Ruah often receives personal information about you when you are referred to one of our services or we may collect your information when you ring us requesting a service.
Before you start working with us we will collect the following personal information from you:
While we are working with you we will also collect information about:
While we are working with you we will record notes on the work we are doing with you each time you meet with or have contact with a Ruah worker.
Ruah collects your personal information so that we provide a service that meets your specific needs.
Whenever possible we will collect your personal information directly from you.
If we need to collect information about you from another organisation or service we discuss this with you and asked you to sign a consent form providing us with permission to collect the information.
Some of Ruah’s programs work in partnership with another organisation and these may have a joint consent form that with your consent Ruah and the other organisation will regularly share information about the service you are receiving
We use your personal information to provide you with a service that best meets your needs.
If you receive more than one service from Ruah your personal information will be shared between the appropriate workers
We provide de-identified personal information to the government agencies we receive funding from and generate internal reports to improve the quality of our services.
Ruah uses the carelink+ client data management system.
For each person we work with we create a unique file to record your personal information and the notes about the work we are doing with you.
We also scan and attach important documents to your carelink+ file such as Ruah consent forms you have signed, letters about you from other organisations, referrals to other services.
Our security measures to keep your personal information safe and confidential include:
Paper copies of your personal information are secured in locked filing cabinets which can only be accessed by nominated workers.
Workers update the personal information they receive from you to ensure that the personal information we hold about you is up-to-date, complete, not misleading and relevant.
Regular audits and and integrity checks are made by Ruah managers to maintain the quality of the personal information we hold about you.
While we work with you we may also collect sensitive information such as:
This information will be handled carefully and will ensure that it is kept secure and confidential
If we receive personal information about you from someone else that we did not ask for we will determine whether it is information we could have collected from you, whether the person providing the information is someone you have a supportive relationship with and/or if the information indicates a risk to you or to someone else.
If Ruah determines that it is not reasonable for us to have the information we will destroy or not record it.
Ruah does not use any government related identifier e.g. Medicare number, Centrelink Reference number, assigned to you as a Ruah identifier
We also manage government related identifiers as your personal information with the same level of use and disclosure
The only time we would use your personal information without your consent is if there is a risk to your safety or the safety of others.
If at any time you have concerns about the personal information we hold about you can request to ask to see that information and/or to have a correction made to your personal information.
You can make the request:
Once you have made a request we will send you a letter acknowledging the request.
Once Ruah has approved the request we will try to have the information to you with in 30 calendar days.
The Australian Privacy Principles provide 10 reasons under which an organisation can refuse a request for access to personal information such as:
If we refuse to let you access your personal information we will let you know why and how you can make a complaint.
Once you conclude with Ruah we will hold and archive your personal information for 7 years.
Ruah will not disclose your personal information to another organisation or company for the purpose of direct marketing.
Ruah will not actively disclose your personal information to anyone overseas.
This policy will be reviewed regularly and we appreciate any feedback on how we can improve this policy.
Please send any feedback to firstname.lastname@example.org
When a financial donation is made, we may collect credit card numbers and/or bank account details along with contact information (name, address, email address and telephone numbers). We collect this data to process donations and provide receipts. Please clearly indicate to us if you prefer your donation to be anonymous. We also use the information to keep our supporters informed about our work.
We do not collect personal information about you when you visit the Ruah website, unless you choose to provide such information.