Database Protocols
By Parentline, 14 June 2010
PARENTLINE DATABASE PROTOCOL
Purpose
To ensure that the Parentline Protocol for Data Use adheres to the statutory obligations set out in the Privacy Act 1993;
That there is appropriate and compliant interface between the Privacy Principles and the collection of individual information by Parentline.
Collection of Information
a) Personal information of clients will be collected to assist with the efficient and appropriate service delivery of Parentline’s organisational goals.
b) Any personal information is to be collected from the individual concerned unless:
- The information is in the public arena; or
- The client consents to the information being collected from a third party.
c) Parentline will ensure that clients consent to the collection of the information, and are fully informed in relation to:
- That the information is being collected and for what purpose; and
- The intended recipients; and
- The right of access to and correction of, the information collected.
The attached form is to be used by all Parentline staff when collecting personal information from clients.
d) Parentline will not collect personal information by unlawful means.
e) Information collected will be stored on a dedicated database, and may only be accessed by authorised users, who are:
- CEO
- Funding & Marketing Manager
- Service Delivery Manager
- Administrator
f) Parentline will ensure that clients have access to their personal information if they so request.
g) Parentline acknowledges that a client may request that information being held about them be amended or corrected.
h) Parentline may not use any information without taking reasonable steps to ensure that the information is relevant, accurate, complete and not misleading.
i) Parentline will not keep information for longer than is required for the purposes for which the information may lawfully be used.
j) Parentline will not use information gathered for a specific purpose, for any other purposes unless authorised by the individual concerned.
- Parentline staff are to ensure that when collecting personal information they obtain the client’s consent to use that information for the purposes in 3.
k) Parentline will not disclose personal information to any third party unless;
- Disclosure is one of the purposes for which the information as collected; or
- The disclosure is authorised by the individual concerned.
