Under the Act, the Department is the custodian of that information, and the collection, use and disclosure of that information is governed by the Act.
The type of personal information the Department collects includes names, addresses and telephone numbers, together with any specific information about a person that may be required for the purpose of discharging departmental functions.
The Department takes reasonable steps to ensure that the personal information it holds is accurate, complete and up to date. Where practicable, the Department will check on the accuracy of your personal information before it is used.
Sensitive information includes things like health information, criminal record, racial origin and sexual preferences. Generally, the Department will only collect sensitive information with your consent if it is necessary, or if the collection of that information is required by law.
If you are making a general enquiry, it may not be necessary to identify yourself. If you want to obtain a service, however, identification may be necessary.
The Department does not assign unique identifiers to people unless it is necessary for us to carry out our functions efficiently or is required by law. Nor does the Department adopt as our unique identifiers the unique identifiers from another organisation. The Department may, however, collect the unique identifiers assigned to you by another organisation, but will not disclose these without lawful authority.
Access to, and correction of, information collected
The Act provides that you can access your personal information held by the Department.
If you consider the personal information to be incorrect, incomplete, out of date or misleading, you can request that the information be amended.
Requests to access or correct your personal information held by the Department will be processed in accordance with the provisions of the Right To Information Act 2009. For further information see this page, or contact the Department’s Right to Information Coordinator by mail (21 Murray Street Hobart TAS 7000), by telephone (03 6233 2071) or by email: (email@example.com) for further information.
Depending upon the nature of the request a fee may be charged for this service.
If you are not satisfied with the handling or outcome of your request for access to your personal information (or the Department’s correction of your personal information), you can lodge a complaint with the Ombudsman. The Ombudsman's Office can be contacted on 03 6233 6217, or 1800 001 170 (cost of local call outside Hobart area), and by email at firstname.lastname@example.org.
Use and Disclosure of Personal Information
Departmental staff are only provided with (or have access to) the information that is necessary for them to carry out their functions within the Department. All staff are bound by confidentiality requirements.
Personal information will be used only for the purpose described in the Information Collected section above. Your personal information will only be disclosed with your consent, or if it is required by or authorised by law. For example, there may be a need or requirement to disclose some or all information the Department collect to contractors and agents of the Department, law enforcement agencies, courts, or other public sector bodies.
The Act also permits the disclosure of "basic personal information" (that is, name, address, date of birth and gender) that is collected in conjunction with the provision of a service to other public sector bodies for data quality purposes.
Some de-identified personal information the Department has collected may be used in research, statistical analysis, state or national reporting, awareness programs, public statements or training, but not in a way to compromise the protection of personal information.
Personal information in written submissions on policy matters or matters of public consultation may be disclosed in reports that are made public, unless the submission was made and/or accepted on a confidential basis.
Security of Personal Information
The Department uses a number of procedural, physical, and technical safeguards, including access controls, secure methods of communication and back-up and recovery systems to protect information from misuse and loss, unauthorised access, modification and disclosure.
Generally, there is an intention that information is destroyed or permanently de-identified when it is no longer required, but this can only be done in accordance with processes approved by the State Archivist under the Archives Act 1983.