Privacy conduct matters policy

P552 v3

Document review

Timeframe for review:               every two (2) years, or earlier if required.

Document authorisation:          Board

Document implementation:     CEO

Document maintenance:          General Manager, Governance and Standards

The Australasian College for Emergency Medicine (ACEM; the College) has an existing policy in relation to “Privacy of Personal Information” (the ACEM Privacy Policy (P200)).  ACEM has a Code of Conduct (COR235) and a process for allegations of breach of the Code of Conduct. ACEM is also committed to dealing with discrimination, bullying and sexual harassment (DBSH). ACEM has entered into arrangements with certain Institutions in relation to Conduct Matters.  Under those arrangements, it is agreed that parties will share information, particularly in relation to DBSH.

This policy outlines the information handling processes of ACEM in these circumstances and operates in conjunction with, and in addition to, the ACEM Privacy Policy (P200).

ACEM Courses

means courses mandatory for members who supervise and/or assess trainees and, for the purpose of this policy, includes any compulsory online resources and modules associated with approval to supervise and/or assess trainees.

Conduct Matter

Includes:

1. A complaint or allegation of a breach of the ACEM Code of Conduct; and
2. A complaint or allegation of DBSH against a member or trainee.

Whether such complaint is made to ACEM or an Institution.

DBSH

means discrimination, bullying and sexual harassment as those terms are defined in the ACEM Discrimination, Bullying and Sexual Harassment Policy (COR133).

Institution

means any of the following entities with whom ACEM may need to exchange information in relation to Conduct Matters:

1. Hospital or other health institution;
2. University or other educational institution;
3. Affiliated specialty societies and associations; and
4. Government departments, agencies and regulatory bodies.

Member

Except where otherwise stated, means a person admitted as a member of the College pursuant to the provisions of the ACEM Constitution and associated regulations; and, for the purposes of this policy, also includes any other person serving on any College entity or as a College representative.

Privacy Officer

Means the ACEM staff member signified as such in the ACEM Privacy Policy (P200).

Trainee

Means an individual enrolled in an ACEM training program and, for the purposes of this policy, any individual undertaking College requirements for the purpose of attaining eligibility for election to Fellowship of the College (i.e. Specialist International Medical Graduates (SIMGs)).

ACEM and Institutions will collect, hold and use information, including personal information, in relation to Conduct Matters concerning members and trainees.

ACEM and Institutions have policies to deal with and address Conduct Matters. ACEM has policies and processes for formal complaints in this regard.

In particular, ACEM will collect and use information in the course of performing its functions and activities including operating a complaints resolution process, investigating Conduct Matters of members and trainees and entering into collaborative arrangements with Institutions in relation to Conduct Matters.

ACEM may use such information in relation to the preparation of reports and publication of data in relation to Conduct Matters.

ACEM may disclose information, including personal information, in relation to Conduct Matters and completion of ACEM Courses to the following persons and organisations:

1. Institutions, whether or not ACEM has entered into an arrangement with the Institution; and
2. Affiliated specialty societies and associations.

ACEM will endeavour, to the extent possible, to ensure that such information is held and shared sensitively and not unnecessarily distributed to persons or entities who do not otherwise have a need to know the information.

By being an ACEM member or trainee and by virtue of this policy, the member or trainee consents to, and authorises, the collection, use and disclosure of information, including personal information, as described in this policy.

ACEM may collect, hold, use and disclose such information as otherwise required or permitted by law.

ACEM will store all such information securely in accordance with the ACEM Privacy Policy (P200) .

A member or trainee may opt out of these arrangements and withdraw the consent set out in clause 5 of this policy by written notice to the College (addressed to the Privacy Officer). This will only apply to the collection and/or handling of personal information by the College after the date of receipt of such notice, and otherwise the provisions of this policy will continue to apply.

• Code of Conduct (COR235)
• Complaints Policy (COR166)
• Discrimination, Bullying and Sexual Harassment Policy (COR133)
• Privacy Policy (P200)
• Procedures for Submission and Resolution of Complaints (COR656)