Privacy Policy

Yarraville Community Centre (YCC) observes the Australian Privacy Principles and other related legislation and standards when collecting, using, storing, securing, or disclosing personal or sensitive information about an employee or participant.

YCC will only collect personal information that is necessary and incidental to its functions and services by fair and lawful means:

1. Individuals are entitled to have access to their own records, unless prevented by law
2. The organisation will amend records shown to be incorrect

The organisation will observe the Information Privacy Principles specified in the Information Privacy Act 2000 (Vic), the Health Privacy Principles specified in the Health Records Act 2001 (Vic), the Information Privacy Principles specified in the Privacy and Data Protection Act 2014 (Vic), the thirteen Australian Privacy Principles as specified in the Privacy Amendment (Enhancing Privacy Protection) Act 2012 and adhere to the Victorian Protective Data Security Framework (VPDSF) and Victorian Protective Data Security Standards (VPDSS).

This policy must be observed by all YCC staff, volunteers, contractors and students who have access to personal information.

YCC can collect personal information directly from referring agencies and participants at appointment, enrolment or registration for a particular service. YCC takes reasonable steps to ensure that:

1. The collection and use of personal and health information relates directly to the legitimate purposes of the organisation;
2. Individuals are aware and informed of the purposes for which personal and health information is obtained, health information will only be collected if individuals provide informed consent;
3. Personal and health information the organisation receives and holds is up to date and accurate;
4. Personal and health information is stored securely;
5. Personal and health information no longer required will be destroyed or permanently de-identified; and
6. Complaints received from individuals about potential breaches of the Australian Privacy Principles or any other related legislation or standards by the organisation are handled according to the Complaints and Appeals Policy

Personal information collected by YCC may include:

• First and family name
• Home and mobile phone numbers
• Postal and residential address
• Email address
• Date of birth
• Tax file number
• Superannuation information
• Emergency contact details including name, relationship and phone number
• Bank account details
• Drivers licence
• Working with Children Check

Sensitive information collected by YCC may include:

• Dietary requirements
• Special prayer or religious leave needs
• Criminal record
• Accessibility and other needs and limitations due to a person’s disability
• Health information (including COVID-19 vaccination status)

Government Identifiers

YCC may use a government related identifier to verify the identity of an individual in relation to its business activities and in order to provide a service. This includes:

• VSN for students up to the age of 24 years
• Unique Student Identification (USI)
• Customer Reference Number (CRN) / Job Seeker Identification (JSI)
• Passport / VISA / Travel Document
• VASS Number (VCAL enrolments)
• VETTRAK Enrolment Number
• Pension or Concession Card
• Medicare Number

Personal or sensitive information is collected about a person:

1. Directly from the person, for example when a person provides information applying for a job or submitting information through an application form.
2. Where relevant, and with the person’s consent, through a third-party recruitment service provider.
3. With the person’s consent through third parties (for example, seeking information about a person’s prior employment history through reference checks, eligibility to work in Australia through a visa status check, educational qualifications by requesting confirmation of qualifications or results from an academic institution, or a person’s ability to perform the inherent requirements of a position through medical professionals), and
4. Through publicly available information, such as Facebook or LinkedIn.

Personal information received by the organisation is held electronically on the information technology systems of YCC and its service providers. Authorised access is limited to authorised employees, contractors, and service providers who require access in connection with the purposes described in this policy.

YCC will not reveal, disclose, sell, distribute, rent, license, share or pass personal information on to a third party, other than those that we are obliged to, ensuring that the third party gives comparable levels of protection to personal information.

All staff, including paid, voluntary and work placement personnel are provided with the Privacy Policy and are required to sign a Privacy Agreement when they are first employed or commence.

All students are provided with the Privacy Policy at enrolment and at any other time.

The Department of Education uses student and training data, including personal information, for a range of Vocational Education and Training (VET) purposes including administration, monitoring and planning.

A student’s USI may be used for specific VET purposes including the verification of student data provided by YCC; the administration and audit of VET providers and programs; education-related policy and research purposes; and to assist in determining eligibility for training subsidies.

How to make a complaint

If you would like to lodge a complaint, this must be done in writing to info@ycc.net.au or the CEO, at ceo@ycc.net.au. Upon lodging your complaint, we will treat your requests or complaints confidentially. We will contact you after receipt of your complaint to discuss concerns and outline options regarding how they may be solved. We aim to ensure that your complaint is resolved appropriately and within 30 days of receipt.

If the complaint is unresolved, an individual can refer the complaint to the Office of the Australian Information Commissioner (OAIC) https://www.oaic.gov.au/

Who to contact

For further information in relation to the Policy, or if a copy of the Policy is required in an accessible format, contact our CEO, ceo@ycc.net.au.

We may change this privacy policy from time to time. Unless required, this Policy and Procedure will be reviewed annually. Anyone is able to make a privacy complaint through the Office of the Commissioner for Privacy and Data Protection – https://ovic.vic.gov.au/