Privacy Policy

Life Steps Care Pty Ltd

Introduction

At Life Steps Care, we are committed to protecting the privacy and confidentiality of all individuals whose personal information we collect, use, or disclose. We understand that your privacy is important and we handle your information with the utmost care, respecting your rights and complying with all relevant privacy legislation in Western Australia.

This Privacy Policy explains how we manage personal and health information, the rights you have regarding your data, and the safeguards we put in place to protect your privacy. We also want to assure you that we operate under a comprehensive Policy and Procedures Manual, which guides our staff in maintaining the highest standards of privacy and confidentiality.

Our Commitment to Privacy

Life Steps Care pledges to:

• Collect only the information necessary to provide our services.

• Use and disclose your information appropriately, lawfully, and only with your consent when required.

• Protect your data from misuse, loss, unauthorized access, or disclosure.

• Respect your rights to access and correct your personal information.

• Operate in accordance with the Privacy Act 1988 (Cth), Health Records Act 1994 (WA), and other applicable laws and standards.

Our organisation’s Policy and Procedures Manual explicitly sets out the practices, responsibilities, and processes we follow to ensure privacy and confidentiality are upheld at all levels.

How We Collect Your Information

We will only collect your personal and health information directly from you, your family, or authorized representatives through forms, interviews, assessments, or through our service interactions. We will clearly explain:

• The purpose of collecting each piece of information.

• How your information will be used.

• Who will have access.

• Your rights to refuse or withdraw consent.

• How to access or correct your data.

We respect your communication needs and will provide information in accessible formats, including Easy English, interpreters, or advocates, where necessary.

Types of Information We Collect

The types of personal information we may collect include:

• Your full name, date of birth, and contact details

• Emergency contacts and authorized persons

• Medical and health information, including diagnoses, medications, allergies

• Support plans, assessments, and service review data

• Feedback and complaints

• Personal photos, videos, or recordings (only with your consent)

• Staff details such as qualifications, screening checks, and employment records

How We Use and Protect Your Information

Your personal information is used solely for:

• Providing and coordinating support services

• Developing support plans and reviews

• Managing administrative requirements

• Reporting to government agencies and funding bodies

• Ensuring safety and quality assurance

• Communicating with you and your family

All data is stored securely by Life Steps Care using physical and electronic safeguards. Our staff are trained on privacy standards, and access is restricted to those who need it for legitimate purposes.

Sharing Your Information

Your privacy rights mean your data will only be shared:

• With your informed consent

• To other health or disability service providers involved in your care

• When legally required or authorized by law (e.g., child protection or law enforcement)

• To government agencies for reporting and funding purposes

We ensure that any organization or individual we disclose information to is bound by confidentiality obligations aligned with our standards and legal requirements.

International Data Transfers

In the unlikely event that your personal information needs to be transferred outside Western Australia or Australia, Life Steps Care will take all reasonable steps to ensure that your data remains protected in accordance with applicable WA and Australian information privacy laws.

Your Rights and How to Exercise Them

Participants and their families have the right to:

• Access their personal and health information held by Life Steps Care.

• Correct or update information that is inaccurate, incomplete, or outdated.

• Withdraw consent at any time for specific data collection or disclosures.

• Raise concerns or complaints about privacy or how their information is handled.

• Appoint a trusted person or legal guardian to act on their behalf for decision-making.

You may request access or corrections via written application to our designated Privacy Officer. We will respond promptly, usually within 14 days, and take steps to uphold your rights. Our staff are trained to support you in exercising these rights in a respectful manner.

Children and Vulnerable Persons

We recognize that children and vulnerable persons have specific rights under WA law, including the Disability Services Act 1993 and the Children and Community Services Act 2004. These rights include privacy, dignity, and participation, and Life Steps Care provides support in ways that respect and uphold these principles. Support staff are trained to deliver personal care respectfully and confidentially.

How We Ensure Privacy: Our Policies and Procedures

At Life Steps Care, protecting your privacy is a fundamental part of our organizational commitment. To ensure consistent, lawful, and responsible handling of personal and health information, we operate under a comprehensive Policies and Procedures Manual that guides all staff and operations. This manual is a detailed set of guidelines designed to uphold the highest standards of privacy, confidentiality, and data security.

Development and Implementation of Policies

Our policies are carefully developed in accordance with relevant legislation such as the Privacy Act 1988 (Cth), Health Records Act 1994 (WA), and other applicable standards. They establish clear protocols for every aspect of handling personal data, including collection, storage, access, use, sharing, and disposal.

Staff Training and Awareness

All staff members receive regular training on privacy laws, Life Steps Care policies, and best practices. This training encompasses:

• The importance of confidentiality and privacy rights

• Procedures for collecting, securing, and storing personal information

• Recognizing and responding to privacy breaches or concerns

• Understanding individuals’ rights to access and correct their information

• Ethical considerations when handling sensitive information

Our ongoing training ensures that every team member understands their responsibilities and practices privacy with professionalism and care at all times.

Confidentiality and Data Security Measures

Life Steps Care employs a range of security and confidentiality measures, including:

• Secure storage of physical files in locked cabinets and restricted access areas.

• Password-protected and encrypted electronic record systems.

• Regular updates and audits of our digital systems to prevent hacking, breaches, or unauthorized access.

• Clear protocols for staff to follow when sharing or disclosing information.

• Secure disposal processes for outdated or unused records, in line with our Records and Information Management Policy.

Privacy Incident Response

In the event of a suspected or actual privacy breach, Life Steps Care follows a structured Data Breach Response Plan. This includes:

• Immediate containment and assessment of the breach.

• Notifying affected individuals and relevant authorities, in accordance with legal requirements.

• Recording the incident, investigating the root cause, and implementing corrective actions.

• Providing ongoing staff training or system improvements to prevent recurrence.

Regular Audits and Reviews

Our policies and procedures are not static; they are regularly reviewed to ensure ongoing compliance and effectiveness. Annually, or whenever necessary, our Privacy and Security Audits are conducted internally or by external auditors to:

• Identify vulnerabilities

• Ensure adherence to policies

• Confirm compliance with legislative updates

• Incorporate feedback from staff, participants, and stakeholders

Any identified issues are addressed promptly, ensuring continuous improvement in our privacy management.

Confidentiality in Practice

All employees and contractors are bound by confidentiality obligations, which are outlined in their employment or engagement contracts. They must:

• Handle personal information discreetly.

• Respect individuals’ privacy wishes and cultural sensitivities.

• Seek consent before collecting, sharing, or disclosing information.

• Maintain confidentiality even after employment or contract termination.

Transparent Access and Complaint Processes

We ensure that participants and staff are aware of their rights to access and correct their personal information. Our procedures include straightforward processes for requesting information or making privacy complaints. These procedures are promoted through our Privacy Statement, Participant Handbook, and our website.

Conclusion

Life Steps Care is dedicated to maintaining the trust placed in us by adhering to the highest standards of privacy and confidentiality. Our robust Policies and Procedures Manual acts as the foundation for every interaction involving personal information, ensuring that privacy is always a top priority across all aspects of our organization.