Maternal and Child Health Service - Extended Information sharing fact sheet

Who are we?

The Yarra Maternal and Child Health (MCH) Service is part of a statewide MCH service that provides support for your child’s health, learning and development from birth until they go to school. The service also provides support to you and your family and referrals to other services. Yarra MCH services the LGA of Yarra.

What information do we collect?

Your name and contact details are a part of your child’s electronic health record. Other details about you, your child and family that are important to this service and the information about the services you receive, are recorded each time you visit.

Why do we collect this information?

The information we collect helps us to keep up-to-date information about you, your child and your family’s needs so we can help support you all in the best way we can.

Who else sees your information?

Your information is held securely and only seen by professionals when required, either in relation to the service provided to you, your child and family or to fulfill our obligations in accordance with relevant law.

We are permitted by law to share personal information about you, your child or your family with another organisation where you have provided valid consent. However, in some situations, we also have a legal authority to share relevant information without your consent where it is necessary to protect the life, health, safety or welfare of an individual or the public.

Information that does not identify you, your child or your family will be collected for training and planning towards a better service for everyone. We cannot share any information with anyone unless you agree or otherwise only in accordance with law.*

Do you have a say in what happens to your family’s information?

Yes. We rely on the information you share with us to help provide the right service for you, your child and family. If you decide not to share some information or limit access to your child’s electronic child health record, this is your right, but it may affect our ability to provide you with the best possible services. Talk to your Maternal and Child Health nurse if you wish to change or cancel your consent.

How will this information be protected?

Yarra City Council is committed to protecting your privacy.

We handle your personal information, and the personal information of your child, in accordance with the Privacy and Data Protection Act 2014 (Vic) (PDP Act), Public Records Act 1973 (Vic), Health Records Act 2001 (Vic) and other applicable legislation.

Can you access this information?

Yes, you have a right to request access to your child’s electronic health record and you can ask for information in it to be corrected if necessary. If you would like to do this, please ask the Maternal and Child Health nurse or go to the Victorian State Government Health Records Act link below for more information.

Will your information be used by the organisation for any purpose other than the primary purpose for which it was collected?

Yes. Under privacy law, we are permitted to use your personal or health information for a related secondary purpose that would be reasonably expected by you such as: internal reporting, strategic or training purposes; or to manage, evaluate and improve our service. Any personal information we collect and use for an approved secondary purpose within the organisation is collated and deidentified and will never be shared outside of the organisation.

Will your information be disclosed to another organisation?

Yes, but only in certain circumstances. We can share personal or health information about you, your child or your family with another organisation where you have provided valid consent. It can also be disclosed, either with or without your consent, in other limited circumstances permitted under Victorian privacy law such as for a law enforcement purpose or to protect the safety of an individual or the public; and where authorised by or under another law. For example, family violence and child safety laws override privacy law and expressly permits information sharing with relevant entities which can be done with or without your consent depending on the circumstances in which the information is being requested or shared.

Are there any limits to confidentiality?

Yes. Although we value and are committed to protecting the personal or health information we hold, there are certain circumstances, or legal exemptions, where we must break confidentiality and share your personal or health information with the appropriate people. This includes:

• where you disclose or where we believe you have committed a serious crime or any offences under public health legislation

• where you disclose or where we have a reasonable belief that a child is being abused or is at risk of being abused

• where you disclose or where we believe you may harm yourself or someone else

• where we are required to make records available under a police warrant, court summons or subpoena.

How is your information stored and managed?

We apply appropriate security measures to ensure any information we use or share on a lawful basis is protected from misuse, loss, unauthorised access, modification or disclosure. Access to systems, applications, and the information that we collect is limited to authorised staff members only. We 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.

How can you access or correct my personal information?

If you wish to access your personal or health information held by us, you may contact Yarra City Council on 9205 5555 or email [email protected].

Access will be provided, although there are some limitations to the extent of that access outlined in the legislation and when the Freedom of Information Act 1982 (Vic) applies. Learn more here.

If you believe that your personal information is inaccurate, incomplete, or out of date, you may request us to correct and update the information. Your request will be dealt with in accordance with the legislation.

How can you make a complaint about how your information has been handled?

If you feel aggrieved by our handling of your personal or health information, you may make a complaint to our Privacy Officer by contacting Yarra City Council on 9205 5555 or email [email protected].

Your complaint will be investigated as soon as possible (no later than 5 business days), and you will be provided with a written response.
Alternatively, you may make a complaint to the Office of the Victorian information Commissioner (although the Commissioner may decline to hear the complaint if you have not first made a complaint to us).

For further information contact Yarra City Council on 9205 5555 or email [email protected].

Any other questions?

Please talk to your Maternal and Child Health nurse if you have any other questions or concerns.