During your involvement with Woorayl Lodge Inc. you may have access to confidential, personal, health, financial or sensitive information about residents, families, visitors, staff, contractors, volunteers, students or the organisation.
Woorayl Lodge is committed to protecting the rights, dignity, privacy and safety of all residents and community members in accordance with the Aged Care Act 2024, Aged Care Quality Standards 2025, the Aged Care Code of Conduct, the Victorian Child Safe Standards, and relevant privacy legislation.
By signing this agreement, you acknowledge and agree to the following:
1. Duty of Confidentiality
You must protect all confidential and sensitive information obtained through your role. This includes — but is not limited to:
- personal or health information about residents, families or staff
- clinical information, care plans and medical records
- behavioural or incident information
- staff employment, payroll or HR records
- organisational financial, operational or strategic information
- commercially sensitive information
- information about complaints, investigations or incidents
- student, volunteer, contractor, Board or subcommittee information
- any other information identified as confidential
You must not disclose, copy, remove, store, record, photograph or share confidential information unless authorised and required for your role.
2. Appropriate Use of Information
You agree to:
- access information only when necessary to fulfil your authorised role or responsibilities with Woorayl Lodge Inc.
- use information only for legitimate purposes directly related to your authorised role or involvement with Woorayl Lodge Inc.
- maintain privacy in conversations, handover, documentation and digital communication
- ensure any paper or electronic records are stored securely
- keep passwords and system access secure and confidential
You must not access information out of curiosity or for personal reasons.
3. Prohibited Actions
You must NOT:
- discuss confidential information with anyone who is not authorised to receive it, whether inside or outside Woorayl Lodge Inc.
- discuss confidential or private information with friends, family, other residents or unauthorised staff
- share information on social media, messaging apps or personal email
- take photographs, videos or recordings without explicit organisational approval
- remove documents, files, images or data from Woorayl Lodge systems without permission
- view or access personal, confidential or organisational records unless specifically authorised to do so as part of your role or responsibilities with Woorayl Lodge Inc.
4. Permitted Disclosures
You may disclose confidential information only when:
- required to provide safe and appropriate care
- completing clinical handover
- reporting concerns under SIRS or Child Safe obligations
- escalating safeguarding or abuse concerns
- responding to emergencies
- required by law or a regulatory authority
- authorised by Woorayl Lodge management or the Board, within their respective areas of responsibility
- obtaining legal or professional advice (where bound by confidentiality)
- sharing information with authorised Board or subcommittee members where reasonably necessary for the proper performance of their approved governance or subcommittee responsibilities, subject to applicable confidentiality and privacy requirements
5. Reporting Obligations
You must promptly report the following concerns to Woorayl Lodge management or, where appropriate, the Board Chair or another authorised person:
- any suspected privacy breach
- accidental disclosure or loss of information
- inappropriate access or viewing of records
- concerns about mistreatment, neglect or abuse (SIRS, elder abuse, child safe)
- concerns about digital security or system access
6. Continuing Obligation
Your confidentiality obligations:
- apply from the commencement of your employment, appointment, placement, membership or other involvement with Woorayl Lodge Inc, and
- continue after your employment, appointment, placement, membership or other involvement with Woorayl Lodge Inc ends, regardless of the reason for leaving.
You must not use or disclose confidential information gained at Woorayl Lodge after your role ceases.
7. Consequences of Breach
Unauthorised access, use or disclosure of confidential information may result in:
- disciplinary or other appropriate action, including termination of employment, appointment or engagement, in accordance with applicable policies, procedures and the Association Rules
- suspension or cancellation of access to Woorayl Lodge premises, systems, records or confidential information, as appropriate to the person's role and in accordance with applicable procedures
- removal from the Board or a subcommittee, in accordance with the Association Rules and applicable procedures
- mandatory reporting to regulatory bodies
- AHPRA notification (if applicable)
- legal action