HORSE SA-PRIVACY POLICY  AUG 2002

Statement of Intent

Horse SA is the peak body for the horse industry in South Australia

Horse SA collects information in order to conduct a number of operational functions. Any member or client of Horse SA has the right to expect personal information given to Horse SA to remain confidential.

Enquiries in relation to the legislation may be obtained by contacting the Office of the Federal Privacy Policy commissioner on Hotline 1300 363 992

Any information held by Horse SA is held at the office at Morphettville Racecourse, Morphettville.

Definitions

A “member” is any person who is recorded on our database, regardless if currently financial or not.

A “client” is any person who may utilize the services of Horse SA

A “consumer” is the term utilised to represent the two terms above

In line with the Privacy Act and amendments made in the National Privacy Principles December 2001 volunteers and staff of Horse SA must adhere to the following procedures.

Information Collection and Use

• The only information held by Horse SA about a consumer will be the information necessary to assess the need for a service and to provide a service. Information should be as non obtrusive and objective as possible, while remaining up to date. Consumers must notify Horse SA of any changes in your personal information.

• Information collected for the position of volunteer with Horse SA or member may require a police record check and character reference to be obtained.  Permission will be sought at the time of application for this procedure.

• Consumers may request that information, which is believed to be incorrect or out of date, to be updated.

• Credit card details, including the card holder’s name, number and expiry date are required when making payment for memberships, merchandise or services.

• Persons entering competitions or completing satisfaction survey or quality assurance forms may be required to provide contact details for marketing purposes and for notification of winners.

• The consumer has the right to withhold information for privacy reasons.

Horse SA and Information Management

• Horse SA does not sell, trade or rent personal information to other organizations. Information that is collected is used directly by Horse SA for business and marketing purposes.

• Contact details may be provided to the media, upon request, for the purposes of promoting the horse industry in South Australia.

• Information about a consumer will not be shared with any other agency without the permission of the consumer or his/her guardian or recognised advocate, unless required by law.

• Consumers have the right to read any personal information kept about them by Horse SA.  Requests from consumers to access files should be referred to the EO who should ensure that assistance is provided for the consumer ot assess information about their file within 14 working days.

• Information regarding consumers should be stored in a locked filing cabinet or on a computer which is only accessed by authorised staff with password protection.

Records

• There are separate sections in the filing cabinet/s and/or a separate computer for the storage of client information.

• Hard copy files to be stored in the filing cabinet when not in use.  Database computer to be closed down when not in use by an authorised person.

• Keys to the filing cabinet containing consumer information to be held by the office administrator or EO

• If a service to a consumer has stopped being provided it may be archived

• All information regarding consumers will be destroyed after 7 years after ceasing of services

Training

• All staff and volunteers should be aware of and understand the policy on privacy and confidentiality

• Training of volunteers and staff who handle consumer records will be on the training program

Complaints

• The Executive Officer must be notified of all consumer complaints. These will be addressed quickly and effectively and reported at the appropriate committee level

• Any identification of systematic or ongoing compliance problems will be addressed and further training provided where necessary.

Signed____________________________          date _____________________

Chairperson, Horse SA