Privacy and Securing of Documentation for Individual Children

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Privacy and Securing of Documentation for Individual Children

1.Purpose

This policy and procedure aims to provide guidance to staff in Childcare Services in regards to the safe, responsible storage and security of children’s individual documentation.

The Children’s Services Regulations (2009) have regulations outlining the services requirements regardingconfidentiality of children’s records.

2.Policy

City of Stonnington believes that the responsible handling of personal information is a key aspect of democratic governance and is strongly committed to protecting an individual’s right to privacy.

In addition, City Of Stonnington is committed to using observations and children’s learning to plan an open-ended interest based program for children as individuals and a group which accurately reflects the philosophies and values of the staff team.

3.Scope

This policy applies to parents with children enrolled in the service and all staff working within Childcare Services, including students/volunteers and agency relief staff engaged by the City of Stonnington.

4.Responsibilities

Childcare Services Co-ordinator

Team Leaders

Staff working in Childcare Services

Agency relief staff engaged by the City of Stonnington

Students/Volunteers

Parents of children enrolled in the service

1. Procedure

• Staff will collect the necessary information that may include an individual’s name, date of birth, current and previous addresses, telephone/mobile numbers, email address, bank account details, credit card details, occupation, drivers licence number, Childcare benefit details, emergency information, medical information and other necessary information that is collected for the purposes of

Meeting our Duty of Care

Complying with the law

Reporting to government authorities

Researching and developing our services

• This information will be stored in locked files and/or electronically (where applicable) with access strictly limited to childcare service staff directly involved with the care of children.
• Technological and operational policies and procedures are in place to protect personal information from misuse and loss, and from unauthorised modification or disclosure.
• City of Stonnington will dispose of personal information where it is no longer necessary to fulfil the purposes for which the information was collected or as required by law.
• Accordingly, employees should only utilise Council multimedia

equipment for the purpose of gathering, accessing and storing

Client information. Employees are not permitted to use their personal laptops, cameras or memory sticks for business purposes. Council equipment will be used and provided to employees as required.

• “Children’s Individual Folios” are kept closed but in accessible locations for staff, students (if applicable) service support professionals (if applicable) the children and their families to view. To maintain privacy, families are allowed to view only their child’s individual folio.
• Individuals are not obliged to provide their personal information. However, if an individual chooses not to provide the City Of Stonnington Childcare Services with certain personal information, particularly that information which we are required to collect by law, then we may not be able to provide you with the full range of our services.
• It is understood by staff, children and families that there is a shared responsibility between the service and other stakeholders that the Privacy and Securing of documentation Policy and procedures is accepted as a high priority.

1. References

Education and Care Services National Law Act 2010

Education and Care Services National Regulations 2011

National Quality Standards

Information Privacy Act 2000

City of Stonnington Information Privacy Policy

City of Stonnington Information Technology Policy

City of Stonnington Employee Code of Conduct

City of Stonnington Disciplinary Procedure

Early Childhood Code Of Ethics

National Childcare Accreditation Council (NCAC) 2008 Privacy and Confidentiality Policy

7.Forms/Checklists

Enrolment Form

Medication Form

Change ofEnrolment Details

Version Control: 2 / Date Issued; 26October 2011 / Date Reviewed: 22 February 2016

G:\Child Family Serv\Childcare\Policies & Procedures Manual\Policies and Procedures\CCS PP - Privacy and Securing of Documentation for Individual Children.doc