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Confidentiality Policy

INTRODUCTION

The Confidentiality Policy was formulated based on the college’s values and mission statement, and is underpinned by the Privacy Act (1988) and the Information Privacy Act 2009 (Qld). The College is committed to maintaining an interactive environment that supports and encourages positive and safe experiences amongst staff and learners.

The confidentiality policy provides guidelines for all employees of the college regarding the appropriate standards of privacy and confidentiality that are expected. These guidelines should always be observed, both during and after employment. All staff are required to sign a confidentiality agreement upon commencement of employment.

Ethical Principles

Appropriate workplace behaviour and respect for all staff and learners.

  • Information will be treated with integrity
  • All employees will demonstrate commitment to accountability and transparency

Values

All employees will contribute to an honest, unbiased, and unprejudiced work environment.

Accountability

Employees should take responsibility for their own actions. Ensuring appropriate use of information, exercising diligence and duty of care obligations, and avoiding conflicts of interest are expected. Employees will comply with the job description, demonstrate commitment to the organisation, and use computers and the internet responsibly.

Standard of Practice

Staff will remain up to date with current policies and procedures as outlined in the business operational manual. Staff will seek advice from supervisors if they feel there are inconsistencies with policies and/or work practices outlined by the college.

Disciplinary Actions

Employees will seek to handle confidential information professionally and in line with the college’s policies and procedures. Any violation of this code will result in specific penalties and disciplinary action.

  • Learners must be made aware of the importance of keeping records in relation to the learners’ work and progress in order to comply with ASQA regulations
  • The principal is responsible for all records management in accordance with ASQA requirements and NVR standard
  • Learners will only have access to personal records kept by the college that relate to themselves; these records will be kept in a secure file for a period of thirty 30 years
  • Learners are made aware that personal information is open to inspection by an authorised person within the college
  • Information in relation to confidentiality issues/concerns will be dealt with in line with the Privacy Act (1988) and the Australian Privacy Principles.
  • Learners are made aware that confidentiality requirements and expected behaviours are discussed with all staff/volunteers at their induction and that staff sign a policy agreement form at the commencement of their employment
  • Learner will not be charged any fees to access their records unless a learner requests further copies of their original qualifications. In this instance, a payment of $20.00 is required
  • Breaches of confidentiality are dealt with under the complaints and appeals procedures outlined in the complaints and appeals policy, or under the terms of staff employment as appropriate
  • The college is aware of the principles of the Information Privacy Act 2009 the Right to Information Act 2009 (QLD) and the Public Records Act 2002 (QLD).
  • Except as required under the NVR Standards for Registered Training Organisations, government contracts, or by law, information about a learner will not be disclosed to a third party without the written consent of the learner. The college will always strive to protect the privacy of its learners or affiliated organisations
  • The college is required to maintain an AVETMISS compliant learner management system to record and maintain all learner records and details
  • Learner Name
  • Start date and expected completion date
  • Address
  • Contact details
  • Personal information relevant to studies or course requirements
  • Employment or placement details
  • Details of fees owing or paid
  • Copies of written agreements between the college and the learner