Content
Information Privacy - Governing Policy
Responsible officer: Vice-Chancellor and President
Designated officer: Director, Information Services
Approval authority: Vice-Chancellor and President
Approval: 3 August 2009
Last amended:
Effective starting date: 19 August 2009
Any policies replaced by this policy: Privacy Plan
Policy number: O20.
Related polices:
Due date for next review: August 2014
Part A: Preliminary
1. Background and purpose of policy
The University of the Sunshine Coast is defined as a public authority under the Queensland Information Privacy Act 2009. As such, it is required to comply with the Act. The Act provides individuals with the right of access to, and amendment of, their own personal information held by the University, unless on balance it is contrary to the public interest to give access or allow information to be amended. The Act also sets out the information privacy principles to which the University must adhere in relation to the collection, storage and use of personal information.
Requests for access to non-personal information are dealt with as outlined in the Right to Information Policy, in accordance with the Queensland Right to Information Act (2009).
The purpose of this policy is to set out how the University addresses the requirements of the Information Privacy Act.
2. Application of policy
This policy applies to all University staff, consultants and contractors engaged by the University who have responsibility for collecting or managing personal information.
3. Definitions
In this policy, the following definitions apply:
Documents, as defined in the Right to Information Act (2009) which also applies to the Information Privacy Act, means documents in the possession of, or under the control of, the University whether created or received by the University. Documents may be in the possession of, or under the control of, a staff member of the University in that person's official capacity. Documents may be items in hard copy or electronic format, including files, reports, emails or other correspondence, computer printouts, maps, plans, photographs, and recordings.
Personal information, as defined by the Information Privacy Act, means information or opinion, including information or an opinion forming part of a database, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.
Part B: Policy
4. Management of personal information
4.1 The University collects and uses personal information about its students, staff and others in order to operate effectively. Personal information held by the University is collected and managed in a responsible, secure manner, in compliance with the Information Privacy Principles outlined in the Information Privacy Act.
4.2 Personal information collected and used by the University falls within the following broad categories:
- Student records, including enrolment, academic performance, personal welfare, equity group information
- Staff records, including recruitment and appointment, leave management, payroll and superannuation information, performance management
- Financial and business records, including personal accounting information about vendors, suppliers and contractors
- Information technology records, including internal and external transactions such as telephone, email and internet activity
- Human research participants records
- Alumni, Foundation and donor records
- Library records
- Miscellaneous records such as committee member contacts, community contacts, homestay families, etc.
4.3 Access to personal information within these broad categories is restricted to authorised staff within the relevant organisational units of the University.
5. Access to personal information
5.1 Under the Information Privacy Act, a person has the right of access to documents of the University that contain that person’s personal information. A person also has the right to amend, if inaccurate, incomplete, out of date or misleading documents relating to their personal information.
5.2 The University will release requested documents to an applicant unless on balance it is considered contrary to the public interest to do so, the documents are considered exempt under the Act, or documents are unable to be located.
6. Responsibilities and decision-making
6.1. As the “principal officer” under the Information Privacy Act, the Vice-Chancellor and President is responsible for determining the outcome of applications made under the Act. The Vice-Chancellor and President has delegated this responsibility to other University staff as outlined below.
6.2. The RTI and Privacy Officer is responsible for making initial decisions regarding release of documents within the time periods stipulated in the Information Privacy Act. In this function, the RTI and Privacy Officer may deal with prospective applicants and liaise with organisational units regarding access to documents.
6.3. The RTI and Privacy Coordinator assists the RTI and Privacy Officer in the above duties.
6.4. Cost centre managers and officers in charge of individual organisational units are responsible for establishing procedures to locate documents held in their areas. In the event that documents cannot be located, a written explanation of what steps have been taken to locate them must be provided to the RTI and Privacy Officer.
6.5. The Deputy Vice-Chancellor, as Review Officer, is responsible for formal internal reviews of decisions made by the RTI and Privacy Officer, if requested by the applicant.
7. Applications for access to information
7.1 Applications for access to, or amendments of, documents must be made on the application form available on the website.
7.2 Processing of applications is conducted within the timeframes set out in the Information Privacy Act.
8. Charging
8.1. No charges apply for applications to access or amend a person’s own personal information.
8.2 Charges may apply for providing copies of requested information.
9. Review and appeal
9.1. The RTI and Privacy Officer must provide to the applicant reasons for decisions not to release documents or to give only partial access to documents.
9.2. The Review Officer will internally review such decisions upon appeal by an applicant. Further review by the Queensland Privacy Commissioner is also available.
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