Privacy Policy

1. POLICY STATEMENT

Rise Wellbeing Pty Ltd is committed to protecting the privacy, dignity, and confidentiality of all participants and ensuring that personal information is handled safely, respectfully, and in accordance with legislation.

We will:

• Collect, use, store, and share information in a lawful and transparent manner
• Protect all personal and sensitive information from misuse, loss, or unauthorised access
• Only share information with consent, unless required or authorised by law
• Ensure participants are informed about how their information is collected, used, and shared
• Support participants to access and correct their information
• Uphold participant dignity and privacy in all interactions

1.1 Principles

Privacy and confidentiality are guided by the following principles:

• Participants have the right to privacy, dignity, and confidentiality
• Participants are informed about how their information is collected, used, and shared
• Information is only collected where necessary to provide supports
• Participants are supported to understand their rights and make informed decisions
• Information is provided in accessible formats, including Easy Read and with interpreters where required
• Confidentiality is maintained by all staff at all times
• Privacy is respected in all interactions, including discussions of sensitive information
• Information is only shared with authorised persons or where legally required

2. PURPOSE AND SCOPE

Purpose

The purpose of this policy is to outline how Rise Wellbeing Pty Ltd manages personal, sensitive, and health information in a way that protects participant privacy and meets legislative and NDIS requirements.

This policy applies to:

• All employees, contractors, and volunteers
• All NDIS participants receiving supports through Rise Wellbeing
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Privacy and Confidentiality

Approval Date - March 2026

Authorised By - Directors

Review Date - March 2028

3. PROCEDURE

3.1 Collection of Information

Rise Wellbeing Pty Ltd will:

• Only collect information that is necessary to provide safe and effective supports
• Inform participants:
  • What information is being collected
  • Why it is being collected
  • How it will be used and shared 
• Collect information in a respectful and confidential manner
• Where information is collected from another source, inform the participant where appropriate

3.2 Use and Disclosure of Information

• Information is only used for the purpose for which it was collected
• Information is not shared without participant consent unless required or authorised by law
• Information may be disclosed without consent where:
  • There is a risk of harm to the participant or others
  • There are legal or mandatory reporting requirements
  • A court order or subpoena is issued

3.3 Storage and Security of Information

Rise Wellbeing Pty Ltd will ensure that:

• All information is stored securely (electronic and hard copy)
• Electronic systems are password protected and secure
• Physical records are stored in locked and secure locations
• Access to information is limited to authorised personnel only
• Information is protected from misuse, loss, or unauthorised access

3.4 Access to and Correction of Information 

Participants have the right to:

• Request access to their personal and health information
• Request corrections to information that is inaccurate or incomplete

Requests must:

• Be made through Rise Wellbeing Pty Ltd
• Be verified for identity
• Be responded to within a reasonable timeframe

Access may be limited or refused in line with legislation, with reasons provided to the participant.

3.5 Release of Information

Information is only released:

• With written consent from the participant or authorised representative, or
• Where required or authorised by law
• Requests for release of information must: P&P-Privacy and Confidentiality-(v1.0) March 2026 2
• Be in writing
• Clearly specify the information requested
• Be authorised by the participant or their legally authorised representative
• A record must be kept of:
  • What information was released
  • To whom
  • The date of release
• All third-party requests (e.g. lawyers, police, external agencies) must be reviewed and approved by a Director or delegate

3.6 Privacy in Practice

Staff must:

• Ensure conversations involving personal information are conducted privately
• Maintain confidentiality in all environments (including community settings)
• Avoid discussing participant information outside of professional contexts
• Use discretion when handling sensitive information

3.7 Data Retention and Disposal

• Information is retained in accordance with legal and regulatory requirements 
• Information is securely destroyed or de-identified when no longer required
• Disposal processes ensure confidentiality is maintained

3.8 Complaints and Concerns

Participants can raise concerns about privacy or confidentiality.

Rise Wellbeing Pty Ltd will:

• Respond to concerns promptly and respectfully
• Handle complaints in line with the Complaints Policy
• Maintain confidentiality throughout the process

4. WORK INSTRUCTIONS (SUMMARY)

At onboarding:

1. Inform participant about privacy and confidentiality
2. Provide relevant documents (including confidentiality statement)
3. Explain how information will be managed
4. Confirm understanding
5. Record consent in line with Consent Policy

5. RELATED DOCUMENTS

• Consent Policy & Procedure
• Client Rights & Responsibilities Policy
• Confidentiality Statement (Welcome Pack)

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• Service Agreement
• Complaints Policy

6. LEGISLATION AND STANDARDS

• Privacy Act 1988 (Cth)
• Australian Privacy Principles
• Health Records Act 2001 (Vic)
• NDIS Practice Standards
• NDIS Code of Conduct

7. REVIEW HISTORY

• This policy will be reviewed annually or as required.
• Date - March 2026
• Description - Initial - Policies identified as overlapping and have now been integrated into Privacy & Confidentiality Policy
• Reviewed / Changed by - Kim Maloney
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