Toowoomba Hospital Foundation - Toowoomba Hospital Foundation

Protecting Your Privacy

Toowoomba Hospital Foundation is committed to providing you the highest levels of service. Protecting your privacy is important to us. The Toowoomba Hospital Foundation is a Queensland state statutory body and as such must comply with the Information Privacy Principles (IPPs) contained in Queensland Government Information Standard 42. The Foundation is also subject to the Freedom of Information Act 1992, and the Libraries and Archives Act 1998.

What we collect:

The Toowoomba Hospital Foundation collects, stores and uses:

1. Employee personal records

The purpose of these records is to maintain recruitment and employment history, and payroll and administrative information relating to all permanent, contract and temporary staff members and employees of the Toowoomba Hospital Foundation. Content may include all matters relating to individual employment, including medical records, disciplinary and/or grievance documentation.

The following staff members have access to this information: Executive Director; Executive Support Officer & Administration Officer.

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

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Chief Executive Officer (Phone (07) 46166166,

e-mail: TBH-Foundation@health.qld.gov.au

The records held relate to a file established for each employee and are kept on paper and electronic media. These records are held at 43 Joyce Street, Toowoomba in the office of the Toowoomba Hospital Foundation.

2. Car Parking Customers Records

The purpose of these records is to provide parking facilities for those customers who have chosen to utilise the parking services of the Toowoomba Hospital Foundation, managed by Metro Parking at the Toowoomba Hospital. Content may include all matters relating to billing (including payroll number for those utilising payroll deduction schemes), vehicle identification, and contact information.

The following staff members have access to this information: Executive Director; Executive Support Officer & Administration Officer. In addition the Foundation’s accountant and auditor have access. Requests for payroll deduction for payment of parking are also made available to the respective payroll departments.

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Executive Director.

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

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Chief Executive Officer (Phone (07) 4616 6166,

e-mail: TBH-Foundation@health.qld.gov.au

The records held relate to a file established for each member/ monthly parker that is kept on paper and electronic media. These records are held at 43 Joyce Street, Toowoomba in the office of the Toowoomba Hospital Foundation.

3. Personal information about vendors

The purpose of these records is to allow normal business processed to take place eg. 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: Chief Executive Officer; Executive Support Officer & Administration Officer. In addition the Foundation’s accountant and auditor have access.

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

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Chief Executive Officer (Phone (07) 4616 6166,

e-mail: TBH-Foundation@health.qld.gov.au

The records held relate to a file established for each vendor that is are kept on paper and electronic media. These records are held at 43 Joyce Street, Toowoomba in the office of the Toowoomba Hospital Foundation.

4. Personal information about supporters, volunteers, donors.

The purpose of these records is to enable the Toowoomba Hospital 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: Chief Executive Officer; Executive Support Officer & Administration Officer. In addition the Board Members of the Foundation have access.

Public acknowledgement of gifts and donations received by the Foundation directly is given unless the donator 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.

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Chief Executive Officer (Phone (07) 4616 6166,

e-mail: TBH-Foundation@health.qld.gov.au

The records held relate to a file established for each supporter, volunteer and donor that is are kept on paper and electronic media. These records are held at 43 Joyce Street, Toowoomba in the office of the Toowoomba Hospital Foundation.

5. Personal information about purchasers at auction

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

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Chief Executive Officer (Phone (07) 4616 6166,

e-mail: TBH-Foundation@health.qld.gov.au

6. Personal information about applicants/grantees of Foundation funds

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

The following staff members have access to this information: Chief Executive Officer; Executive Support Officer & Administration Officer. In addition the Board Members of the Foundation have access. Copies of applications may also be given to referees, members of the Health District’s Executive and asset committee 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.

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Chief Executive Officer (Phone (07) 4616 6166,

e-mail: TBH-Foundation@health.qld.gov.au

The records held relate to a file established for each grant applicant that is are kept on paper and electronic media. These records are held at 43 Joyce Street, Toowoomba in the office of the Toowoomba Hospital Foundation.

7. Personal information of members of the Foundations Board of Directors

The purpose of these records is to allow the Foundation to meet the governing requirements of the Hospitals Foundation Act. Content may include contact information, correspondence from the Minister of Health and Director General of the Health Department, 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: Chief Executive Officer, Executive Support Officer and Administration Officer.

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

Individuals may seek access to their records by the Toowoomba Hospital Foundation’s Freedom of Information Officer who is the Chief Executive Officer (Phone (07) 4616 6166,

e-mail: TBH-Foundation@health.qld.gov.au

The records held relate to a file established for each Foundation Board Member that is are kept on paper and electronic media. These records are held at 43 Joyce Street, Toowoomba in the office of the Toowoomba Hospital Foundation.

Who We May Communicate With

For the purposes outlined above we may disclose your personal information to organisations outside the Toowoomba Hospital Foundation.
These organisations to which information is disclosed include:
v Payroll departments for parking payroll deduction schemes;

v Your representatives (eg. Your authorised representatives or legal advisers) only upon your written authorisation;

v Our professional advisers, including our accountants, auditors and lawyers;

v Government and regulatory authorities and other organisations, as required or authorised by law;

v Public acknowledgement of gifts and donations received by the Foundation directly unless the donator requests anonymity.

Forms and guidelines used by the Toowoomba Hospital Foundation that solicit personal information will specify the purpose for which the information is being collected; and to whom the information will be shared. (IPP 2 notice)

The Toowoomba Hospital 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 Toowoomba Hospital Foundation, if any, will contain the necessary provisions in order to comply with the IPPs.

Personal Information Quality

The goal of the Toowoomba Hospital Foundation is to ensure that the personal information it holds is accurate, complete and up-to-date. Please contact the Toowoomba Hospital Foundation if any of the details provided have changed. Please also contact the Foundation if you believe the information we have about you is not accurate, complete or up-to-date.

Agency Implementation Timetable

Approval of these guidelines will be before November, 2002 after which a month’s training of staff and others in the organisation will occur. These guidelines will be reviewed annually.

Procedure to Gain Access to Personal Information

Access to your personal information is upon request to the Freedom of Information Officer of the Toowoomba Hospital Foundation who is the Chief Executive Officer (07) 4616 6166 or

TBH-Foundation@health.qld.gov.au

Review Procedure

If an individual believes that their personal information has not been dealt with in accordance with an IPP 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 from the date when the breach was suspected to have occurred. Requests should be forwarded to the Chief Executive Officer of the Toowoomba Hospital Foundation, (07) 38172318 or TBH-Foundation@health.qld.gov.au.

Requests for review will be acknowledged in writing within 14 days from the date on which the application was received, and the Foundation will process the request within 60 days from 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 they may request an internal review. The Chief Executive Officer of the Foundation will arrange for an internal review to be carried out by an officer who has not previously been involved in the matter. This will be done within 45 days. The Chief Executive Officer will provide a response in writing to the applicant.

Personal Information Security

The Toowoomba Hospital Foundation is committed to keeping secure the personal information you provide to us. The Foundation takes all reasonable precautions to protect the personal information it holds from misuse, loss, modification, disclosure, or from unauthorised access.

Contact Us about Privacy Practices

If you have any questions or would like further information about the Toowoomba Hospital Foundation’s privacy and information handling practices, please contact:

Chief Executive Officer

Toowoomba Hospital Foundation

PO Box 7647

Toowoomba Mail Centre, QLD 4352

Phone: (07) 4616 6166

Fax: (07) 4616 6177

E-mail: TBH-Foundation@heath.qld.gov.au