Privacy Policy and Procedure
The Medical Benevolent Association of NSW-ACT ("MBA NSW-ACT," "we," "us," or "our") is committed to protecting the personal and sensitive information it collects, holds, and administers. This Privacy Policy aligns with the Privacy Act 1988 (Cth) ("Privacy Act"), which incorporates the Australian Privacy Principles (APPs). We ensure all personal information is treated in accordance with these principles.
The purpose of this Privacy Policy is to provide a framework for managing privacy considerations and to explain how MBA NSW-ACT collects, stores, and administers personal information that identifies or could identify an individual. This policy is reviewed periodically to account for new laws, technologies, changes in our operations, and evolving practices.
Privacy and Confidentiality Policy
At MBA NSW-ACT, we respect the privacy and confidentiality of all individuals who interact with us, including those seeking support services, making donations, visiting our website, or working with us as suppliers or partners. This policy outlines our commitments, obligations, and processes for safeguarding personal information.
Our Services
The primary focus of our services is providing social work and counselling support to doctors and their families. We understand the unique challenges faced by medical practitioners and are committed to maintaining confidentiality.
You have the right to remain anonymous when contacting us. However, if you request financial assistance, we will require identifying and verification documents (e.g., driver’s license, passport, bank statements, and/or bills) to assess your hardship application. If approved, we provide financial support either through direct payment to your bank account or by paying bills directly to suppliers. Sensitive information is handled securely and in line with your reasonable expectations.
All collected information is securely stored using systems that incorporate encryption, two-factor authentication (2FA), and password protection.
Privacy Obligations
MBA NSW-ACT adheres to strict privacy obligations under the Privacy Act, Australian Privacy Principles, and applicable NSW privacy legislation. Personal information is collected only for lawful and reasonable purposes related to our services.
Information We May Collect:
We may collect personal information, such as:
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Name, email address, date of birth, phone number, and postal address
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Bank details (for financial assistance or donations) and bank statements you provide if requesting financial assistance
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Identification verification documents including driver’s license, passport, if making a financial assistance request
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Rent statements, bills and other documentation provided if making financial assistance request
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Details pertaining to the any potential health condition that you disclose to us for the purposes of us providing our services to you
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Feedback or inquiries submitted via our website
This information is collected directly from individuals and only when necessary to provide services.
How Do Collect Information:
We may collect your personal information (and health information) in ways including:
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Face-to-face, over the phone, or via email
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Through forms or documents you provide
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When you visit our website
How Do We Use Information:
We may use your personal information:
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To provide our services to you
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To correspond with you or address feedback, issues, attend to inquiries, concerns and remarks
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To make referrals to financial counselling, legal and other professionals
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When it is required or authorised by law
Key Privacy Commitments:
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Minimisation: We collect only the information necessary for our primary functions.
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Transparency: We inform stakeholders about why we collect information and how it will be used.
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Purpose: Personal information is used only for the primary purpose for which it was collected.
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Security: We protect personal information from unauthorised access.
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Access and Correction: Individuals can access and correct their information.
Health Information
Health information is included as sensitive information under the Privacy Act. We may hold health information about you including any information relating to your health, your medical history, any illness, injury or disability you may have where relevant to assessing an application or in providing services to you. We will not disclose sensitive information without your express consent.
Anonymity and Confidentiality
Individuals can choose to remain anonymous or use a pseudonym when seeking support services. However, if personal or health information is disclosed voluntarily, it may be recorded in our secure Case Management System (CSNet) to enhance the quality of service provided.
Direct Marketing
Under Australian Privacy Law, personal information is used for direct marketing only with consent. MBA NSW-ACT may use personal information to inform you about services, events, appeals or newsletters. We do not provide your data to any third party for the purposes of that party marketing their services to you.
To opt out of receiving our marketing materials, contact us at
admin@mbansw.org.au. We will remove your details from our mailing list within a reasonable time.
Procedures
Collection
MBA NSW-ACT will:
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Collect only the information necessary for our primary function.
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Notify individuals about the purpose of collection and their rights regarding access.
Use and Disclosure
MBA NSW-ACT will:
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Use information only for its primary purpose unless additional consent is obtained.
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Use and disclose information to administrative support services we use in running the Association;
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Not sell or receive payment for licensing or disclosing your personal information to third parties, unless your consent is first obtained.
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Not transfer your personal information to overseas recipients unless your express consent is first obtained. If we need to transfer your personal information to a party outside Australia, we will comply with all applicable laws, including, at minimum the provisions of the APPs (in particular APP 8 (Cross-border disclosure of personal information), and the General Data Protection Regulation (GDPR) if applicable. We will ensure that any third party to whom to provide the information offshore is already subject to strict privacy laws (like the GDPR) or we will compel them to comply with the APP’s (at a minimum).
Data Quality
We take reasonable steps to ensure the accuracy and completeness of information.
Data Storage, Security, and Retention
Information is securely stored using electronic systems compliant with Australian Privacy Laws. Measures include protection against unauthorised access, viruses, theft, and loss. Records are destroyed as required by law.
If you suspect your data has been compromised, contact us immediately.
Access and Correction
You have the right to:
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Access personal information held about you.
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Request corrections to ensure accuracy.
To request access or correction, email
admin@mbansw.org.au or call
02 9987 0504 (Option 2). Proof of identity may be required.
Links To Other Websites
Our website contains links to other websites operated by third parties. Similarly, other websites operated by third parties may link to this website. Please note that our policy applies only to our website and not to any third-party sites. We do not have any influence over whether their operators comply with data protection provisions. Therefore, you should examine the respectively offered data protection statements separately. We also do not have any influence on the legality of the contents of these websites. Therefore, we reject any responsibility for the contents of other websites. Please also note that the transmission of information via the internet is not completely secure. We are unable to guarantee the security of your data transmitted online.
Data Breach
We take all reasonable steps to prevent data breaches. However, if we suspect that a data breach has occurred, we will comply with any legislation that is binding on us, and report the breach to you and any required privacy authorities as necessary and within the times required.
Data Analysis and Website Usage
MBA NSW-ACT may collect non-identifiable data, such as IP addresses and browser types, for statistical analysis and website improvement. This data cannot personally identify users.
We may also aggregate data for reporting purposes (e.g., demographics and trends) while ensuring no personal information is disclosed without consent.
Our website uses cookies to distinguish you from other uses of our website. Cookies are used to maintain session information between your browser and our website and identify things related to your use of the website such as the time of your visit, its duration and the pages you visit. You may restrict, block or delete cookies using your browser settings. However, please note that our website may not function correctly, and you may not be able to access certain areas, if you do delete or block cookies.
Safety Concerns
In rare cases where immediate safety concerns arise, our social workers may contact emergency services or other appropriate parties to ensure the safety of individuals.
Feedback and Complaints
If you believe your privacy has been breached or have a privacy-related issue, please contact:
Executive OfficerThe Medical Benevolent Association of NSW-ACT
Phone:
02 9987 0504 (Option 2)Email:
admin@mbansw.org.auAlternatively, you can provide feedback via our website’s "Contact Us" page. We acknowledge feedback promptly and outline the process for responding.
Responsibilities
The Council of MBA NSW-ACT is responsible for adopting and overseeing this policy. All Council members, employees, contractors, and volunteers are bound by strict privacy requirements.
The Executive Officer is responsible for monitoring changes in privacy legislation and reviewing this policy as needed.
Updates to This Policy
We may, at any time, vary this policy by publishing an updated version on our website. You accept that by using the website or continuing to use our services, we provided you with sufficient notice of the variation.
Policy Version
Last Updated: 3 February 2025