Privacy Manual :Deleted

From Privacy Manual

Revision as of 00:24, 12 October 2006

'Structure of privacy within the Department'

The Departments privacy reporting structure sees informal and formal reporting between business units Privacy Coordinators and the Senior Privacy Advisor located within Executive Services. The Senior Privacy Advisor reports to the Manager of FOI & Privacy Coordination who reports to the Director Executive Services who in turn reports to the Executive Director, Corporate Services and subsequently to the Secretary. This reporting structure is reflected in the Diagram below. Each business unit assigns an individual responsible for privacy issues. This person is required to act as a liaison between the business unit and the Senior Privacy Advisor on privacy matters. This structure ensures that accountability for privacy remains with business units who manage on a day to day basis individuals personal and health information. This also ensures privacy issues are considered throughout the Department which reflects the fact that personal and health information flows everywhere within our organisation. Privacy Coordinators located throughout the Department are able to alert the Senior Privacy Advisor and managers to emerging privacy issues and call on additional resources to prevent small issues from becoming major issues.

The Privacy Coordinator is responsible for: • organising and delivering privacy training to staff within their business unit; • Responding to privacy questions from both staff and the public; • Responding to complaints and coordinating the Business Unit's response in the event of a complaint to the Privacy Commissioner; • Identifying privacy issues in the Business Unit and raising these regularly with Business Unit Managers and staff; • Attending Privacy Co-ordinator meetings and training; • Maintaining and updating their knowledge of privacy issues, developments and guidelines relevant to your Business Unit; • Participating in the privacy impact assessment process, privacy compliance audits and reviews as required; • Maintaining a professional relationship with Executive Services including the return of quarterly monthly statistics by the due date; • Forwarding requests for access to personal information to the Freedom of Information Group, Executive Services; and • Performing the role of Privacy Co-ordinator in such a way that is consistent with the DOJ’s guidelines and policies in relation to privacy which can be found on J-NET>Our Business>Knowledge Management>Information Privacy