To ensure privacy for clients or staff when discussing sensitive or personal matters, the organisation will:
2.5. Participants in research projects
People being invited to participate in a research project must be:
- given a choice about whether to participate;
- given the right to withdraw at any time;
- informed about the purpose of the research project, the information to be collected, and how the information they provide will be used.
- given copies of any subsequent publications.
The collection of personal information will be limited to that which is required for the conduct of the project. Individual participants will not be identified.
Organisational participants in research projects will generally be identified in Twenty10’s research, unless the nature of a particular project requires anonymity, or an organisation specifically requests it.
2.6 Confidentiality and the Board
Confidentiality Is a Fiduciary Responsibility of Board Members, meaning they must act honestly and put the best interests of the organisation ahead of their own interests. Board Members shouldn’t disclose information that they’ve received as part of their position on the board. Further they must not improperly use the information to gain advantage for themselves or someone else, or cause detriment to the organisation.
The obligation to maintain confidentiality continues to apply even after a person has left the Board. Board members must return all confidential information and documents to the Public Officer (Co-Executive Directors) within 14 days of their resignation from the Board.
Confidential documents may include, but are not limited to: Agendas, Minutes, and Board Papers for Board or Sub-Committee meetings, Financial Reports, Board Discussion papers, recruitment and personnel files or documents, AGM or EGM papers, records of grievances or complaints, reports and statistics around service use, printed copies of emails, electronic files of any of the aforementioned etc.
Should a Board Member breach this policy, unknowingly or not, the Board may decide to expel them from the Board depending on the circumstances of the breach.
For more information see [P02.1 Governance, section 2.4.3 Confidentiality]
3. Frequently Asked Questions
Q: What do we need to tell clients about privacy and confidentiality during intake?
A: We must tell clients that it is their right that their confidential information:
- stays private;
- is collected for a reason;
- can be changed or deleted at their request;
Q: Can a person withdraw their consent?
A: Yes. A person may withdraw their consent to data collection at any time.
Q: Does someone have to agree to have their information collected to access services?
A: No. Giving consent to having information collected is not a prerequisite for accessing services.
4. Where to Go For Help
For more information on this Policy, speak with the Co-Executive Directors/Chief Executive Officer.
Board members: Members of the Twenty10 incorporating GLCS NSW Board.
Confidential information: Personal or organisational information that needs to remain private. This includes, but is not limited to personal contact details, proprietary information, and information that could be linked to a client. Often this information has been provided on the basis that it is not disclosed to other people or organisations.
Partner organisation: An organisation that works with Twenty10. This includes organisations that co-manage clients with us.
Proprietary information: Information about the organisation that needs to remain private. This includes, but is not limited to organisation planning, financial transactions, competitive tenders, and other activities identified by the Board.
Privileged Communications: Communications between a person or organisation from their legal advisor on a confidential basis that relate to either legal advice or litigation.
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