The Port Arthur Historic Site Management Authority (PAHSMA) will only collect personal information by fair and lawful means that are necessary for or conducive to the functions of PAHSMA.
Under the Personal Information Protection Act 2004, PAHSMA is the custodian of personal information and the collection, use and disclosure of that information is governed by the Act. In some circumstances specific legislation may apply to the collection and/use of certain information. In these particular circumstances, individuals will be advised of the specific legislation requiring the collection and use of personal information.
The type of personal information collected includes names, addresses and telephone numbers, together with any specific information about a person that may be required for the purpose of discharging PAHSMA functions.
PAHSMA will take reasonable steps to ensure that the personal information held is accurate, complete and up to date. Where practicable, PAHSMA will check on the accuracy of personal information before it is used.
Sensitive Information includes things like health information, criminal record, racial origin and sexual preferences. Generally, PAHSMA will only collect sensitive information if it is necessary and with consent, 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. However, if you want to obtain a service, identification may be necessary.
We do not assign unique identifiers to people unless it is necessary for us to carry out our functions efficiently or is required by law. We do not adopt as our unique identifiers the unique identifiers from other organisations. However, we may collect the unique identifiers assigned to you by another organisation, but we will not disclose these without lawful authority.
Access to and correction of information collected
The Personal Information Protection Act 2004 provides that you can access your personal information that is held by the PAHSMA. If you consider the personal information to be incorrect, incomplete, out of date or misleading, you can request that the information be amended.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 PAHSMA will be processed in accordance with the provisions of the Freedom of Information Act 1991, as required by Schedule 1 clause 6 of the Personal Information Protection Act 2004.
For further information contact:
PIP Contact Officer
Address: Port Arthur Historic Site Management Authority, Port Arthur, 7182.
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 or 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 email@example.com.
Use and disclosure of personal information
PAHSMA staff are only provided with or have access to the information that is necessary for them to carry out their functions. All staff are bound by confidentiality requirements. Personal information will be used only for the purpose that is identified to you. Otherwise, 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 to disclose some or all information collected to contractors and agents of the PAHSMA, law enforcement agencies, courts, or other public sector bodies or other authorised organisations under relevant legislations. The Personal Information Protection Act permits the disclosure of “basic personal information” (that is, name, address, date of birth and gender) to other public sector bodies where necessary for the efficient storage and use of information.
Some personal information collected may be used in research, statistical analysis, state or national reporting, awareness programs, public statements or training, but not in a way which would identify the person to whom it relates.
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
PAHSMA 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.
Right to Information Act 2009
What is the Right to Information?
The Right to Information Act 2009 commenced on 1 July 2010 and provides for greater access to information held by government bodies by:
- Authorising and encouraging greater routine disclosure of information held by public authorities without the need for requests or applications;
- Authorising and encouraging greater active disclosure of information held by public authorities in response to informal requests without the need for applications;
- Giving members of the public an enforceable right to information held by public authorities; and
- Providing that access to information held by government bodies is restricted in only limited circumstances which are defined in the Act.
The Port Arthur Historic Site Management Authority is a public authority.
How do I get access to information?
The Port Arthur Historic Site Management Authority is required by the Right to Information Act 2009 to make information available to the public through proactive disclosure, this means we are to routinely make information available which will assist the public in understanding what it is we do and how we do it.
This is may be done via our website, through publications (e.g. fact sheets, or discussion papers), via reports (e.g. our Annual Report).
Some information is not released in this way, either because it is not of general public interest or because it is information the Authority would need to assess against the exemptions in the Right to Information Act 2009 prior to disclosure.
If you cannot find the information via one of the means below contact the Authority and we may be able to assist you in finding it or we may give it to you. If it is not freely available we will assist you to make an application for an assessed disclosure.
You may find information from the Port Arthur Historic Site Management Authority in one of the following ways:
Through the Service Tasmania Network:
- Look at the Service Tasmania Website – www.service.tas.gov.au
- Visit a Service Tasmania Office near you
- Call Service Tasmania on 1300 13 55 13
- Contact Service Tasmania via their online form – www.service.tas.gov.au/contact/ask/
Via Tasmania Online:
- Search for the information on Tasmania Online (it may be available from another source) – www.tas.gov.au
Through the Tasmanian Archives and Heritage Office (TAHO)
If it is old information it may be deposited with the Tasmanian Archives and Heritage Office
- Have a look at the TAHO system – www.archives.tas.gov.au/database
- Call TAHO on 03 6233 7488
- Email TAHO on firstname.lastname@example.org
Direct from Port Arthur Historic Site Management Authority
Search the Authority’s website
- Look in our annual reports
- Look at our publications
- Give the Authority a call on 1800 659 202
- Email the Authority on email@example.com
Applications for assessed disclosure
Applications for the Authority are to be addressed to:
Right to Information Officer
Port Arthur Historic Site Management Authority
Port Arthur TAS 7182
Or by email using the Application for Assessed Disclosure Form.
Applications for information need to be made to the department, authority or council holding the relevant information or most closely linked to the information. A webpage like this one is available for most other public authorities. If you are not using the form, please note that your applications must be made in writing and include the information which is requested in the [Form] – this is a requirement of Regulation 4 of the Right to Information Regulations 2010. Applications are to be accompanied by the application fee. This fee is 25 fee units, which is $34.00 as at 1 July 2010 and is indexed annually.
You may apply to have the fee waived if:
- you are in financial hardship – we take that to mean that you are on income support payments (we would usually ask to see evidence that you are in receipt of Centrelink or veterans affairs payments)
- Where you are a member of parliament and the application is in connection with their official duty
- You are able to gives us information which shows that the information sought is intended to be used for a purpose that is of general public interest or benefit.
Make sure you have looked for the information before you make a formal application, because if the information is otherwise available your application may be refused without the return of you application fee.
What will we do once we have your application?
We will check your application to make sure we have the information we need and that you have paid the application fee (or we will waive the fee).
We may transfer your application to another public authority if we do not believe we are best placed to provide you with the information.
Before your application is accepted, we may need to contact you to ask you about your application, this will help us to understand your request.
Once we have done these steps an officer will assess your application against the Right to Information Act 2009 and let you know the outcome of that process in writing.
You will be be notified of the decision on your application for assessed disclosure as soon as practicable, but in no more than 20 working days of the application being accepted.
If your request is complex or for a large amount of information we may ask you to give us more time.
If there is a need to consult with a third party about their business affairs or about their personal information, more time is automatically given and we will let you know the outcome as soon as practicable, but no later than 40 working days – we will let you know if this is happening.
If the application or part of the application is refused, then the reasons for the refusal to provide the information must be provided as part of the decision together with details on the right to seek a review of the decision. This is done by writing to:
Chief Executive Officer
Port Arthur Historic Site Management Authority
Port Arthur TAS 7182
If the officer assessing your request does not get back to you in the timeframe allowed then we are taken to have refused your application and you are able to make an application for review to the Ombudsman if your choose. Some information on reviews by the Ombudsman can be found on the Office of the Ombudsman’s website
Right to Information Manual and Guidelines
The Manual and Guidelines will provide you with a little more detail on making requests under the RTI Act and how they are processed by the agency to which the request is sent.
These are available on the Office of the Ombudsman’s website.
Related Acts and Regulations
You can view, download and print the following Acts and Regulations, made available on the Tasmanian Legislation Online website. Search for Right to Information Act 2009 and/or:
Right to Information Regulations 2010.