Privacy, Confidentiality & Freedom of Information Policy

All Integrated Images policies relate to all Staff as well as Members.

Integrated Images Australia Inc. defines a Member as any person who has filled out a membership form to join the organisation.

Staff  is defined as persons engaged in Office, workshop/project or program, Volunteer or Student placement work at Integrated Images Australia Inc.

Purpose:

To promote and affirm that all Members, Staff and Management Committee members have the right to privacy, confidentiality and freedom of information.

Policy:

1.    All Members, Staff and Management Committee members have the right to privacy, confidentiality and freedom of information.

2.    Any individual has the right to access information relative to him/herself.

3.    Confidential information relating to an individual is not to be released to anyone without written consent from the individual.

4.    Personal contact details (including home and mobile phone numbers, email addresses and physical addresses) of any staff, management committee, workshop staff or members, past or present, are not to be given to anyone under any circumstances. Integrated Images must contact the person whose details are being requested and provide them with the details of the person wishing to make contact. In the event that contact details are inadvertently divulged without permission, the CEO must be notified immediately.

5.    The only information collected and stored by Integrated Images Australia Inc. shall be that which is directly relevant and necessary for Integrated Images Australia Inc. activities.

6.    If a Member or Staff member have no contact with Integrated Images Australia Inc. for a period of 3 years, all confidential information relevant to that individual will be shredded using either the office shredder or an onsite contracted shredding company.

7.    Financial files must be kept for seven years, after which they will be shredded by an onsite contracted shredding company.

8.    All other files must be kept for a period of three years, after which they are shredded by an onsite, contracted shredding company.

9.    All Members, Staff and Integrated Images Australia Inc. Management Committee members shall be informed of these rights.

10.  The security of Member and Staff Personal Data in the databases and documents on the computer is maintained by the use of passwords and permission restrictions.

11.  All personal files for Members and Staff are secured in a folder and kept in a locked filing cabinet in the office. The office itself is secured by two locked doors and 24 hour security system.