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Website Privacy Statement
The State Government of Victoria values the privacy of every individual's personal and health information. The State Government of Victoria is committed to protecting the information it collects and uses by compliance with its obligations under the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic). Protecting your privacy and your personal and health information is an important aspect of the way we create, organise and implement our activities online and offline.
This Website Privacy Statement applies to this website which is operated by the Department of Justice & Regulation under the domain name www.foi.vic.gov.au ('website'). This Website Privacy Statement explains how your personal information (being information that identifies you as an individual) will be treated as you access and interact with this website. The practices outlined in this Website Privacy Statement are subject to any rights we may have to handle personal information in accordance with law.
Collection of your personal information
The personal information we collect via this website includes:
- the content of any electronic forms you submit via this website, requesting us to provide services or information, or take actions
- information submitted if you voluntarily participate in an online survey
- any messages or comments you submit to us via this website or to email addresses displayed on this website, which may include personal information such as name, email address and telephone number.
While you can browse this website anonymously, without disclosing your personal information in some cases, we may not be able to provide the full range of services through this website if we are not provided with the information outlined above.
When you provide us with personal information about other individuals, we rely on you to make them aware:
- that such information will or may be provided to the Department of Justice & Regulation
- of the types of third parties we may provide it to
- of the relevant purposes that we and such third parties will use it for
- how they can access it.
Use and disclosure of your personal information
In addition to providing our services to you and carrying out your requests, we may use or disclose personal information that we collect about you for purposes including the following:
- for the purpose that we have collected the information
- purposes related to our research, planning, product and service development, security and testing
- purposes connected with the operation, administration, development or enhancement of this website
- where we suspect that fraud or unlawful activity has been, is being or may be engaged in
- any other purposes required or authorised by law.
We may share personal information within the Department of Justice & Regulation and with third parties. The types of third parties to whom we may disclose that personal information include our service providers who assist us in providing this website and our products and services such as organisations who provide archival, auditing, professional advisory, banking, mailhouse, delivery, recruitment, call centre, technology, research, utility and security services. We may also disclose your personal information to third parties acting on your behalf, for example your solicitor or interpreter.
If you have made an online application, your application will be forwarded to the appropriate department or agency and any other third parties to whom your application relates or who can assist in processing your application.
If you make a payment using this website, we may process your payment with the assistance of a reputable third party electronic payments service provider and present you with an online receipt for your records.
Security and Disposal
We have implemented technology and security policies, rules and measures to protect the personal information that we have under our control. However, you should be aware that there are risks in transmitting information across the internet. So while we strive to protect such information, we cannot ensure or warrant the security of any information transmitted to us online and individuals do so at their own risk. Once any personal information comes into our possession, we will take reasonable steps to protect that information from misuse and loss and from unauthorised access, modification and disclosure. If you are concerned about conveying sensitive material to us over the internet, you might prefer to contact us by telephone or mail. We will remove personal information from our system where it is no longer required (except where archiving is required).
If you make an online application or another payment transaction using this website, we take additional steps to protect the security of your personal information, such as employing strong 128-bit SSL encryption. Before using these facilities, you should ensure that you are using a web browser that supports 128-bit encryption. In many web browsers, you can confirm that your session is encrypted by the appearance of a locked padlock symbol at the foot of the browser.
We will preserve the content of any feedback form, information request form, email or other electronic message that we receive in accordance with archiving requirements. Any personal information contained in that message will only be used or disclosed in ways set out in this Website Privacy Statement. We will not use that information to add you to a mailing list without your consent.
Web Statistics Data Collection
Pages on the site may be coded with Nielsen//NetRatings software. This software stores a "cookie" in your browser, which contains a unique identifier, and sends information to Nielsen//NetRatings. This enables Nielsen//NetRatings to track the number of unique visitors to the site. In no way does this unique identifier identify a user personally. We do not and will not marry any data collected by Nielsen//NetRatings with any personal information.
Links to external websites
This Website Privacy Statement does not extend beyond this website. When following links to other sites from this website, we recommend that you read the privacy statement of that site to familiarise yourself with its privacy practices.
This website's web server automatically records non-personal clickstream data. To the extent that any clickstream data could make you identifiable, we will not attempt to identify you from clickstream data unless required by law or to investigate suspected improper activity in relation to the website or to assist in law enforcement.
The following clickstream data are automatically recorded by this website's web server for statistical and system administration purposes only:
- your server address
- your top level domain name (e.g. .com, .au, .gov)
- the date and the time of your visit to the site
- the pages you accessed and downloaded
- the address of the last site you visited
- your operating system
- the type of browser you are using.
The default settings of browsers like Netscape and Internet Explorer may allow some or all cookies, but users can easily take steps to erase cookies from their hard-drive, block all cookies, or receive a warning before a cookie is stored. However, some parts of sites may not function fully for users that disallow cookies.
This website uses web beacons, also known as web bugs, pixel tags or clear GIFs, as some pages on the site are coded with Nielsen//NetRatings software (see further information above under collection).
Used in combination with cookies, a web beacon is an often-transparent graphic image, usually no larger than 1 pixel x 1 pixel, that is placed on a site or in an email that is used to monitor the behaviour of the user visiting the site or receiving the email.
When the HTML code for the web beacon points to a site to retrieve the image, at the same time it can pass along information such as:
- the IP address of the computer that retrieved the image
- the time the web beacon was viewed and for how long
- the type of browser that retrieved the image
- previously set cookie values.
Web beacons are typically used by a third party to monitor the activity of a site.
If you have concerns about web beacons, turning off the browser's cookies will prevent web beacons from tracking your activity. The web beacon will still account for an anonymous visit, but your unique information will not be recorded.
Access and correction
To request access to or correction of your personal information held by the Department of Justice & Regulation, please contact us to find out about access and correction procedures.
It is our policy in the Department of Justice & Regulation that where appropriate you should be able to request access to your personal information directly, without the need to make a formal application under the Freedom of Information Act 1982 (Vic). However, there are situations where it will not be appropriate to provide direct access to information, and you will be required to make an FOI application. (For example, where providing direct access would compromise the privacy of another person).