Policies

Privacy & Dignity Policy

EBBC is required to protect participants' and team members’ privacy continuously. The business is committed to respect and recognise everyone’s right to their privacy and confidentiality and protected in all aspects.

At EBBC all information will be handled based on the NDIS Quality and Safeguarding Framework. The consistent processes and practices are in place that respects and protects the personal privacy and confidentiality of each participant and team members.

Every person has the right to decide with whom to share personal information. EBBC will not disclose any confidential information to any persons who are not authorised by EBBC or participant unless consent has been obtained.

Privacy & Confidentiality Information includes but is not limited to:

-        Participant personal information, and medical examination results

-        Workers, Contractors and Volunteers

-        Business information such as financial records, reports, memos, contracts, computer programs and technology

-        Company processes and operations

-        Company intellectual property

-        Service specifications; and

-        Any other information regarding company activities that can have a detrimental impact on the company.

All information will be collected unless required for service provision. It will be handled securely in the database of EBBC Only personal information could be disclosed without consent if the person is at risk of harm or injury; or It is required by law

Feedback & Complaints Policy

The management team's promotion of best practices and ongoing enhancements fosters a supportive and respectful culture within EBBC This culture encourages workers, stakeholders, and participants to feel comfortable in sharing complaints, feedback, and reporting any issues. The evaluation and review of this aspect will be included in the performance assessment of the management team.

EBBC is committed to handle all complaints and feedback until it is resolved completely.

Information pertaining to complaints and feedback will be handled confidentially, with direct discussions involving the parties concerned.

With the provision of consent, a third party is authorized to submit complaints and feedback on behalf of another individual.

Where a conflict of interest is present, parties can utilise a third party mediator if initial discussions between parties does not result in an agreement. Either party can make this request.

Persistent concerns can be recognized through the monitoring and analysis of feedback and complaint data. As an integral component of the continuous improvement process, feedback, complaints, and dispute resolutions will be regularly deliberated during management team meetings.

Details about this policy and procedure will be made available to any participant or stakeholder desiring to submit feedback.

You can submit your Feedback or Complaint by clicking the link in this websites’ footer.

AI-Assisted Note Taking

To ensure AI-assisted note-taking, transcription and recording are used transparently, securely and appropriately. This policy applies to employees, contractors and visitors participating in internal meetings, clinical appointments, supervision, participant consultations and meetings with external stakeholders.

  • Only AI tools approved by the Managing Director may be used for EBBC business. Google Geminii is the company approved software providing it is business subscription or higher.

  • Before approval, EBBC must assess the tool’s privacy, security, accuracy, data-processing locations, subcontractors, retention arrangements and deletion capabilities, including applicable recording and privacy requirements.

  • Approved arrangements must prevent meeting content from being used for AI model training or unrelated purposes.

  • Staff must obtain express, voluntary and informed consent from every person present before activating recording, transcription or AI processing.

  • Consent to receive services, attend a meeting or share information does not automatically include consent to AI note-taking.

  • Declining AI note-taking must not disadvantage a participant or staff member. Manual notes must be available as an alternative.

  • AI tools must not automatically join meetings or start capturing information before consent is confirmed.

  • Personal or sensitive information must not be entered into unapproved AI tools.

  • AI-generated notes are drafts. The responsible clinician or meeting chair must check accuracy, omissions, speaker attribution, decisions and actions before approving or distributing them.

  • Staff remain accountable for the final record and all clinical or operational decisions.

  • Access and distribution must be limited to authorised recipients. Consent to capture a meeting does not authorise unrestricted sharing.

  • Recordings, transcripts and drafts must follow an approved retention and deletion schedule. Final approved records must follow EBBC’s applicable records-retention requirements.

  • Suspected unauthorised capture, disclosure or other privacy breaches must be reported immediately through EBBC’s incident and privacy procedures.

The restriction on unapproved tools reflects OAIC guidance recommending that organisations avoid entering personal information, particularly sensitive information, into publicly available generative AI tools. OAIC