Documents Relating to the Sharing of DVA Client Information

This request has had an unusual response, and requires attention from the Right to Know team.

Dear FOI Officer,

I am making this request for access to documents under the Freedom of Information Act 1982 (Cth).

I seek access to any and all documents, records, data, and supporting material held by [Name of Agency] concerning the sharing of personal information originating from the Department of Veterans’ Affairs (DVA) over the last ten years. This includes any data transfers from or to the DVA, whether they were one-off exchanges or ongoing, systematic transfers of DVA client information, including personal, medical, financial, or service-related details concerning veterans or their dependents.

I am interested in obtaining a comprehensive understanding of what DVA client information [Authority name] has received or accessed and for what purposes. Specifically, I request:

All records of data sharing arrangements between DVA and [Authority name], including but not limited to memoranda of understanding, service-level agreements, emails, letters, meeting minutes, file transfer logs, internal reports, and instructions that outline what data was shared, when it was shared, and the format or system used for the transfer.

Any policies, procedures, guidelines, or frameworks that govern how [Authority name] requests, obtains, stores, handles, or uses DVA client information. This includes documents that detail the criteria for approving access to such data, any consent or authorization processes, security controls, and retention or destruction policies.

Copies of any ethics committee approvals, privacy impact assessments, internal review board decisions, or other documents that reflect deliberations or authorizations for obtaining DVA client information. This includes records that show the agency considered the ethical, legal, or privacy implications of receiving or using DVA client data.

Documents that outline the intended uses or practical applications of the DVA client data, such as project proposals, business cases, internal strategy papers, or briefings that explain why [Authority name] sought access to this information, how it was intended to be integrated into the agency’s operations, and any expected outcomes or benefits.

A representative sample (in a suitably de-identified or redacted form) of the data or data fields received, so long as providing this sample does not breach any exemption under the FOI Act. The purpose is to understand the nature and granularity of the information shared, without disclosing identifiable personal details.

If the only data [Authority name] received pertains solely to data linked to the Centrelink Confirmation eServices (CCeS) arrangements as described at https://www.servicesaustralia.gov.au/cen..., and there were no other forms of DVA data shared, then no CCeS-related data needs to be provided under this request.

I emphasize that I am not authorizing the transfer of this FOI request to the Department of Veterans’ Affairs or any other agency. If [Authority name] holds the requested information, it should provide it directly. If there are parts of this request that [Name of Agency] does not understand or believes are not held, I invite you to contact me to clarify or refine the scope under section 24AB of the FOI Act, rather than initiating a transfer. However, I do not consent to the transfer of this request to another entity. The FOI Act places the onus on agencies to process requests for documents they hold, and I expect [Authority name] to meet its responsibilities in this regard.

I note that the statutory timeframe for processing FOI requests is 30 days from the date of receipt. I do not consent to any extension of time due to internal reduced activity periods, holiday stand-down periods, or other internal operational issues. If [Authority name] considers that it cannot meet the 30-day timeframe, it may seek an extension from the Office of the Australian Information Commissioner as provided under section 15AB of the FOI Act. I request to be notified if such an application is made.

If you consider any part of this request too broad or complex, please contact me promptly to discuss refining its scope. I remain willing to consider adjustments that will assist efficient processing, provided that they occur within the statutory timeframe and do not undermine the substance of what I am seeking.

I believe that disclosure of these documents is in the public interest, as it promotes transparency and accountability in how government agencies access and use sensitive personal information about veterans. Should you consider charges applicable, I request that you exercise your discretion to reduce or waive them, given the importance of the matter and its alignment with the principles of open government and public accountability.

I look forward to receiving your acknowledgment and decision within the statutory timeframe. Please contact me at the details below if you require further clarification.

Yours sincerely,

Nosey

Department of Education, Skills and Employment

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Date: Sat, 14 Dec 2024 15:02:23 +1100
From: noseyrosey <[FOI #12597 email]>
To: FOI requests at DESE <[DESE request email]>
Message-ID: <[email address]>
Subject: Freedom of Information request - Documents Relating to the Sharing of
DVA Client Information
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Dear FOI Officer,

Thank you for your correspondence dated 16 December 2024. I acknowledge your request for further clarification regarding my Freedom of Information (FOI) application. I am somewhat surprised by this response, as I have made the same request to 44 other agencies, and you appear to be the only one indicating difficulty in understanding the scope of what I am seeking.

To reiterate, my request concerns any documentation within the Department of Foreign Affairs and Trade (DFAT) that relates to the sharing of personal information originally sourced from the Department of Veterans’ Affairs (DVA). This may include, but is not limited to, memoranda of understanding, data-sharing agreements, service-level arrangements, internal communications, or other formal records pertaining to the transfer, receipt, or use of DVA client data over the last ten years. My intent is to understand how DFAT has engaged with DVA client information, including the nature of any data it might have received and the purposes for which it was sought or employed.

Given that DFAT is a large and multifaceted organisation, I understand that you may wish to direct my request to a particular branch or division. However, given the potential breadth of past activities, it is not feasible for me, as an external requester, to nominate a specific area within DFAT without knowledge of where such records might be held. I would expect that DFAT, as the agency subject to the FOI request, could determine which branches or units are most likely to hold information relating to data shared by DVA. The FOI Act anticipates that agencies will identify relevant business areas when responding to such requests.

I wish to reiterate that I do not consent to the transfer of my request to the DVA or any other agency. My request is specifically directed to DFAT in the belief that DFAT may hold records relevant to this matter. Should you remain uncertain about any aspect of this request, you are encouraged to utilize section 24AB of the FOI Act to engage in a conversation aimed at refining its scope. I welcome your suggestions or questions if there are particular categories of documents or forms of data that you consider might help streamline the search while maintaining the integrity of the request.

I trust this further explanation will assist you in progressing my request. I look forward to your acknowledgment and to receiving a decision within the statutory timeframe. If you have any further questions, please feel free to contact me.

Yours sincerely,

Nosey

Department of Education, Skills and Employment

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