Documents Relating to the Sharing of DVA Client Information

noseyrosey made this Freedom of Information request to Department of Home Affairs as part of a batch sent to 45 authorities

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Response to this request is delayed. By law, Department of Home Affairs should normally have responded promptly and by January 13, 2025 (details)

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

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References

OFFICIAL: Sensitive
Personal-Privacy

Good Morning noseyrosey (Right to Know)

Thank you for your email request lodged via Right to Know on 14 December
2024.

I am writing per section 15(4) of the Freedom of Information Act to advise
that the Department of Home Affairs is not the appropriate agency to
respond to your request. This is because the government function that you
are seeking information about does not relate to the functions of the
Department of Home Affairs.

Please note that, based on its scope, your request is best directed to the
following:

[1]Freedom of information | Department of Veterans' Affairs

Your current scope does not reference the Department of Home Affairs.
Should you believe this FOI request should be for the Department of Home
Affairs, we ask you to resubmit a new FOI request where you refine your
scope.
When making a new request, you would need to provide a clearer scope which
has a clear description of what Department of Home affairs documents you
are requesting.

Please note: as I have provided the above information, no further action
will be taken on your email.

Kind regards

David
Team Leader – Authorised FOI Officer, Freedom of Information
Position Number 60157647

Privacy, FOI and Records Management Branch

Legal Group

Department of Home Affairs

E: [2][Department of Home Affairs request email]

Personal-Privacy
OFFICIAL: Sensitive

show quoted sections

Dear FOI Officer,

Thank you for your response dated 17 December 2024 regarding my Freedom of Information (FOI) request.

I appreciate the clarification that the Department of Home Affairs does not hold the requested documents, and I understand your advice that this request would be better directed to the Department of Veterans' Affairs (DVA). However, I want to reaffirm that my request was made with careful consideration and was not intended for redirection to the DVA. My FOI request explicitly seeks to understand whether the Department of Home Affairs holds records related to any sharing or receipt of DVA client information over the past ten years, including any data transfers or associated arrangements involving the Department.

If the Department of Home Affairs holds no such documents, I kindly request confirmation of this under section 24A of the FOI Act, which provides for situations where an agency has taken all reasonable steps to locate documents but determines they do not exist. Alternatively, if further clarification is required to refine the scope of my request, I remain open to working with you to ensure it can be processed efficiently.

I appreciate your time and understanding as we work through this matter, and I look forward to your response within the statutory timeframe. Should you have any further queries or require additional details, please do not hesitate to contact me.

Yours sincerely,
Nosey

OFFICIAL: Sensitive
Personal-Privacy

In reply please quote:

FOI Request: FA 24/12/00950

File Number: FA24/12/00950

Dear Noseyrosey (Right to Know)

Acknowledgement of Freedom of Information Access request

This letter acknowledges that on 14 December 2024 the Department of Home
Affairs (the Department) received your request to access documents held
by the Department under the Freedom of Information Act 1982 (the FOI
Act). This letter also provides important information about your request.

Scope of request

You have requested access to the following:

Revised Scope 17 December 2024

I appreciate the clarification that the Department of Home Affairs does
not hold the requested documents, and I understand your advice that this
request would be better directed to the Department of Veterans' Affairs
(DVA). However, I want to reaffirm that my request was made with careful
consideration and was not intended for redirection to the DVA. My FOI
request explicitly seeks to understand whether the Department of Home
Affairs holds records related to any sharing or receipt of DVA client
information over the past ten years, including any data transfers or
associated arrangements involving the Department.

If the Department of Home Affairs holds no such documents, I kindly
request confirmation of this under section 24A of the FOI Act, which
provides for situations where an agency has taken all reasonable steps to
locate documents but determines they do not exist. Alternatively, if
further clarification is required to refine the scope of my request, I
remain open to working with you to ensure it can be processed efficiently.

I appreciate your time and understanding as we work through this matter,
and I look forward to your response within the statutory timeframe. Should
you have any further queries or require additional details, please do not
hesitate to contact me.

Original Scope 14 December 2024

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.

Your request has been allocated FOI request number FA 24/12/00950. Please
include your FOI request number in all correspondence with the Freedom of
Information Section.

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The timeframe for processing a request is 30 days from the day we receive
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Your review rights in relation to your request are available on [1]Freedom
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How to reduce or withdraw your request

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[Department of Home Affairs request email].

Kind Regards

David
Team Leader – Authorised FOI Officer, Freedom of Information
Position Number 60157647

Privacy, FOI and Records Management Branch

Legal Group

Department of Home Affairs

E: [4][Department of Home Affairs request email]

Personal-Privacy
OFFICIAL: Sensitive

show quoted sections

OFFICIAL: Sensitive
Personal-Privacy

In reply please quote:

FOI Request: FA 24/12/00950

File Number: FA24/12/00950

Dear Noseyrosey (Right to Know)

I refer to your email dated 14 December 2024, in which you requested
access to documents held by the Department of Home Affairs (the
Department) under the Freedom of Information Act 1982 (the FOI Act).