This summary sets out the key points about how the Office of the Official Secretary to the Governor-General (the Office) handles personal information.
We collect, hold, use and disclose personal information to assist the Governor-General and Official Secretary to the Governor-General to fulfil their functions and duties.
Collection of your personal information
The Office collects personal information that is reasonably necessary to administer the Australian Honours and Awards system and to support the administrative functions of the Office of the Official Secretary to the Governor-General, including meeting any legislative requirements.
At all times we seek only to collect the information we need for the particular function or activity we are carrying out.
The main way we collect personal information about you is when you give it to us. We may also collect personal information from third parties, such as nominators, referees, and general members of the public, through independent research, social media accounts or from the Australian Electoral Roll. This information is generally collected without notifying you first. If a nominee is not recommended for an award, or a referee is not approached for comment, they will not be advised that their information has been collected.
When you look at this web site, our Internet Service Provider makes a record of your visit and logs the following information for statistical purposes. No attempt is made to identify users or their browsing activities except in the unlikely event of an investigation, where a law-enforcement agency exercises a warrant to inspect the Internet Service Provider's logs.
Use and disclosure of personal information
The Office only uses and discloses personal information we hold for the purposes we collected it, if you agree or would reasonably expect us to do this or if we are otherwise legally required or authorised.
We would not ordinarily disclose personal information overseas, except when writing to referees or nominators residing overseas.
Privacy Impact Assessments
The privacy code requires agencies, including the Office, to conduct a Privacy Impact Assessment (PIA) for all high privacy risk projects.
PIAs completed by the Office, since the Privacy Code commenced on 1 July 2018, are listed in the table below.
This table will be updated as privacy impact assessments are released.
Table last updated: 16 January 2023.
Accessing and correcting your personal information
You may request access to your personal information held by the Office and request that it be corrected if you believe it to be inaccurate. If we refuse a request for access or correction to personal information, we will provide you with written reasons for that refusal. We will respond to a request for access or correction within 30 days after the request is made.
How to make a complaint
If you wish to complain to us about how we have handled your personal information you should complain in writing. If you need help making a complaint, you can contact us.
How to contact us
To make a privacy enquiry or complaint or request for access and/or correction you can contact us:
Director, People and Services Branch
Office of the Official Secretary to the Governor-General
Yarralumla ACT 2600
By email: email@example.com
By phone: (02) 6283 3624