The purpose of this policy is to communicate the personal information handling practices of the National Association of Specialist Obstetricians and Gynaecologists (NASOG), in accordance with relevant legislation.
NASOG is committed to ensuring the privacy of individuals in compliance with the Australian Privacy Principles – Privacy Act 1988.
This policy outlines the way NASOG collects, uses, stores and discloses personal information, the procedures concerning management of privacy complaints and the procedures that allow access to personal information.
All personal information that enters NASOG is dealt with in a consistent manner and every effort is made to maintain its security.
NASOG collects and holds personal information about members (including trainees who are members), conference delegates, applicants, recipients of ASA services, hospitals, suppliers, and other individuals who interact with NASOG including patients of members. This information typically includes name, address, telephone and fax details, email address, and may also include other personal information (for example, curriculum vitae), health and financial information. This information facilitates the provision of ASA services such as education, enables NASOG to procure goods and services from suppliers, and allows NASOG to contact individuals and others.
Business needs may require the disclosure of personal information to related service providers. In appropriate cases we will endeavour to inform the individual of the type of personal information held, the reasons for disclosure, and the type of individuals and organisation to whom it is usually disclosed. Personal information where required by law will be disclosed.
NASOG will only collect information from individuals when it is reasonably necessary for the performance of its functions and activities, and all such collection will be subject to this policy. The information collected will depend on the individual’s relationship with NASOG.
NASOG uses personal information for the purpose for which it was collected. This information may be used for secondary purposes which directly relate to the primary purpose of collection. For example, an individual may be required to fill in a form to register for an event and NASOG may use these contact details to send further event information.
Contact information held by NASOG may also be used to inform individuals of special offers or additional services provided by NASOG. Where required or appropriate, the individual contacted will be provided with the option of not receiving further communication of this nature from NASOG.
In the course of online interaction via our website, we may collect the following non-personally identifiable information, including but not limited to browser type, version and language, operating system, pages viewed while browsing the website, page access times and referring website address. This collected information is used internally only for the purpose of better understanding visitor traffic and designing and delivering relevant content.
NASOG does not sell any of the personal information it collects. NASOG will disclose personal information for the primary purpose for which it was collected or for a secondary purpose if it directly relates to the primary purpose. Individuals will be informed of this and may have to sign a consent form at the point of collection.
For example, aggregated membership information may be shared with medical boards, health authorities, government, hospitals and other health institutions in connection with uses identified in this policy.
NASOG does engage third parties to perform certain business functions. Therefore, it is sometimes necessary to disclose personal information to those suppliers. Where disclosure takes place, NASOG seeks to ensure that personal information is handled in accordance with the Australian Privacy Principles. NASOG requires third parties to sign a confidentiality agreement
Information will not be disclosed where to do so would breach other statutory or legal obligations.
NASOG undertakes to protect personal information from unauthorised use, access, disclosure and alteration. Staff must comply with NASOG’s policy on the handling of personal information. IT protection systems and internal procedures are also utilised to protect the personal information held by NASOG. Information will be held until there is no longer a business or legal need to retain it.
NASOG seeks to maintain the accuracy of personal information. Individuals are encouraged to contact NASOG if the information held is incorrect or to notify NASOG if personal information has changed. Changes to personal details can also be made by individuals by email firstname.lastname@example.org
3.6 Period of retention
NASOG shall not retain the personal information of any person for longer than necessary.
The NASOG Secretariat may be contacted on +61 2 6180 2819 or at email@example.com by an individual to access their personal information. A request in writing from that individual will be required to access their information. Access will be provided unless the request is unreasonable or the Australian Privacy Principles permit or require NASOG to decline that access. As permitted by law, a fee may be requested to cover the cost of access. Any queries regarding an individual’s personal online information should be checked by that individual prior to any such request.
4. PARTICULAR PROVISIONS AND INFORMATION USE
In addition to the above, the following provisions apply:
4.1 Members and trainees who are members
NASOG holds personal information about members (and trainees who are members) which is used to conduct NASOG business. It may be disclosed to NASOG staff, Council and committees, hospitals, external suppliers, Colleges, societies and associations of which the individual is an applicant or member. Personal information may be disclosed where required by law.
A request by a member or trainee for another member or trainee’s personal contact details will be referred to the CEO.
Any information provided to NASOG will be used and disclosed in the manner set out in this policy. Failure to provide this information may prevent NASOG from adequately delivering its services. Further information regarding the use and disclosure of personal information may be provided at the point of collection.
4.2 External suppliers
NASOG holds personal information about external suppliers which may be used and disclosed in the course of conducting NASOG business. Personal information may be disclosed to other suppliers to NASOG or to NASOG staff, council and committees where necessary in order to conduct this business. Failure to provide this information may impede the process of transacting business.
5. COMPLAINTS AND CONCERNS
If you wish to make a complaint about a breach of your privacy, the complaint should be made in writing to Chief Executive Officer PO Box 78 Deakin West ACT 2600.
Receipt of your complaint will be acknowledged and NASOG will endeavour to deal with your complaint and provide you a response within 30 days. Some matters may require detailed investigation and may accordingly take longer to resolve. NASOG will provide you with progress updates if this is the case and may seek further information from you.
NASOG may refuse to investigate and deal with a complaint if it is considered to be abusive, trivial or vexatious.
If you are dissatisfied with the outcome of a privacy complaint after an initial decision has been made by NASOG, you may seek internal review of the decision. Internal review will be conducted by a different officer of NASOG who has not previously been involved in your complaint.
If you are still dissatisfied with the outcome of your complaint after internal review, you are able to take your complaint to the Office of the Australian Information Commissioner for resolution.
If you have any concerns about NASOG’s handling of personal information, please contact the Secretariat on +61 2 6180 2819 or via firstname.lastname@example.org