4. Roles and Responsibilities of the Board of Management

4.3. Confidentiality

It is important to get information out to community members and network organisations about the organisation, the work it does, the assistance it needs and the opportunities it is looking for. In this situation information is being shared and work contact details are exchanged which is a vital part of a community organisations function. We all talk about our day to family and friends, which may include work. But there will be some information that must not be discussed with people outside of the organisation.

Both the constitution and the organisation’s policies and procedures will spell out guidelines for confidentiality and privacy. It is important to have access to these kinds of documents for reference. The Board and management must be very clear about which information they can and cannot share. This confidentiality usually extends beyond employment, Board appointment or other association with an organisation as well.

Board members and organisational management have access to information about the organisation and its people. Some of this information will be considered sensitive. Sensitive information may include:

·       personal details of members of the organisation (as listed below)

·       information in contracts and agreements

·       financial information

·       legal matters

Using organisational information for personal gain, or for the advantage of friends or family is an example of a conflict of interest. Kinship responsibilities and family protocols must be carefully considered by Board members and management when performing their duties.

Some sensitive information has additional protection under The Privacy Act 1988. This may include personal details of members, staff and volunteers of the organisation, such as:

·       contact and address details

·       wages or salary

·       health (including predictive genetic information)

·       racial or ethnic origin

·       political opinions

·       membership of a political association, professional/ trade association or union

·       religious beliefs or affiliations

·       philosophical beliefs

·       sexual orientation or practices

·       criminal record

·       biometric information (from identifying images etc. such as fingerprints)