Privacy Policy

Privacy and Confidentiality Policy

Effective Date: 23/08/2025

Organisation: The Good Shepherd CCS

ABN: 83684684704

Contact: Admin@thegoodshepherdccs.com.au

Phone: 0405 168 664     

⸻

1. Purpose

At The Good Shepherd CCS, we are committed to protecting the privacy, dignity, and confidentiality of all children, parents, and professionals who engage with our service.

This policy explains how we collect, use, store, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

We recognise that our work involves highly sensitive family and child-related information, and we manage all data with the utmost care and integrity.

⸻

2. What Information We Collect

We collect personal information that is necessary for providing safe and professional supervised contact services. This may include:

    •    Names, contact details, and relationship information for parents, children, and relevant family members.

    •    Court orders, legal documents, or referral forms.

    •    Risk assessments, safety plans, and incident records.

    •    Notes or observations made by supervisors during visits.

    •    Professional referrals and communications from lawyers, mediators, or counsellors.

    •    Payment details (if applicable).

We only collect information that is directly relevant to the safe and effective delivery of our services.

⸻

3. How We Collect Information

Information may be collected through:

    •    Intake and referral forms.

    •    Phone or email communication.

    •    Court or legal documentation.

    •    Supervised visit observations or reports.

    •    Direct communication with parents or authorised representatives.

All information is collected fairly, lawfully, and with consent, unless otherwise required by law.

⸻

4. How We Use Your Information

Personal information is used solely for:

    •    Conducting intake assessments and risk screening.

    •    Coordinating and delivering supervised contact and changeovers.

    •    Maintaining safety and compliance with court or service agreements.

    •    Communicating with parents, legal representatives, and relevant authorities.

    •    Preparing observation summaries or reports (if requested or ordered by the court).

    •    Meeting legal and professional obligations under child safety laws.

We will not use or share your personal information for any other purpose without consent, unless required or authorised by law.

⸻

5. Disclosure of Information

We may disclose personal information to:

    •    Family courts or tribunals (where ordered or required).

    •    Child protection agencies, police, or other authorities (if a child is at risk of harm).

    •    Referring professionals such as lawyers, mediators, or counsellors (with consent).

    •    Service partners directly involved in a family’s support plan (with consent).

We will never sell, rent, or disclose personal data for commercial or marketing purposes.

⸻

6. Confidentiality

We treat all information shared with our service as confidential.

Confidentiality may only be broken when:

    1.    There is a risk of harm to a child or adult.

    2.    We are legally required to disclose information (e.g., under mandatory reporting or court order).

    3.    Disclosure is required to prevent a serious threat to life, health, or safety.

Staff are bound by a strict Confidentiality Agreement and Code of Conduct.

⸻

7. Storage and Security of Information

    •    All records are stored securely in encrypted digital files or locked physical cabinets.

    •    Access is restricted to authorised staff only.

    •    Files are retained in line with professional record-keeping standards and destroyed securely when no longer required.

Digital records are protected through password encryption and secure cloud storage compliant with Australian privacy regulations.

⸻

8. Access and Correction

Clients may request access to their personal information or seek corrections by contacting us in writing.

Requests will be reviewed and responded to within 30 days, subject to any legal restrictions or confidentiality considerations.

If access is denied, we will provide a written explanation.

⸻

9. Data Retention

We retain information for a minimum of 7 years from the last service date (or longer where legally required).

Records relating to children are retained until the child reaches at least 25 years of age, in accordance with child protection record-keeping obligations.

⸻

10. Complaints About Privacy Breaches

If you believe your privacy has been breached, please contact us directly at:

📧 Admin@thegoodshepherd.com.au

📞 [Insert Phone]

If you are not satisfied with our response, you may lodge a complaint with the:

Office of the Australian Information Commissioner (OAIC)

Website: https://www.oaic.gov.au

⸻

11. Updates to This Policy

This policy may be updated periodically to reflect changes in law or best practice.

The most current version will always be available on our website.

⸻

12. Contact Us

If you have any questions or concerns about how we manage your personal information, please contact:

The Good Shepherd CCS

Email: Admin@thegoodshepherdccs.com.au

Phone: 0405 168 664     

⸻