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Home > What happens to my information?

What happens to my information?

Client Information Management Systems

All PIR organisations are required to have a Client Information Management System (CIMS) – a place where information about participants in PIR is stored. For PIR Tasmania the CIMS is called CASEY. It is carefully designed to protect people’s privacy. Detailed information is not available to government or anyone who is not involved as an employee in PIR. Staff all sign declarations of Privacy Acknowledgement and protection when they start work with PIR. It is a condition of their employment.

Whilst we do not share your personal information with the government, we do send them statistics about the whole group of people we are seeing. For example, we report how many people in PIR there are of each sex, their age groups, how many participants are Aboriginal and Torres Strait Islanders and who made the referral to PIR (such as an accommodation or housing service, a doctor or hospital or a disability organisation).

CASEY provides PIR Tasmania with:

  • An electronic system to collect and collate required reporting to the Department of Health and managing the program
  • Assists PIR Tasmania to monitor enquiries and provide support
  • Assists in responding to any wait listing, if required, and
  • Is an electronic file, rather than hard (or paper) copy.

For further information about the CIMS you can contact us.

Attached is further information about PIR’s.

Privacy Information

We respect your right to privacy and are committed to safeguarding the personal information you provide to us. The following information is made available to you to explain what information we collect, how it is stored, how it is used, and why. You have a right to access the information we hold on you, and to make a formal complaint if you feel your right to privacy has been breached. The staff member who provided this document to you should be your first point of contact regarding privacy concerns; however the manager can be contacted, if required, on 1800 243 232

What AND HOW personal information is collected about me?

There are certain personal details that we to collect and record in order to be able to provide you with a quality service. Some of these details are collected are directly required to provide the service and others need to be collected as part of an agreement with the organisation funding the service. The details we collect include:

  • Identifying information (including name, date of birth)
  • Contact information (including address, telephone number)
  • People to contact in the event of an emergency (if appropriate)
  • Information about funding for your service (including claim numbers
  • Details about your past or current circumstances (including health needs if appropriate), and
  • Information about the service we provide and what you and PIR staff have agreed to do.

We acknowledge and respect your dignity in how we collect information, and will only ask for sensitive information if it is absolutely necessary to provide a service to you.

How is my personal information used?

Your personal information is mainly used by us to provide support and assistance to you in meeting your needs and achieving your goals. Some non-identifying information is used for statistical and research purposes. In some instances we are required to provide information to the funding body for the service you are accessing. If this is not mandatory we may ask you what information you are willing to share with the funding body. If you are assisted financially by the service we may also use this information to check your eligibility for future assistance.

How is my personal information stored?

Your personal information may be stored in a file that is kept in a secure filing cabinet or is stored on our secure computer system which is password protected. Where required, your information may be submitted to an online database as required by the funding body for your service.

How long is my information kept?

In most instances information collected, including notes, will be stored for at least 7 years after your last contact with the service. After this time the information will be shredded or erased. If you are under the age of 18 the information is held indefinitely. In some circumstances we are required to retain some records for different periods or transfer your information to the funding body when a service ends, more information can be sought from your Support Facilitator or manager.

Who has access to my personal information?

If you have just one worker you normally see they will generally be the only person accessing your information. However, if your worker is not available and there is a need to access your personal information and this may be done by the other workers in the service.

In some circumstances the information may be accessed by a supervisor or manager responsible for your worker or the service you access.

Do you disclose my personal information to any other services or agencies?

Except for the important reasons below your personal information will not be disclosed to any other services or agencies without your permission. If you do give your permission to share your information we will ask that you sign a form. The form will include the information to be shared, the agency/service that it will be shared with and the purpose it should be shared for.

There are some circumstances in which your personal information will be shared without your consent:

  • Your worker makes an assessment that you are likely to harm yourself or others;
  • You disclose serious criminal activity or family violence;
  • Children in your care are at risk of harm;
  • We are required to by legislation, or;
  • Your file has been subpoenaed by law.

How can I access and make any corrections to my personal information?

If you would like access to, or would like to make changes to any of your personal information, please ask your Support Facilitator or manager for more details.

Next steps?

Now that you are aware of how PIR uses your personal information we will ask you to sign a form which we use to show that we have explained this to you. You may need a parent, guardian or other responsible person to sign this form with you.