PRIVACY POLICY

Your privacy is respected

The IPPP is committed to protecting the privacy of members and others who utilise the services of, collaborates with, or otherwise interacts with the IPPP.

The IPPP adheres to the National Privacy Principles established by the Privacy Act 1988 (Cth).

This policy sets out how the IPPP handles personal information, as defined in the Privacy Act:

Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not.

What information do we collect about you?

We may, for example, collect and retain information such as your name, age, date of birth, address, contact phone numbers, your workplace, your internet protocol address and email, your company or practice details, the history of your interactions with us, your payment details, and other information that is relevant to your contact with the IPPP. In some situations (e.g., for membership applications) we may need to collect sensitive information, such as professional memberships.

How do we collect information about you?

From time to time, the IPPP may record and retain personal information that you give to us directly (e.g., when you contact us by telephone or email), via the website, via a third party (e.g., when you authorise us to speak to another party about you), or by other means (e.g., via membership application forms of the Ardelis Award Application Form).

Wherever possible, we will collect personal information from you directly. In some cases, however, we may collect personal information about you from third party sources such as, but not restricted to:

1. your legal representative;
2. your referees.

When we collect information from third parties we will seek your consent unless exceptional circumstances arise.

Security of your Personal Information

The IPPP holds personal information, as appropriate, in either or both hard copy and electronic format. Hard copy material is stored securely and is only accessible to office bearers of the IPPP or to those they authorise to have access for a specific purpose.

To assist us in administering the IPPP, and providing services consistent with our Constitution, we may use a variety of technology and electronic tools. When this occurs, your Personal Information may be stored on servers in Australia, or offshore, but at all times will be kept securely.

Purpose of holding information

Information is gathered as part of the IPPP fulfilling its duty to members and the profession. Information is held for a variety of purposes including but not restricted to:

• Processing membership applications
• Providing membership services
• Responding to requests, queries or concerns
• Administrative purposes including financial transactions
• Meeting all regulatory responsibilities

Disclosure of your information

All personal information gathered and retained by the IPPP will remain confidential and secure apart from when:

1. It is required by law or by a valid court document (e.g., subpoena)
2. The information is subject to mandatory reporting obligations (e.g., child abuse)
3. The information is required as part of an investigation authorised under the Workers Rehabilitation and Compensation Act (1986), as amended, using Section 110 authority of the said Act and subject to the provisions of Section 122 of the said Act.
4. Failure to disclose the information would place you or another person at risk of harm
5. You have provided authority to provide information to another professional or agency or have authorised the material to be discussed with another person (e.g., a partner or employer)
6. We need to consult a lawyer to advise us or defend against a claim
7. We need the assistance of a service provider such as an accountant or IT service provider, in which case access would be limited to that which is reasonably necessary to provide services to us, and at all times under obligations of confidentiality.
8. We need to use a service provider to deliver online assistance. The service providers we use have policies and procedures in place to secure data and keep information private.
9. The staff of office bearers to enable administrative activities of the IPPP to be conducted

We encourage you to discuss the nature of the information that will be gathered and held about you during your interactions with the IPPP.

We do not sell or disclose your personal information to third parties as a commercial activity.

How you may request access to your information and fees involved

You may request access to the information kept about you by the IPPP by making a written request to the President of the IPPP (see contact details above) stating the information to which access is sought. Your request will be acknowledged within 30 days and will include an indication of any costs involved in meeting the request. Your request will then be processed within 30 days. Telephone or email contact will be made, if necessary, for clarification purposes, and the 30-day processing period will be taken to commence only once it is clear what information is required. Access to information may be denied, or some information withheld, due to provisions under Australian Privacy Principle 12.3. (You may view a copy of these Principles at the website of the Office of the Australian Information Commissioner). You will be provided with the reason should this occur.

Please note that a reasonable charge may apply relating to administrative costs involved in providing the access and these charges must be paid prior to, or at the time of access.

The IPPP takes your privacy very seriously. As such, you will also be required to provide proof of identity prior to any access to your information being provided.

How you may request your information is accurate and complete

If you believe that your personal information is incorrect, out of date, incomplete, or otherwise unsatisfactory in some way, you may request that the IPPP addresses this. Please talk to an office bearer of the IPPP in the first instance (see contact details above). You may be asked to place your request in writing, in which case this request will be made to the President of the IPPP stating your request and making it clear to what information your request pertains.

Destruction of information records

Any information held by the IPPP about you will remain the property of the IPPP and will be stored/retained for a period of seven (7) years, from the date of cessation of your contact with the IPPP. After that period, the IPPP has the right to destroy the information.

Concerns or complaints

If you have a concern or query about the management of your personal information, please discuss this with any office bearer of the IPPP. A list of the office bearers and their contact details may be found on the IPPP website.

If you wish to lodge a formal complaint to the IPPP about the management of your personal information, please place it in writing, providing a brief outline of your complaint and if possible, what you expect as an outcome. Receipt of your complaint will be acknowledged in writing. Your complaint will be investigated by someone who was not directly involved in the matter complained about. You will be advised as to who will look into your matter and when that process may be completed. We will inform you of the outcome of the enquiry and what remedies may be applied, if appropriate. If you remain dissatisfied with IPPP’s response to your complaint, you may contact the Office of the Australian Information Commissioner.

Changes to this policy

If we change this policy, an updated version will be available on our website, noting when it was last updated.

Download a copy of the IPPP_Privacy_Policy.