Information Management and Privacy Policy

Aims

We aim to provide the infrastructure to facilitate effective online collaboration to support research, education and surveillance, to better protect biodiversity, agriculture, and human health. 

Membership

Access to the Online Registry will be offered to members of the Wildlife Disease Association Australasia (WDA-A) the Australian Society for Veterinary Pathology (ASVP), university faculty and enrolled university students, and Australian commonwealth and state government personnel working in the biosecurity sector.

Access is limited to Australian and New Zealand residents within the stakeholder groups listed above.  

Policy: 

-  Whenever possible data and digital assets should be shared freely among the wildlife health and biosecurity communities within the secure environment provided

-  Contributors have the ability to ascribe varied levels of access control or confidentiality to their materials

-  When confidentiality settings are ascribed to data or digital assets, the participants agree to respect and uphold that level of security

-  Cases that are not marked confidential may be included within monthly and quarterly case summaries to be distributed to stakeholders.

-  Case material can be logged anonymously by contacting the Australian Registry of Wildlife Health (ARWH)

-  Contributors retain the intellectual property, or copyright, to the information that they submit, but they provide the ARWH with a non-exclusive, royalty-free license to use the data (as defined by the level of confidentiality selected)

-  Participants agree to comply with relevant copyright protection legislation

-  At present, the contribution of data within the Online Registry does not diminish your responsibility to notify your state Chief Veterinary Officer of any suspicion that you might have regarding the possible presence of an emerging or notifiable disease.  If you have any suspicions about the potential presence of an emerging or notifiable disease, contact the Emergency Animal Disease Watch Hotline immediately on 1800 675 888.    Also notify your state AWHN coordinator, contact details are available via http://www.wildlifehealth.org.au/AWHN/ProgramsProjects/Programs.aspx?id=9

-  Ensure that all cases are classified as confidential if there is any suspicion of the presence of a notifiable disease, emerging disease, or trade-sensitive disease. If you have any questions regarding whether a disease should be classified as confidential, please contact your state agriculture department veterinary laboratory or the Emergency Animal Disease Watch Hotline 1800 675 888.  The commonwealth list of notifiable animal diseases is available via http://www.daff.gov.au/animal-plant-health/pests-diseases-weeds/animal/notifiable

Each state and territory also has a list of notifiable animal diseases: http://www.daff.gov.au/animal-plant-health/pests-diseases-weeds/animal/state-notifiable

-  Criteria for diseases or disease incidents that should be reported to the Chief Veterinary Officer and AWHN state coordinator are listed in Appendix 1 (see attached at bottom of page).

-  Information and materials that are marked as confidential will be viewable by the Registrar of the ARWH and the jurisdictional CVO (or their delegate). 

-  If in our efforts to moderate the Online Registry we identify materials that should be reported to the Chief Veterinary Officer, we will mark the material as confidential and then attempt to contact the submitter to clarify the case content.  If the submitter can not be contacted, the Chief Veterinary Officer, or their delegate, from the state of origin of the material will be notified.

-  Within the Online Registry, groups of users may work together to form an Institution and moderate data flow and access to a specific set of case contributions.  The Director or Dean of the lead agency within this user group will provide a signed form listing the individuals who are allowed to access the data within their Institution.  This list of users will contain the name, contact email address and role/access (administrator, pathologists, data entry, modifier, read-only) of each participant.  It is the responsibility of the lead agent to notify the ARWH of any changes to their user group.  The ARWH will institute these changes as soon as possible and certainly within 5 business days from notification.

-  When new collections of data are established that lie outside of the Online Registry database, the moderator of that collection will include in the collection definition a description of the access rights and any additional levels of governance relating to that collection.

-  The Online Registry should support membership in existing wildlife and pathology organizations

-  The Online Registry should be easy to access, and the delivery technology should run smoothly

-  A high level of professional behavior is expected from all participants

-  The identities and personal contact details of members of the public (who might submit materials, images or data for investigation) must not, without their consent, be revealed to anyone who is not directly involved in that investigation 

-  Academic supervisors are responsible for the behavior of their students

-  Participants are not to undertake non-research activities (telemarketing, list building) through participation in the Online Registry

-  Participants will be asked to complete an end-user license agreement regarding these terms and conditions prior to receiving their password to enter the Online Registry.

-  Breaches in the terms of this policy and the end-user license agreement will be considered regarding the necessity and suitability of any further action.

-  This policy will be subject to review and approval annually, and when requested by stakeholders.

 

Privacy of personal details: 

In all of its endeavours, the Australian Registry of Wildlife Health (ARWH) will not collect and maintain personal information unless that information has been voluntarily provided.  Unless specifically authorised by the individual, contact and personal information will not be provided to other private or government agencies.  Contact and personal information will not be provided to commercial or non-commercial marketing groups. 

Personal information will most likely be provided voluntarily through the following activities:

  • user registration
  • requests for information
  • association with case material submitted for examination or archiving   

Persons may request to view the case files that they have submitted since 1998, and/or their personal information within the Online Registry. This information will be provided by return post within 5 business days. At any time, case materials or registration database details and directory details may be changed by the submitter.

Personal information emanating from requests for information will only be used to respond to that request, unless the individual expressly asks that their details be somehow maintained in the Registry, or passed on to other individuals or agencies. 

Case material will only be made available to other agencies for the purpose of research, surveillance, disease control, animal management or education once the personal details of the member of the public who submitted the material have been removed.  If further information is required, or if direct contact with the submitting individual is requested, this contact will first be made by the Registry to the institution that contributed the case information. 

Individuals and organisations have the opportunity to determine how their information within this Registry will be disseminated.  Individuals and organisations who have agreed to have their contact details included within a directory to be distributed to stakeholders may have their contact information distributed to other agencies and individuals.   Individuals and organisations that do not choose to have their contact details included within the directory will only be contacted by Registry personnel.  Exceptions to this arrangement may include instances where there is a serious threat to the individual’s own safety, a threat to public safety, or if disclosure is required by law.

The Registry will not collect or maintain information that is classified as sensitive in the provisions of the Federal Privacy Act.

Authorship and Acknowledgement: 

If users wish to release to the media or publish information emanating from the Online Registry, the written permission of the institution that submitted the information will be required.  The appropriate acknowledgment in the publication will be negotiated on a case by case basis.  If information is to be in a high-level aggregated fashion for published reports and it would not be feasible or reasonably expected that all submitters would be contacted, the report will acknowledge the ARWH. 

Disclaimer

In all of its endeavours, the Australian Registry of Wildlife Health personnel attempt to ensure the validity, and accuracy of information contained within the various data sources.  THE INFORMATION AND MATERIALS PROVIDED FROM THE REGISTRY ARE PROVIDED WITHOUT ANY WARRANTIES OF ANY KIND, INCLUDING WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT OF INTELLECTUAL PROPERTY RIGHTS.

The Australian Registry of Wildlife Health may revise these terms, conditions and policies at any time by updating this document.  This policy is also likely to be modified as the activities of the Registry are enhanced and modified.

If you have any concerns, questions or complaints regarding the way that information is managed through the Online Registry we respectfully request that you contact us to let us know. 

Further information regarding information management within the Online Registry is available upon request.

 

Australian Registry of Wildlife Health

Taronga Conservation Society Australia

PO Box 20

Mosman, NSW, 2088

02-9978-4749 Phone

02-9932-4376 Fax