Volunteer, Student & Contractor Registration Form

The information you provide on this form includes your personal information. Your personal information is protected by law, including the Commonwealth Privacy Act.

We are using an IT system called the "Data Exchange" to store your information. This system is hosted by the Australian Government Department of Social Services (DSS).

The personal information that is stored on the Data Exchange is only disclosed to us for the purposes of managing your case.

You do not have to consent to sharing your personal information with DSS. If you do not consent to sharing your personal information, it will not affect the services you receive. If you do consent to sharing your personal information with DSS, you can ask for this information to be removed at any time. 

DSS de-identifies your data. This means they remove information that identifies you, or could be used to re-identify you (e.g. your name).

DSS combine your data with other clients' data in the Data Exchange to identify trends at a program level. This information is used to develop policy, administer grants programs, and conduct research and evaluations.

DSS may use this data to produce reports. These reports may be shared with other organisations. The data in these reports is de-identified.

You can find out more about how DSS will manage your personal information in the DSS privacy policy on their website.

Confidentiality Agreement

I. Purpose. The purpose of this Confidentiality Agreement is to protect the identity and privacy of our clients. Staff and Volunteers at the Hills Community Aid and Information Service Inc. encounter personal and sensitive information about clients during the course of everyday business.

It is very important to refrain from disclosing any information to third parties about our clients to avoid causing them harm.

II. Confidential Information. Confidential client information should never be discussed in the presence of third parties, except under the Terms outlined below.  Any files and/or documents containing confidential information should never be shared or released to third parites, except under the Terms outlined below.

Confidential information includes, but is not limited to, the following:

            1. Identifying information about the client, including name, address or phone number;

            2. Information relating to the client's family;

            3. Information regarding the client's immigration status;

            4. Information regarding a client's financial or social status

            5. Information about the abuse, trauma, and/or persecution experienced by the client; or 

            6. Any other information that would identify the client or potentially place the client and/or family members as risk.

III. Terms. By signing this Confidentiality Agreement, you agree to the highest ethical standard and to abide by the following provisions:

            1. All communication between HCA staff, volunteers and clients are confidential.

            2.The staff or volunteer shall not disclose confidential information to a third party without the client's express consent to release such information

            3. The staff or volunteer shall not disclose confidential information to a third party without HCAs knowledge and consent.

            4. I understand that as a staff, volunteer or sub-contractor, I have a duty to keep client information confidential throughout my term as a staff, volunteer or sub-contractor, as well as after my employment or volunteer status ends.

            5. I understand that my failure to abide by the terms of this Confidentiality Agreement may result in the termination of my participation as a staff or volunteer at the HCA.

I have read the above the HCA's Confidentiality Agreement and understand its terms and my responsibilities as a volunteer.

Code of Conduct - Policy Statement

Hills Community Aid and Information Service Inc. (HCA) will ensure that it sets out the behaviours, attitudes and ethical practices that guide employees and volunteers on what the organisation expects of them in the workplace and as representatives of HCA in the community. 

Employees and volunteers are expected to operate according too the Employee and Volunteer Code of Conduct at all times when they are representing HCA.

All volunteers must comply with the statement of principles in the conduct of their role. These principles include, but are not limited to:

• abide by the Vision, Mission, Core Values of HCA;

• comply with, and adhere to, all policy, procedures and contracts;

• observe all the rules of HCA, including those specified in HCA's Constitution and any others determined by the Board of Governance (Board);

• perform their duties efficiently and effectively with integrity and objectivity;

• not go beyond the scope of the role they ahve been engaged by HCA to perform;

• be fair, honest and candid with those they interact with, respecting diversity;

• avoid or resolve real or apparent conflicts of interest;

• not discuss confidential issues of HCA with people outside the organisation;

• act in a manner that will enhance HCA's ability to provide services to clients and to the community.

Media Consent Form

I grant permission to Hills Community Aid (and any third parties acting on its behalf or at its request) to photograph, film, and/or record audio and/or video of Me (“Hills Community Aid Content”). I acknowledge and agree that at all times Hills Community Aid owns and retains the copyright in the Hills Community Aid Content. I acknowledge that Hills Community Aid may edit or delete material from the Hills Community Aid Content and that it is not obliged to use any part of the Hills Community Aid Content.

I agree that Hills Community Aid may use the Hills Community Aid Content, either alone or together with any testimonials or statements provided or given by me, any quotations attributed to me and any transcripts of any conversations or interviews that I participate in (“My Statements”) for promotional and publicity purposes in its publications and otherwise to promote Hills Community Aid and its mission, purposes, programs and activities or for any other use for its benefit (“Permitted Purpose”) without any compensation, royalty or other payment being due or payable to Me. As part of the Permitted Purpose, I agree that Hills Community Aid may provide, disclose and/or licence the Hills Community Aid Content and/or My Statements to newspapers, television stations and companies, radio stations and companies, Internet service providers and any other mass media, organisation or person that customarily presents or provides information and/or news to the general public (together, the “Media”).

Only where indicated below, I agree that Hills Community Aid and/or the Media may identify Me by name in connection with the Hills Community Aid Content and/or My Statements in connection with the Permitted Purpose, including in the Media. Where I provide My name and/or other identifying personal information about Me, I acknowledge that this Media Consent Form contains the information required to be provided to me under the Privacy Act 1988 (Cth) and that Hills Community Aid will otherwise collect, hold, use and disclose My personal information in accordance with its applicable privacy policy (available at www.hca.org.au/supporter-privacy-policy or www.hca.org.au/client-privacy-policy as applicable), which sets out how I may access and correct the personal information that Hills Community Aid holds about Me and how I can lodge a complaint relating to its treatment of My personal information. 

I relinquish and irrevocably waive any rights that I may have to examine or approve any advertising copy, other printed or electronic matter or audio or video or television or radio broadcast that may consist of or include any Hills Community Aid Content and/or My Statements (including My name if agreed below). I release Hills Community Aid and its licensees, assignees and transferees from any and all liability that any one or more of Hills Community Aid and its licensees, assignees and transferees may have to Me, either now or in the future arising from or in connection with any and all claims, demands, causes of action or rights to damages that I may have (whether in contract, tort, equity, under statute or otherwise)  relating to relating to any use of the Hills Community Aid Content and/or My Statements (whether in connection with My name or not) within the Permitted Purpose, including but not limited to in connection with any infringement or impairment of any of My rights (including without limitation any claims for libel or invasion of privacy).