This Policy has been prepared to demonstrate compliance with the “Federal Privacy Act 1988” and the “National
Privacy Principles” (NPP) as required under the Federal Government privacy scheme 2000.
Our purpose is to protect the privacy of our stakeholders:
- the members of the Friends of the Academy
- students of WAAPA who make applications for financial grants and/or student loans
Information regarding this Policy will be appended to all membership and application forms, and provided to
stakeholders if requested.
Privacy Procedures and Protocols. All Management Committee members are aware of the policy and prepared
to act within its parameters. New Committee members will be in-serviced appropriately.
Government Guidelines for the National Privacy Principles are available at: www.oaic.gov.au/
This is defined as information recorded in a material form about any individual whose identity is apparent. The
range of information is broad, and covers information relating to residence, employment, occupation, finances,
references and relationships to other persons.
NPP 1 – COLLECTION of PERSONAL INFORMATION
All collection of personal information will be fair, lawful and not intrusive. FOA members and students submitting
financial assistance applications will be advised that their privacy will be protected, and access to their personal
information held by the FOA is accessible to them. The organisation will collect and record only the minimum of
information required to perform its functions.
NNP 2 – USE and DISCLOSURE
All personal information obtained from our stakeholder groups will not be disclosed to any third party without the
prior consent of individuals involved. Any personal information provided will be used only for the purposes stated
in the membership and/or application forms. If personal information is disclosed to a third party, details regarding
the disclosure must be kept in written format.
NNP 3 – DATA QUALITY
The FOA Management Committee will collect only the minimum information necessary to maintain a membership
database and to judge all applications for financial assistance. All such information will be accurate and up to date.
NPP 4 – DATA SECURITY
The Management Committee of the FOA takes all reasonable steps to protect personal information from misuse,
loss, unauthorised access and disclosure. Data will not be provided to a third party for any reason, including
financial gain. Data will be retained for the period of time stated in the FOA Constitution, then destroyed
appropriately. Data collected will be maintained in hard copy format, and accessed by the FOA Managing Committee Chairperson and Secretary.
NNP 5 – OPENNESS
This Privacy document is made available on request. If requested the organisation must advise what personal
information it holds, for what purposes, and how it collects, holds, uses, destroys, and discloses such information.
NNP 6 – ACCESS and CORRECTION
Individuals will be given access to their own personal information on request. No member of the FOA Committee
will make any correction or addition to collected information without the prior approval of the stakeholder.
NNP 7 – IDENTIFIERS
NNP 8 – ANONYMITY
Stakeholders will only provide essential information, and this will be accessed by members of the FOA
Management Committee for the purpose of decision-making (re financial assistance requests) and
correspondence (members). Members and applicants may not remain anonymous, but are assured of privacy,
security and confidentiality.
NPP 9 – TRANSBORDER DATA FLOWS
NPP 10 – SENSITIVE INFORMATION
The organisation will not collect sensitive information for any purpose, beyond that required to assess applications
for financial assistance, and to maintain a membership database. No information on individual’s health will be
collected or maintained.
The Management Committee of the FOA (WAAPA) wishes it recorded that:
- the organisation’s position on privacy has been discussed
- a Policy has been drawn up, presented to the Committee and approved
- all written records will be maintained in compliance with the Federal Government Privacy legislation and protocols
- the Policy will be monitored, evaluated and updated at regular intervals
Any complaints received will be entered in a Complaints and Incident Register. Such entries will be reviewed
and actioned, and details regarding the review and action will be detailed in the Register.
Chairman: K. J Button
DATE – July 2004
Secretary: J. Farrant
DATE – July 2004