When dealing with personal or health information collected about individuals, the Victorian College of the Arts must ensure compliance with the Information Privacy Act 2000 and the Health Records Act 2001.  In this policy a reference to ‘information’ is a reference to both health information and personal information.

The College’s Privacy Officer is the Deputy Director, Resources Mr. Neil Sutton who has overall responsibility for privacy issues. Privacy is an important issue for all staff.

Any complaint or allegation of a breach of this policy should be made in writing to:

Privacy Officer
Victorian College of the Arts
234 St. Kilda Road,
Southbank, Vic. 3006

Within a reasonable period from the time the individual first becomes aware of the breach of the Privacy Policy, the complainant should identify the conduct that is the basis for the complaint, the Privacy Principle they believe has been breached and the specific details of the grievance

Personal information means:

information or an opinion (including information or an opinion forming part of a database).  Whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can be reasonably ascertained, from the information or opinion, but does not include health information.

Health information means:

information or an opinion about:

• other personal information collected to provide, or in providing, a health service; or
• other personal information about an individual collected in connection with the donation, or intended donation, by the individual of his or her body parts, organs or body substances; or
• other personal information that is genetic information about an individual in a form which is or could be predictive of the health (at any time) of the individual or of any of his or her descendants.

The College is constrained by the Acts to collect information only where it is necessary for one ormore of our functions or activities.  When we collect information about an individual, we will take reasonable steps to inform the individual of:

• the purposes for which the information is collected; and
• to whom the College usually discloses information of that kind; and
• any law that requires the particular information to  be collected; and
• the main consequences (if any) for you if all or part of the information is not provided.

Some personal information, such as information about an individual’s ethnicity or religious beliefs, may be regarded as ‘sensitive information’.  We will only collect sensitive or health information with consent of the individual concerned, or as otherwise allowed by the Acts.

The College will only use or disclose information:

• for the purpose for which it was collected (the primary purpose);
• for a secondary purpose that:
• • is related to the primary purpose and, if the personal information is sensitive information, or health information directly related to the primary purpose; and
  • the individual would reasonably expect;
• where there is consent of the individual concerned to the use or disclosure; and
• as otherwise allowed by the Acts.
  

When a College department collects information, the purposes for which the information is collected will usually be made clear on any forms that are to be completed, or will be apparent from the circumstances.  When required, we will seek your consent to use your information in a particular way.  If you require more specific information about the way in which your information is used or disclosed, please contact the relevant College department or the College’s Privacy Officer.

The College will take reasonable steps to ensure that the information we hold is accurate and complete.

The College will take reasonable steps to protect information from misuse, loss, unauthorised access, modification or disclosure.  Information will be destroyed if it is no longer needed for any legitimate purposes.

Access and correction of your information is handled by the College in accordance with the Freedom of Information Act 1982.

The University will not transfer information outside Victoria except in certain circumstances including where:

• consent of the individual concerned is obtained;
• the information is transferred for the benefit of the individual; or
• as otherwise allowed under the Acts.