Documents Relating to the Sharing of DVA Client Information
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
OFFICIAL
Dear Noseyrosey
Thank you for your email below in which you requested access to documents
held by the Department of Infrastructure, Transport, Regional Development,
Communications and the Arts (the Department) under the Freedom of
Information Act 1982 (FOI Act).
At this point in time, we do not consider that you have provided us with
information sufficient enough to enable the Department to identify
documents relevant to your request. Further, we consider that in the event
the Department were to process your request in its current form, the work
involved in processing your request would substantially and unreasonably
divert the resources of the Department from its other operations. These
are called ‘practical refusal reasons’.
Please see the attached Request Consultation Notice which outlines:
· the basis for why we consider the practical refusal reasons
exist in relation to your request;
· suggestions regarding how to revise your request, for your
consideration; and
· the options available to you in response to this notice, as
specified under the FOI Act.
If you do not contact us and engage with us on the scope of your request
within 14 days of the date of this email, the Department will take no
further steps to action your request.
Kind regards
FOI Coordinator
Freedom of Information Section • Ministerial, Parliamentary and Cabinet
Branch • People, Culture and Change Division
P 02 6136 8114
E [1][Department of Infrastructure, Transport, Regional Development and Communications request email]
GPO Box 594 Canberra, ACT 2601
Department of Infrastructure, Transport, Regional Development,
Communications and the Arts
CONNECTING AUSTRALIANS • ENRICHING COMMUNITIES • EMPOWERING REGIONS
[2]infrastructure.gov.au [3][IMG]
I would like to acknowledge the traditional custodians of this land on
which we meet, work and live.
I recognise and respect their continuing connection to the land, waters
and communities.
I pay my respects to Elders past and present and to all Aboriginal and
Torres Strait Islanders.
OFFICIAL
Dear FOI Coordinator,
Thank you for your correspondence dated 23 December 2024, including the Request Consultation Notice regarding my Freedom of Information (FOI) request. I appreciate the opportunity to revise the scope and address the department’s concerns.
Clarified Scope of Request
To ensure that the request is manageable and to assist the department in identifying relevant documents, I clarify that my request is focused on:
Documents Sought
Formal Agreements: Memoranda of Understanding (MOUs), service-level agreements (SLAs), or similar agreements related to data sharing between the Department of Veterans’ Affairs (DVA) and the Department of Infrastructure.
Governance Documents: Policies, procedures, guidelines, or frameworks governing the receipt, storage, handling, or use of DVA client information by the Department. This includes criteria for approving access, consent or authorization processes, security controls, and retention or destruction policies.
Privacy Assessments: Privacy impact assessments or internal reviews discussing the ethical, legal, or privacy implications of handling DVA client data.
Timeframe
From 1 January 2014 to 14 December 2024.
Clarifications
The request focuses on systematic or formal data-sharing arrangements or governance structures. It does not seek individual complaint files or records unrelated to formal agreements or policies.
Any data related solely to Centrelink Confirmation eServices (CCeS) may be excluded unless part of a broader data-sharing arrangement.
Purpose of the Request
The intent of this request is to understand whether systematic or formal data-sharing arrangements involving DVA client information exist between DVA and the Department of Infrastructure, and how such arrangements are governed.
Next Steps
I trust this clarification addresses the department’s concerns about scope and manageability. Please proceed with processing my request or let me know if further adjustments are necessary. I remain willing to engage with your team to refine the request further, if required.
Thank you for your assistance, and I look forward to your response.
Yours sincerely,
Nosey
Thank you for your email to the Freedom of Information (FOI) Section of
the Department of Infrastructure, Transport, Regional Development,
Communication and the Arts (the Department).
The Department’s offices will be closed for normal business purposes from
Wednesday 25 December 2024 and will resume normal business on Thursday 2
January 2025, being the Annual Closedown.
During the Annual Closedown, the FOI team will not be able to commence
processing any new requests for information or respond to any enquiries.
If you wish to submit a new FOI request, we ask that you consider
withdrawing your request and resubmitting it on 2 January 2025. In the
event that any requests are received during the Annual Closedown, the
Department will be seeking your agreement to extend the statutory
processing timeframes.
Thank you.
Freedom of Information Section
E [1][email address]
T +61 2 6136 8114
GPO Box 594 Canberra, ACT 2601
Department of Infrastructure, Transport, Regional Development,
Communications and the Arts
CONNECTING AUSTRALIANS • ENRICHING COMMUNITIES • EMPOWERING REGIONS
[2]infrastructure.gov.au
I would like to acknowledge the traditional custodians of this land on
which we meet, work and live.
