Romilly Place Privacy & Dignity Policy

Policies and Procedures

Last updated: 8 January 2025

Purpose

At Romilly Place, we are committed to protecting the privacy, dignity, and rights of every participant.

This Policy explains how Romilly Place Pty Ltd (we, us, our) collects, uses, stores, and discloses your personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

It also outlines how you can access or correct your personal information, or make a complaint if you believe your privacy has been breached.

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Policy Statement

Romilly Place ensures that all supports and services we provide uphold your legal and human rights, including your right to privacy, dignity, and respect.

We are committed to:

  • Respecting your privacy and dignity in all interactions and services.

  • Being transparent about what personal information we collect and why.

  • Managing your information responsibly and securely.

  • Working with your authorised representative or guardian (if applicable) to make informed decisions that protect your wellbeing.

Overview

By providing personal information to Romilly Place (including through our website, forms, or communication channels), you consent to its collection, use, and disclosure as described in this Policy and in line with any agreements between you and us.

We may update this Policy from time to time. The latest version will always be available on our website.

Collection of Personal Information

We collect personal information necessary to provide high-quality NDIS supports and accommodation services.

This may include:

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

  • Details of your NDIS plan and participant number.

  • Information about your health, disability, goals, and preferences.

  • Emergency contact and authorised representative details.

  • Records of communication or feedback with Romilly Place.

  • Payment information (if required for reimbursements).

We only collect information relevant to the services we provide and always seek your consent before doing so.

Collection of Sensitive Information

As part of supporting your NDIS plan, we may collect sensitive information such as details about your health, disability, and support needs.

This information may be collected directly from you or, where appropriate, from authorised parties such as:

  • Your guardian, nominee, or support coordinator.

  • The National Disability Insurance Agency (NDIA).

  • Other providers involved in your support network (with consent).

We will only collect sensitive information when it is necessary to deliver our services and where you (or your authorised representative) have provided consent.

How We Collect and Hold Information

We may collect information when:

  • You apply for or access services with Romilly Place.

  • You communicate with us by phone, email, online forms, or in person.

  • We liaise with your support network or the NDIA on your behalf.

  • You engage with our website or online platforms.

All information is stored securely using encrypted systems and restricted access protocols.

Purpose of Collection and Use

We collect, use, and store your information to:

  • Deliver and manage the supports and accommodation you receive.

  • Communicate with you about your services.

  • Verify your identity and ensure service quality.

  • Process invoices, reimbursements, and related payments.

  • Comply with legal, regulatory, and NDIS requirements.

  • Improve our services through feedback and data insights.

We will never use your personal information for unrelated purposes without your consent.

Refusal to Provide Information

You have the right to withhold personal information. However, doing so may affect our ability to deliver certain supports or meet NDIS obligations. We will always explain how your choice may impact service delivery.

Disclosure of Personal Information

Romilly Place may share personal information with:

  • The NDIA and other relevant government agencies (as required).

  • Your nominated representative or support providers (with consent).

  • Trusted third-party service providers such as IT or administrative partners.

Where information is shared, we ensure all third parties comply with strict confidentiality and data protection standards.

We may occasionally use secure cloud-based services that store data outside of Australia (e.g., in the USA, New Zealand, or the Philippines). In these cases, we ensure equivalent privacy protections are in place.

Security of Information

We take privacy seriously. Romilly Place protects your information through:

  • Encrypted digital storage and secure servers.

  • Restricted staff access based on role and necessity.

  • Regular cybersecurity monitoring and staff training.

  • Secure disposal of records when they are no longer required.

Access and Correction

You may request access to your personal information at any time by contacting us in writing. We will respond within a reasonable timeframe.

If you believe your information is incorrect, incomplete, or outdated, you can request a correction.

If we cannot make the requested change, we will explain why and note your concerns on record.

Marketing

From time to time, Romilly Place may share information about new services or updates relevant to you.

You can opt out of these communications at any time by emailing [email protected]

or following the unsubscribe option in our messages.

Links to Other Websites

Our website may contain links to other organisations’ websites.

Romilly Place is not responsible for the privacy practices or content of external sites.

We recommend reviewing their privacy policies before providing personal information.

Feedback and Complaints

If you have a concern or complaint about how we handle your personal information, please contact:

Email: [email protected]

We treat all privacy-related complaints confidentially and will respond as quickly as possible.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner on 1300 363 992 or visit www.oaic.gov.au.

Glossary

The terms and definitions are detailed below:

Australian Privacy Principles (APPs)

Legal standards for handling personal information under the Privacy Act 1988 (Cth).

Client / Participant

A person receiving services from Romilly Place or their authorised representative.

Personal Information

Any information that identifies an individual, such as name, address, or contact details.

Sensitive Information

Information about health, disability, or personal circumstances that requires special protection.

Authorised Representative

A person legally permitted to act on behalf of a participant, such as a guardian or nominee.

Policy

A statement of intent outlining how Romilly Place fulfils its responsibilities.

Procedure

Instructions on how a policy is implemented in practice.

Romilly Place, proudly presented by

Nexa Development Pty Ltd

ABN 70 671 895 177

OFFICE LOCATION

45 Hackney Road, Hackney. SA 5069

ACKNOWLEDGEMENT

We acknowledges the Traditional Custodians of country throughout Australia and their connections to land, sea and community. We pay our respect to their Elders past and present and extend that respect to all Aboriginal and Torres Strait Islander peoples today. We also acknowledge the diversity of Australian culture and extend our support to all individuals, regardless of culture or sexuality.

NDIS REGISTERED

Your trusted NDIS partner

in South Australia

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