing purposes unless explicitly consented to. Individuals may opt out of receiving marketing communications at any time by contacting Southern Community Options or using the unsubscribe feature available in email communications.

Handling Unsolicited Information

If Southern Community Options receives personal information that was not explicitly requested (unsolicited information), it will assess whether it is relevant to the organisation's activities or lawful to retain. Unnecessary unsolicited information will be securely destroyed or de-identified.

Anonymity and Pseudonymity

Southern Community Options respects an individual’s right to remain anonymous or use a pseudonym when engaging with the organisation, provided it is practical and lawful. Certain services or interactions may require identification to ensure compliance with legal or service delivery requirements.

Our Commitment to Data Integrity

Southern Community Options is dedicated to ensuring all personal information in its possession is accurate, complete, and up to date for the purpose for which it is used. Data integrity measures include regular reviews of records and implementing systems to minimise errors.

Steps are taken to ensure data is only accessed by authorised personnel and used appropriately.

Complaint Process

If you believe Southern Community Options has not handled your personal information in line with the Australian Privacy Principles, you may lodge a complaint with the organisation directly by contacting the Quality & Safeguarding Manager in writing. Complaints will be investigated, and outcomes will be provided promptly.

Should you remain dissatisfied with Southern Community Options’ handling of a complaint, the matter may be escalated to the Office of the Australian Information Commissioner (OAIC) for further review.

Responsibilities

Southern Community Options requires all staff to uphold the principles outlined in this policy. This includes maintaining workplace confidentiality, securely storing personal records, and adhering to legislative privacy requirements at all times.

Definitions

Division is the discrete service or contract delivered by a team of Employees.
Staff includes supported employees, employees, volunteers, contractors, visitors, work experience students and work for the dole. An employee is a person employed by Southern Community Options and whose conditions of employment are covered by the relevant award includes persons employed on a continuing, fixed-term or casual basis; supported employees; senior employees whose conditions of employment are covered by a written agreement or contract.
Officer is defined in section 9 (c) of the Corporations Act 2001. All members of Barossa Enterprises Inc Board and the CEO are regarded as Officers.
Operational Management System is the system to plan, implement, evaluate, review and audit the effectiveness of existing and future policies, procedures and work practices and achieve compliance with relevant legislation.
Personal Information means information relating to an individual, including an opinion, which may be provided to Southern Community Options or one of its services as part of its function as a Disability Service or as a supplier or manufacturer, either in material form or not, and whether true or not. Such information may personally identify an individual or make the person’s identity reasonably apparent.
Sensitive information means information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual practices, criminal record or health information

Contact Information

For inquiries about this Privacy Policy or to make a complaint, please contact:

Southern Community Options
Email: admin@southerncommunityoptions.com.au
Phone: 08 7190 7922
Online: Complete a Feedback & Complaints on our website.
Post: Download a Feedback & Complaints form and mail to PO Box 955, Nuriootpa SA 5355

Further details on privacy rights and regulations can be found at www.oaic.gov.au.