Privacy Policy

The Townsville Hospital Foundation is committed to protecting the privacy of individuals.  The Foundation is a Queensland State statutory body, and as such must comply with all Federal and State privacy and right to information legislation and regulations.

Information

The Foundation collects, stores and uses:

Employee Personal Records

Employment records are maintained for recruitment and employment history, together with payroll and administrative information relating to all permanent, contract and temporary staff members and employees of the Foundation.  Content may include matters relating to individual employment, including medical records, performance reviews, disciplinary and/or grievance documentation.

The following staff members have access to this information, Office Manager and Board Members.  In addition, the Foundation’s auditors have access to this information.

Records are retained according to the applicable provisions of the General Disposal and Retention Schedule for Administrative Records prepared by Queensland State Archives.

Individuals can apply for access to your employee records held by the Townsville Hospital Foundation through the adminstrative access process.  The process is the same for both current and former Townsville Hospital Foundation Employees.

Applications for access to your employee record are to be made in writing to:

Foundation's Right to Information Officer who is the Office Manager.

Personal Information about Vendors

The purpose of these records is to allow normal business processes to take place (e.g. name, address for payment, contact information, bank account details to allow for electronic payment of accounts, and Australian Business Number).

The following staff members have access to this information: Office Manager, Fundraising & Marketing Manager and Board Members.  In addition, the Foundation’s auditors have access to this information.

Records are retained according to the applicable provisions of the General Disposal and Retention Schedule for Administrative Records prepared by Queensland State Archives.

Information  Sponsors, Donors and Benefactors

The purpose of these records is to enable the Foundation to raise donations, sponsorships, and support.  Content may include contact information, support given, research from public documents and contacts made.

The following staff members have access to this information: Office Manager, Fundraising & Marketing Manager and Volunteer Coordinator. In addition the Board Members of the Foundation may have access to this information.

Public acknowledgement of gifts and donations received by the Foundation may be given unless the donor wishes to maintain anonymity. 

Records are retained according to the applicable provisions of the General Disposal and Retention Schedule for Administrative Records prepared by Queensland State Archives.

Information Volunteers

The purpose of these records is to enable the Foundation to maintain records of volunteer participation, contact details, performance reviews and personal details offered by the volunteer as part of their recruitment.

The following staff members have access to this information: Office Manager, Fundraising & Marketing Manager and Volunteer Coordinator. In addition the Board Members of the Foundation may have access to this information.

Public acknowledgement of gifts and donations received by the Foundation may be given unless the donor wishes to maintain anonymity. 

Records are retained according to the applicable provisions of the General Disposal and Retention Schedule for Administrative Records prepared by Queensland State Archives.

Personal Information about Grantees

The purpose of these records is to allow the Foundation to distribute funds for health projects in accordance with the objectives outlined in the Hospital Foundations Act 1982.  Content may include contact information, amount of funds requested and total budget of project, proposal application, references from referees, correspondence, and disposition of request.

The following staff members have access to this information: Office Manager and Fundraising & Marketing Manager. In addition, the Board Members of the Foundation may have access to this information.  Copies of applications may also be given to referees and members of the Health District’s Executive for comment. 

Records are retained according to the applicable provisions of the General Disposal and Retention Schedule for Administrative Records prepared by Queensland State Archives.   

Personal information of the Foundation’s Board

The purpose of these records is to allow the Foundation to meet the governing requirements of the Hospitals Foundations Act 1982.  Content may include contact information, correspondence from the Minister of Health and Director General of Queensland Health, and other personal information needed for the Foundation to hold bank accounts, investments, and trade accounts.

The following staff members have access to this information: Office Manager, Fundraising & Marketing Manager and the Board.

Records are retained according to the applicable provisions of the General Disposal and Retention Schedule for Administrative Records prepared by Queensland State Archives.

Communication Partners

For the purposes outlined above, personal information may be disclosed to organisations outside the Foundation on the following basis:

  • Professional advisers, including our Accounts Officers, accountants, auditors and lawyers;
  • Government and regulatory authorities and other organisations, as required or authorised by law;
  • Community for public acknowledgement of gifts and donations received by the Foundation, unless the donor requires anonymity;
  • Forms and guidelines used by the Foundation that solicit personal information will specify the purpose for which the information is being collected; and to whom the information will be shared.

The Foundation does not have any existing contracts, licenses and outsourcing arrangements that utilise personal information held by the Foundation.  Future contracts, licenses and outsourcing arrangements that utilise personal information of the Foundation, if any, will contain the necessary provisions in order to comply with the relevant privacy laws.

Personal Information Quality

The goal of the Foundation is to ensure that the personal information it holds is accurate, complete and up-to-date.  Providers of information should contact the Foundation office to indicate recent changes in details and/or to confirm accuracy or completeness of information.

Personal Information Review

If an individual believes that their personal information has not been dealt with appropriately, they may make a complaint to the Foundation seeking an internal review. A request for an internal review must be made in writing and must be made within six months after the date when the breach was suspected to have occurred. Requests should be forwarded to the Office Manager of the Foundation.

Requests for review will be acknowledged in writing within 14 days after the date on which the application was received, and the Foundation will process the request within 60 days after the date on which the application was received. Applicants will be advised in writing of the Foundation’s decision.

If an applicant does not agree with the Foundation’s decision, then they may request an internal review. The Office Manager of the Foundation will arrange for an internal review to be carried out by a Board Member who has not previously been involved in the matter. This will be done within 45 days. The Office Manager will provide a response in writing to the applicant.

Personal Information Security

The Foundation is committed to keeping secure the personal information provided.  The Foundation staff must take all reasonable precautions to protect personal information held by the Foundation from misuse, loss, modification, disclosure, or from unauthorized access.  The unauthorised sale or release of this information will result in disciplinary action.