Correspondence

General correspondence

TCCS collects personal information which is voluntarily provided through various items of correspondence received by the Directorate, such as:

• names
• address
• phone number
• gender and
• subject of the correspondence and any contained matters of concern to the correspondent.

Information is stored and managed by relevant business units within TCCS, and may be used by TCCS staff in accordance with necessary duties and functions. For example, responding to an item of correspondence or following up a request for information.

Ministerial correspondence

TCCS collects personal information which is voluntarily provided through various items of correspondence to the Chief Minister, Minister for Transport and City Services, and Minister for Sport and Recreation. Personal information may include:

• names
• address
• phone number
• gender and
• subject of the correspondence and any contained matters of concern to the correspondent.

Information is stored on one of the endorsed Electronic Document and Records Management Systems (EDRMS) used by TCCS (i.e., TRIM or Objective) and is managed by the Directorate’s ministerial team. This information is also used by staff involved with preparing and clearing responses to ministerial correspondence.

Customer feedback and complaints

TCCS uses personal information which is collected provided through online customer feedback and complaints forms on the Access Canberra website.

Information is provided on a voluntary basis, and is stored in and accessed through the ACT Government Customer Relationship Management (CRM) system, managed by Access Canberra; further information is available at the Access Canberra Privacy Policy.

Access Canberra discloses this information to relevant TCCS staff on a ‘need to know’ basis, for the purpose of actioning or responding to feedback or complaints, which may include:

• names
• address
• email and phone number
• vehicle registration details
• licence number and
• other personal information provided by the applicant as background to the feedback of complaint.

Freedom of Information requests

TCCS collects and uses personal information to administer applications to access government information under the Freedom of Information Act 2016 (the FOI Act). Personal information may include:

• names
• address
• phone number
• gender and
• other personal information provided by the applicant as background to the request.

Information is stored in the EDRMS, Objective, and is managed by the FOI team within the Directorate’s Legal and Contracts branch. This information is used by the FOI team and relevant staff involved with preparing responses to access applications.

TCCS may disclose personal information to other staff for the purpose of conducting internal reviews, or to the ACT Civil and Administrative Tribunal (ACAT) or ACT Ombudsman when referring appeals of decisions made on access applications.

Communications

The TCCS Communication team collects personal information for the purpose of:

• community engagement programs (including feedback and complaints on community consultation and stakeholder relations activities)
• branding
• public affairs advice and planning
• hospitality and events for the relevant Minister.

Collected information may include:

• names
• contact details (phone number, address and email)
• opinions
• affiliations and
• dietary and special needs requirements.

Information is stored in the EDRMS, Objective, and managed by the Communications team, and names and contact details may be accessed by other TCCS staff on a ‘need to know’ basis.

Mailing lists

The Communications Team also maintains a register of community members who have voluntarily subscribed to received information on particular issues, including through newsletters and the ACT Government Your Say website. TCCS uses a MailChimp online sign up form (see MailChimp Data Security and Privacy for further information) to collect personal information, including, names, address and phone numbers, to enable the dissemination of information.

Photographs

The Communications Team may take photographs of persons attending events hosted by TCCS, of facilitated by the Directorate for the relevant Minister.

It is deemed upon entry to an ACT Government venue or event that attending person consent to recordings of their image or likeness (including audio and visuals), however explicit consent will be sought by the photographer from the person should any photographs be intended to be used for communications or published material.

Security

Security Access Passes

TCCS collects personal information to issue ongoing and temporary agency security passes and manage access control permissions, including:

• name
• contact number
• work location and
• identifying photograph (for persons requiring an ongoing pass).

Closed Circuit Television

TCCS uses Closed Circuit Television (CCTV) systems to monitor and record activity throughout publicly accessible locations managed by the Directorate, including bus interchanges and onboard buses. CCTV recorders are linked to the ACT Public Safety CCTV Network, managed by the Justice and Community Safety Directorate (JACS).

The purpose of this monitoring is to provide a safe and secure environment for TCCS staff, visitors and passengers. CCTV is also used to deter criminal and anti-social activity, as an investigate tool (such as for crimes or incidents), for asset protections, and as an emergency response management tool.

CCTV recorders are located within secure areas in each of the premises. In accordance with the ACT Government CCTV Policy, signage is clearly displayed at entry points and prominent positions  where CCTV cameras are located. Signage is also displayed in staff areas where CCTV coverage occurs.

Collected personal information may include:

• identifiable images of persons accessing TCCS locations and using buses in CCTV recordings
• name, address, occupation and outcomes of any investigations or reviews conducted, on the corresponding file for recordings and
• details of witnesses to matters on CCTV recordings in corresponding records.

Access to CCTV records is restricted to a limited number of authorised staff on a ‘need to know’ basis. Footage is only reviewed or copied upon request and with the appropriate authorisation.

