Council is committed to protecting the personal information of its residents, employees, contractors and elected members.
On this page you will find the detail of our Privacy Policy which explains how we treat your personal information.
Personal information is information we hold which is identifiable as being about you.
Purpose
The Personal Information Protection Act 2004 (the Act) was introduced to protect the individual’s right
to personal privacy. Clarence City Council (Council) is committed to the Personal Information Protection Principles included in the Act and this policy explains the principles and how they may apply to you.
Scope
This policy applies to councilors, officers and agents of council. The policy covers all personal information held by council, including:
- information we have collected from you, as well as information we have collected from third
parties, - all information collected regardless of format and media, e.g. correspondence, forms
(paper and electronic), in person, over the telephone or via council websites.
Definitions
Personal information is information that can be used to identify an individual, such as name,
address and date of birth.
Sensitive Information includes information or an opinion about an individual’s health, racial or ethnic
origin, political opinions, trade union membership, philosophical or religious beliefs, sexual
preferences or criminal record.
Principle 1: Collection
Council will only collect personal information from you when it is necessary for its functions or
activities.
1.2. Council will collect personal information about you directly from you wherever it is reasonable
and practicable to do so.
1.3. Council will collect personal information only by lawful and fair means and not in an
unreasonably intrusive way.
1.4. In some instances, Council will be required by law to collect personal information.
1.5. Council will only collect sensitive information where you have consented or as permitted under
the Act.
1.6. Before, during, or as soon as practicable after collection of personal information, Council will
take reasonable steps to ensure that you are aware of:
- Council’s identity and how to contact it;
- your right to access the information;
- the purpose for which the information is collected;
- the intended recipients of the information;
- any law that requires the information to be collected;
- the main consequences (if any) for you if all or part of the information is not provided.
1.7. If Council collects personal information about you from someone else, it will take reasonable
steps to make sure that you are aware of the matters referred to above, unless doing so would
pose a serious threat to the life, safety, health or welfare of any individual, or, would prejudice
the carrying out of an investigation.
Principle 2: Use and Disclosure
2.1. Council will only use personal information within Council, or disclose it outside Council,
- for the purpose for which it was collected, or
- in accordance with this Act or as provided for in any other legislative provision, or
- where you have consented, or
- where you would reasonably expect this to occur.
2.2. Council may use the information for purposes including, but not limited to, the following:
- To contact you in order to provide services requested by you, e.g. obtaining a permit.
- To contact you in order to resolve issues relating to Council services or functions, that you
have brought to our attention, e.g. where you have reported a matter to be resolved by
Council such as a fallen tree branch. - It may be used to contact you before a Council Meeting to confirm your attendance and
advise you of any changes to the meeting details where you have made an application to
speak or ask a question. - To supply you with material concerning Council initiatives and programs.
- To contact you in relation to your property.
- To facilitate the collection of Council fees and charges, e.g. we will use your name and
address details to forward rate notices. - To enable payment for Council-provided goods and services, e.g. we may collect your
credit card and bank account details when you make a payment for goods and services. - To enable Council to undertake its law enforcement functions, e.g. Council collects
information about you from various Road Traffic Authorities to process Parking
Infringement Notices. - To update your name and address details and verify information.
- To check occupancy for ratings purposes.
- To contact you in case of an emergency.
2.3. In some circumstances, Council needs to disclose your information to other organisations.
Examples of situations where disclosure may occur include:
- Personal Information collected in relation to your property may be forwarded to the Valuer
General and the Australian Bureau of Statistics, the Director of Building Control, and the
Training Levy Board in accordance with various legislative requirements. - Personal information included on a Subdivision or Development Application may be
forwarded to the Resource Management and Planning Appeal Tribunal and made available
to the public, as required by the Land Use Planning and Approvals Act (1993). - Pensioner Applications for Rates Remission may be forwarded to Centrelink, the
Department of Treasury, the Department of Veterans’ Affairs and Housing Tasmania. - Information relating to financial requests, for example a direct debit, may be forwarded to
our bank. - If a workplace incident or other incident or accident occurs, information may be forwarded
to our Workers Compensation, public liability or professional indemnity insurers. - If you do not pay your rates, Council may forward your information to the courts and a debt
collector may be appointed. - If infringement notices are not paid, Council may forward your information to the courts and
a solicitor. - If you apply to work in one of Council’s childcare services, we are required to forward your
information to the Department of Education for safety screening purposes. - In order to properly assess your development, building or subdivision application, Council
may seek the advice of other agencies and, in doing so, will provide details of your
application, including any personal information included on the application to that agency.
Examples of these agencies include the University of Tasmania; Government departments,
Tasmanian Fire Service.
Principle 3: Data quality
3.1. Council will take reasonable steps to make sure that the personal information it collects, uses
or discloses is accurate, complete and up-to-date.
3.2. You may update the personal information you have supplied to Council. Details on how to do
so are outlined under Privacy Principle 6.
Principle 4: data Security
4.1. Council will take all necessary steps to make sure that personal information is stored safely
and securely. Technological and operational procedures are in place to protect personal
information from misuse and loss.
4.2. Council will dispose of personal information where it is no longer necessary to fulfil the
purposes for which the it was collected, or as required by the Archive Act or other legislation.
Principle 5: Openness
5.1. Council will make this policy available upon request.
5.2. On request by a person, Council will take reasonable steps to let the person know, generally,
what sort of personal information it holds, collects, for what purposes, and how it collects,
holds, uses and discloses that information.
Principle 6: Access and Correction
6.1. Should you wish to access your personal information, please contact Council on 03 6245 8600.
We will endeavour to deal with your request promptly at an administrative level, but more
complex requests may need to be processed in accordance with the Freedom of Information
Act 1982.
6.2. Access will be provided except in the circumstances outlined by The Act, for example, where
the information relates to legal proceedings.
Principle 7: Unique Identifiers
7.1. An unique identifier is a reference that enables the identification of a particular person (e.g.
your drivers licence number).
7.2. Council will only assign unique identifiers if is necessary to carry out any Council functions or
responsibilities, or it is required by law.
Principle 8: Anonymity
8.1. Council will, where it is lawful and practicable, give individuals the option of remaining
anonymous when entering into transactions with Council.
8.2. However, as anonymity may limit Council’s ability to process a complaint or other matter,
Council reserves the right to take n
Principle 9: Transborder data flows
9.1. Council will transfer personal information to a region outside Tasmania only if authorised by law
or with the consent of the individual.
Principle 10: Sensitive information
10.1. Sensitive information, as defined by law, is any information about a person’s racial or ethnic
origin, political opinion, membership of a political association, religious beliefs or affiliation,
philosophical beliefs, membership of a professional trade association, membership of a trade
union, sexual preference or practice, criminal record or health information.
10.2. Council will only collect sensitive information when you have consented, or as permitted under
the Personal Information Protection Act or required by law.
10.3. Sensitive information will be treated with the upmost security and confidentiality and only used
for the purpose for which it was collected.
Correction and Complaints
If you are not satisfied with the handling of your personal information or the outcome of your request
to access or correct your personal information, you may contact us to make a complaint on 03 6217 9500.
Your complaint will be investigated within ten business days and a written response will be
provided.
If you are not happy with the outcome of your complaint, you can lodge a complaint with the
Ombudsman. The Ombudsman’s Office can be contacted 1800 001 170, and by email at
ombudsman@ombudsman.tas.gov.au.