Personal Information Protection Policy for the Sullivans Cove Waterfront Authority

The Sullivans Cove Waterfront Authority is committed to ensuring the right to privacy of all individuals who have business dealings with it.

To ensure our obligations under the Personal Information Protection Act 2004 are met, this Policy document sets out the Authority’s approach to the collection and management of personal information supplied to it by its customers.

The Policy applies to all staff of the Authority, including Members of the Sullivans Cove Waterfront Authority Board and Sullivans Cove Waterfront Authority Design Panel, as well as any contractors who may be engaged by the Authority to undertake work on its behalf from time to time.

Also see the Tasmanian Government's Personal Information Protection Statement at www.tas.gov.au/stds/pip.htm.

The Sullivans Cove Waterfront Authority Personal Information Policy consists of the following sections:

• Definition of Personal Information
• Information Collected
• Sensitive Information
• Anonymity
• Unique Identifiers
• Use and Disclosure of Personal Information
• Security of Personal Information
• Access to and Correction of Information Collected

Definition of Personal Information

The Act defines personal information in the following way:

"personal information" means any information or opinion in any recorded format about an individual –

(a) whose identity is apparent or is reasonably ascertainable from the information or opinion; and

(b) who is alive or has not been dead for more than 25 years;

Essentially, this means that personal information is information or opinion in any recorded format, including photographs and sound and video recordings, about an individual which readily identifies that individual.

Information Collected

The Sullivans Cove Waterfront Authority is the statutory planning authority responsible for protecting, enhancing and developing Sullivans Cove and surrounding areas.

According to the Sullivans Cove Waterfront Authority Act 2004 under which the Authority operates, the functions of the Authority are:

• to identify and, where appropriate, maintain and enhance the cultural, historic, social and economic components of the planning area;
• to facilitate the use or development of land in the planning area;
• to assess and approve or refuse the use or development of land in the planning area; and
• such other functions as may be imposed on it by this Act or any other Act.

To assist us in carrying out our functions, we sometimes need to collect personal information from our clients. This information may be collected as required by an Act of Parliament for which the Authority is responsible for administering, including as part of its statutory planning requirements. Personal information is also collected for the purpose of advising and updating clients on matters relating to the business of the Authority (for example, our Email Alert Service or notification of upcoming events).

The type of personal information we collect includes names, addresses and telephone numbers, together with any specific information about a person that may be required to enable us to provide a particular service.

We take reasonable steps to ensure that the personal information we hold is accurate, complete and up to date. Where practicable, we will check on the accuracy of your personal information before we use it.

Under the Personal Information Protection Act 2004, the Sullivans Cove Waterfront Authority is the custodian of personal information and the collection, use and disclosure of that information is governed by this Act.

Sensitive Information

Sensitive Information includes items such as health information, criminal record, racial origin and sexual preferences. Generally, we will only collect sensitive information with your consent if it is necessary to provide a service, or if the collection of that information is required or permitted by law.

Anonymity

If you are making a general enquiry, it may not be necessary to identify yourself. However, if you want to obtain a service, identification may be necessary.

Unique Identifiers

We do not assign unique identifiers (eg ID numbers) to people unless it is necessary for us to carry out our functions efficiently or is required by law. We do not adopt unique identifiers from other organizations as our unique identifiers. While we may collect the unique identifiers assigned to you by another organisation, we will not disclose these without lawful authority.

Use and Disclosure of Personal Information

Our staff are only provided with or have access to the information that is necessary for them to carry out their functions within the Sullivans Cove Waterfront Authority. All staff are bound by confidentiality requirements. This includes the Members of the Sullivans Cove Waterfront Authority Board and Sullivans Cove Waterfront Authority Design Panel and any contracted party to the Authority.

Personal information will be used only for the purposes 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.

There may be a need or requirement to disclose some or all information we collect to contractors and agents of the Sullivans Cove Waterfront Authority, law enforcement agencies, courts, or other public sector bodies.

The Personal Information Protection Act 2004 permits the disclosure of "basic personal information" (ie, 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 we have collected may be used in research, statistical analysis, 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 submitted and/or accepted on a confidential basis.

Security of Personal Information

We use 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.

Access to and Correction of Information Collected

The Personal Information Protection Act 2004 provides that you can access your personal information held by the Sullivans Cove Waterfront Authority.

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 Sullivans Cove Waterfront Authority will be processed under the provisions of the Freedom of Information Act 1991. Depending on the nature of the request, a fee may be charged for this service.

To access or amend personal information held by the Sullivans Cove Waterfront Authority, contact the Communications Officer:

If you are not satisfied with the handling or outcome of your request for access to or correction of your personal information, you can lodge a complaint with the Ombudsman. The Ombudsman's Office can be contacted on 1300 766 725, and by email at: ombudsman@justice.tas.gov.au.

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This page - www.waterfront.tas.gov.au/pip.htm was last published on 26 March, 2008 by the Sullivans Cove Waterfront Authority. Questions concerning its content can be sent to info@waterfront.tas.gov.au; by mail to GPO Box 2114, Hobart Tasmania, Australia 7001; or by telephone to 03 6216 4283.

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