Policy 106 Member Records

POLICY

Rainbow Club Australia is committed to collecting, keeping and disposing of member records in ways that protect privacy and ensure confidentiality is maintained. This policy will operate in conjunction with the organisation’s Privacy Policy. Rainbow Club Australia follows the Australian Privacy Principles which govern the collection, use and storage of personal information.

Specifically, Rainbow Club Australia will:

  • collect and keep information about members only when it is relevant and necessary to the provision of the service.
  • ensure data about each member is up to date, accurate and secure, whether stored in hard copy or electronically, in accordance with privacy legislation.
  • take account of any relevant cultural or religious sensitivities of people using services in the way information about them is collected, stored and used.
  • store members’ records for the required length of time.
  • transfer or dispose of member records correctly.
  • provide information to members about how their personal information is managed.

When the organisation collects, keeps and uses identifiable data about a member, the following procedures will be implemented to guarantee the privacy of the member, ensure that records are appropriate, accurate and secure.

PROCEDURES

Collecting identifiable data

The organisation collects and records the following information about individual members:

  • Name and contact information
  • Parent/Guardian details and contact information
  • Date of Birth
  • Disability
  • Behavioural aspects that may be an issue in relation to learning to Swim
  • Parent/Guardian and /or Member aspirations/goals for development

This information is collected for the purpose of:

  • Liaising with Parent/Guardian
  • Tailoring a learn to swim program to meet the needs of the member
  • Evaluating the member’s progress against nominated aspirations

General Manager will review the scope of information collected every 5 years to ensure that only relevant information is being recorded.

At the registration stage the General Manager via the website portal will request the following information from the member:

  • Name and contact information
  • Parent/Guardian details and contact information
  • Age
  • Disability
  • Behavioural aspects that may be an issue in relation to learning to Swim
  • Parent/Guardian and /or Member aspirations/goals for Member development

The Registrations page of the website will request the person’s consent to provide the information and inform them of:

  • the reason for requesting the information
  • how the information will be recorded and stored
  • what other information will be recorded during the provision of service
  • how their privacy will be protected
  • their rights to view or access information about them.

If the member and/or their parent /guardian has any concerns or specific requests about the way their personal information will be recorded or managed, they can liaise directly with the General Manager.

Storage and use of identifiable data

Information collected about individual members is stored in the following ways:

Data collected via registration is stored, in electronic form within the Rainbow Club Australia Management System (RCAMS); this information is kept secure under password protection.

General Manager, Administration Staff, Club Management and Instructors are authorised to access RCAMS.

Administration Staff, Club Management and Instructors may have access to RCAMS on the authorisation of General Manager.

Members may request access to their files by sending an email to the General Manager. Access by a member to their file requires the authorisation of General Manager and will be arranged by the General Manager or Club Management once approved. A request for access by a member must be considered and dealt with within 7 business days

Maintaining and verifying member records

Club Management is responsible for reviewing and updating member records on a quarterly basis.

A record will be created for each member upon Registration and used to record:

  • Name and contact information
  • Parent/Guardian details and contact information
  • Date of Birth
  • Disability
  • Behavioural aspects that may be an issue in relation to learning to Swim
  • Parent/Guardian and /or Member aspirations/goals for Member development

This is to occur upon registration and to be updated whenever details change.

In recording personal information about members, Club Management and/or General Manager will ensure that:

  • Only necessary information is collected in relation to the child’s attendance and goals for swimming with Rainbow Club

File management

Club Management is responsible for managing member records, maintaining the register of member records and managing the archiving and disposal of member records.

The register of member records will be kept via RCAMS. RCAMS is a computer data system where information about members is stored. The Club Manual will document:

  • the type of information recorded
  • where the records or data are stored
  • who is responsible for entering and maintaining the record
  • what security measures are in place
  • when and how the information is updated
  • how this particular set of records are disposed of (frequency or time period and method)

Record disposal

Member records are kept for 7 years from the last point of service provision.

DOCUMENTATION

Documents related to this policy
Related policies
P104 Access to Confidential Information
P105 Privacy

Forms, record keeping  or other organisational documents
Website
RCAMS
Club Charter
Club Manual