Last updated: 24/03/18
This Policy will be made available to any person requesting a copy.
Personal Information Collection
When we collect personal information, we will ensure that we do so lawfully and fairly. We will only collect information that is necessary for conducting our activities.
We will advise individuals of the purposes for which their personal information is collected, and of those third parties to whom the information is usually disclosed.
Whenever we collect personal information from third parties concerning an individual, we will take reasonable steps to advise that individual that we have the personal information, the reasons why we have it, and how the individual may gain access to it.
Use of Personal Information
Personal Information will only be used:
For the purpose, it was collected and for related purposes that the person would reasonably expect it to be used;
Where consent is provided for the particular use;
If we are required by law to disclose it; or
For any other reasonable purpose as allowed or required by the Act.
Personal information is not generally available to persons who are not Staff or Volunteers of Youth Dimension and require the information for the ministry of Youth Dimension.
Data storage and use
Wellbeing data are primarily collected from participants online. On occasions, paper survey's are used. Online data are collected and stored at SurveyMonkey.
SurveyMonkey’s information systems and technical infrastructure are hosted within world-class, SOC 2 accredited data centres. Physical security controls at our data centres include 24x7 monitoring, cameras, visitor logs, entry requirements, and dedicated cages for SurveyMonkey hardware.
SurveyMonkey maintains a documented vulnerability management program which includes periodic scans, identification, and remediation of security vulnerabilities on servers, workstations, network equipment, and applications. All networks, including test and production environments, are regularly scanned using trusted third party vendors. Critical patches are applied to servers on a priority basis and as appropriate for all other patches.
All data stored at SurveyMonkey are encrypted and password protected. See more information at https://www.surveymonkey.com/mp/legal/security/
If data are collected by YD that are identifiable (for purposes related to school requirements), after analyses, these data are de-identified and added to pooled wellbeing data. These pooled data, on occasions, are used for research purposes and publications. No individual or organisation can be identified within these pooled data (pooled data are stored in locked and password protected cloud storage facilities used by YD). After their intended use, all original data, including paper copies, are destroyed.
Some personal information is sensitive. Health information is sensitive information. We will only collect sensitive information with the consent of the individual, for the purposes required by the activities of Youth Dimension in the provision of health services (including counselling) or for other purposes allowed or required by the Act.
Any sensitive information that Youth Dimension collects in the course of its activities is covered by an exemption set out in NPP10. This exemption permits Youth Dimension to collect information regarding such things as the religious affiliations of staff, students and volunteers without first receiving your consent to the collection. However, Youth Dimension does not disclose this information without an individual’s consent. We collect this type of personal information relying upon NPP10.1(d) only concerning members of Youth Dimension.
Youth Dimension is also committed to privacy on its Internet sites. We have a public website at yd.org.auwhich is available to anyone. Youth Dimension collects personal information on its website when you fill out a form. The information that we request is limited to what is needed to provide you with the service.
When you browse this website, our Internet Site Host makes a record of your visit and logs the following information for statistical purposes:
your server address
your top-level domain name (for example .com, .gov, .au, .uk etc)
the date and time of your visit to the site
the pages you accessed and documents downloaded
the previous site that visited and/or the Search engine keyword used to find our site
the type of browser and operating system you are using
the amount of data in bytes that you download from our site
No attempt is made to identify users or their browsing activities except, in the event of an investigation, where a law enforcement agency may inspect logs.
We have an internal Intranet site, and this is available only to the staff of Youth Dimension. The type of information restricts access to this information on a need-to-know basis.
Management of Information
We will take all reasonable steps to ensure that the personal information collected from individuals is complete and up-to-date.
We will take all reasonable steps to protect the information from misuse, loss, unauthorised access or disclosure. Youth Dimension has procedures to destroy all personal information that is no longer needed.
Where practicable and lawful, Youth Dimension will endeavour to provide individuals with the option of interacting anonymously. However, given the activities in which Youth Dimension is engaged, this will generally not be a practicable option.
Access to Information
We will provide people with reasonable access to their personal information collected by Youth Dimension in the course of its dealings with the person. However, in certain circumstances, we may deny access to this information to the extent that:
Providing access would pose a serious and imminent threat to the life or health of any individual;
Providing access would have an unreasonable impact upon the privacy of other individuals;
Any other reason as consistent with the Act.
In such a situation, we will explain to the person the reason for denying such access.
Youth Dimension will do everything it can do to respect the privacy of individuals and will only make an individual’s personal information available to those who have an absolute need permitted by privacy laws to provide a service to the individual.
From time to time, Youth Dimension will review this policy and may need to revise it. When we do, we will also revise the "last updated" date at the top of the privacy statement. For material changes to this statement, Youth Dimension will notify you by placing a prominent notice on our Web site.
Questions and contact
If you would like further information about the way YD manages the personal information it holds OR would like access to your personal information held by us, please contact our office by email firstname.lastname@example.org or by post:
Suite C, Level 1, 90-94 Tram Road
Phone: (03) 9844 1944