I recognise and respect their continuing connection to the land, waters
and communities.
I pay my respects to Elders past and present and to all Aboriginal and
Torres Strait Islanders.
References
Visible links
1. mailto:[email address]
2. http://www.infrastructure.gov.au/
OFFICIAL
Dear noseyrosey
Thank you for your email of 30 December 2024, revising your request of 14
December 2024 for access to documents held by the Department of
Infrastructure, Transport, Regional Development, Communications and the
Arts (the Department) under the Freedom of Information Act 1982 (FOI Act).
You have revised your request for access to:
Formal Agreements: Memoranda of Understanding (MOUs), service-level
agreements (SLAs), or similar agreements related to data sharing between
the Department of Veterans’ Affairs (DVA) and the Department of
Infrastructure.
Governance Documents: Policies, procedures, guidelines, or frameworks
governing the receipt, storage, handling, or use of DVA client information
by the Department. This includes criteria for approving access, consent or
authorization processes, security controls, and retention or destruction
policies.
Privacy Assessments: Privacy impact assessments or internal reviews
discussing the ethical, legal, or privacy implications of handling DVA
client data.
Timeframe from 1 January 2014 to 14 December 2024.
The request focuses on systematic or formal data-sharing arrangements or
governance structures. It does not seek individual complaint files or
records unrelated to formal agreements or policies. Any data related
solely to Centrelink Confirmation eServices (CCeS) may be excluded unless
part of a broader data-sharing arrangement.
Your request has been allocated the reference number FOI 25-217, as noted
in the Department’s previous notice. Could you please ensure that you
quote this reference number in all future correspondence with the
Department.
Timeframes
The statutory due date for you to receive a decision on your request is
Thursday, 23 January 2025. This date may be extended in certain
circumstances, and in the event that this occurs, the Department will
notify you. Where the due date falls on a Saturday, Sunday or public
holiday, the timeframe will expire on the next working day.
Other information
Please note that the Department considers the following information
outside the scope of your request unless you specifically request it:
o personal information of third-party individuals; including public
servants below the SES level and all email addresses, signatures and
direct telephone numbers
o any duplicates and drafts of final versions of documents captured by
your request
o any correspondence sent directly to or from you.
The Department may impose a charge for the work involved in providing
access to the documents in accordance with the Freedom of Information
(Charges) Regulations. You will be notified separately if the Department
decides to impose a charge. There is no charge for documents that contain
your own personal information.
Where documents are released to you under the FOI Act in response to your
request, the Department must publish those documents on its FOI Disclosure
Log within 10 business days of their release to you, unless they contain
personal information or business affairs information that would be
unreasonable to publish. Further information regarding the Department’s
FOI Disclosure Log can be found [1]here.
Should you have any questions relating to your request, please do not
hesitate to contact the FOI Section via email to
[2][email address]
Kind regards
FOI Coordinator
Freedom of Information Section • Ministerial, Parliamentary and Cabinet
Branch • People, Culture and Change Division
P 02 6136 8114
E [3][Department of Infrastructure, Transport, Regional Development and Communications request email]
GPO Box 594 Canberra, ACT 2601
Department of Infrastructure, Transport, Regional Development,
Communications and the Arts
CONNECTING AUSTRALIANS • ENRICHING COMMUNITIES • EMPOWERING REGIONS
[4]infrastructure.gov.au [5][IMG]
I would like to acknowledge the traditional custodians of this land on
which we meet, work and live.
I recognise and respect their continuing connection to the land, waters
and communities.
I pay my respects to Elders past and present and to all Aboriginal and
Torres Strait Islanders.
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OFFICIAL
noseyrosey left an annotation ()
Request Submitted: 14 December 2024
The statutory 30-day timeframe began on 15 December 2024.
Acknowledgment of Request and Consultation Notice: 23 December 2024
The department issued a section 24AB consultation notice, pausing the statutory clock with 8 days elapsed and 22 days remaining.
Your Response to Consultation: 30 December 2024
The statutory clock resumed immediately after you provided a clarified scope.
Remaining Time:
With 22 days remaining, the new decision deadline is 23 January 2025.
The Department of Infrastructure must provide a decision by 23 January 2025. If they fail to do so, the request will be deemed refused under section 15AC of the Freedom of Information Act 1982 (Cth).