TCCS may disclose personal information, collected through CCTV, to an investigative body, including ACT Police and WorkSafe ACT, following completion of a formal CCTV request process. Information may also be used to produce statistics, and in these instances, it is not disclosed in a manner whereby individuals could be identified, except where a specific need is established.

TCCS also uses Live Traffic Monitoring cameras positioned at identified intersection to assist in the efficient operation of the Territory’s road network. The cameras do not record images, however live footage may contain identifiable images of persons and vehicle details (including registration and vehicle type).

Live Traffic Monitoring cameras are managed by the Traffic Management and Safety section within the Roads ACT branch. Live footage may be disclosed to a third party for use for public safety and security purposes.

Persons can also request further information on the collection, use, security, access or disclosure of personal information captured by TCCS through CCTV systems (including the TCCS Closed Circuit Television Guidelines) by emailing TCCS.GBSGovernance@act.gov.au

Body worn cameras

The use of body born cameras including the recording, storing and release of recordings will be managed in accordance with the TCCS Body Worn Camera Policy.

The policy clearly outlines TCCS’s obligations to the collection of the information is in accordance with the Territory Privacy Principles.

body born cameras will allow employees to gather information and evidence as it occurs and to provide the ability to present visual and audio evidence during legal proceedings.

Collected personal information may include images and recordings of individuals interacting with TCCS officers.

Corporate Services

Fraud and corruption investigations

Personal information stored by TCCS may be used to investigate reported allegations of fraud or abuse of public office, which may also form a Public Interest Disclosure (PID). Investigations are coordinated by the Executive Branch Manager, Governance and Ministerial Services, as TCCS’ Senior Executive Responsible for Business Integrity Risk (SERBIR).

Any additional personal information which may be collected for the purpose of conducting an investigation is stored in the EDRMS, Objective, and is managed by the Director-General’s or SERBIR’s office.

Personnel records (see Human Resources) may be used by the SERBIR, Risk and Audit team, senior human resource staff in the People and Capability branch, and relevant manager or supervisor to conduct internal investigations.

Information may be referred to CMTEDD Shared Services Human Resources or Workforce Capability and Governance Division to conduct reviews for the Director-General TCCS or the Public Sector Standards Commissioner.

Finance

TCCS may use personal information for the purpose of managing the Directorates’ financial activities, including records on general accounts, and accounts payable and receivable.

Personal information of individuals, proprietors, clients and creditors may include:

• names
• address
• contact number
• gender
• occupation
• bank and/or credit card details
• trading terms and conditions
• salary information
• GST and taxation declarations
• claims against the ACT Government
• transport information and
• other information associated with financial transactions.

Financial information is primarily stored and managed by the CMTEDD Finance, Human Resource Services, Shared Services and Strategic Finance teams, and may be accessed by relevant TCCS staff on a ‘need to know’ basis.

Internet transactions

The ACT Government uses secure electronic forms (smart forms) to facilitate internet payment services for agencies owning the transactions.

Financial information collected using online smart forms, for the purpose of electronic transactions, is managed through a secured internet credit card gateway (Westpac) integrated with the smart forms systems; this information is the responsibility of Access Canberra, within the Chief Minister, Treasury and Economic Development Directorate (CMTEDD), as the system owner (see CMTEDD Information Privacy Policy).

The system is designed so personal information contained in successful transaction are unable to be accessed by another other than authorised system administrators. This information may then be used by persons within the area of ACT Government owning the transaction of actioning the customer request or transaction.

Customer credit card details are not retained by the system and are unable to be accessed by ACT Government staff. This information is stored only within the Westpac system per requirements for electronic financial systems, and no other information related to customer, personal transactions is stored within the system.

Human Resources

TCCS collects, stores and uses personal information of its staff and employees (personnel records) to facilitate human resource management and maintain records in accordance with the Public Sector Management Act 1994 (PSM Act), ACT taxation laws under the Taxation Administration Act 1999, and the ACT Public Service Salary Packaging Policy and Procedures.

Labour-hire workers are not considered employees under the PSM Act, therefore personal information is not collected for the purposes stated under this section. The labour hire agency or company are responsible for managing the personal information of any employed workers. Noting this, TCCS may access some personal information for the purpose of assessing suitability for contract work (see Recruitment).

Personnel records reflect employment history, payroll, recruitment and administrative information of current and former, permanent and temporary TCCS staff, and may include:

• name
• address
• date of birth
• telephone numbers
• nationality
• gender
• accident/incident reports
• dietary requirements
• disabilities
• workforce diversity data
• photographs
• family information
• occupational information
• employment history
• educational qualifications
• trade, skill and aptitude test records
• contracts and conditions of employment
• police checks
• Australian Government Staff number
• completed questionnaires and personnel survey forms
• performance appraisals
• security assessment and clearance details
• recommendations for honours and awards
• details of pay and allowances
• salary packaging details including reportable fringe benefit amounts, lease agreements, vehicle insurance details and vehicle registration numbers
• payroll and pay related records, including banking details
• superannuation fund membership details
• taxation arrangements
• union membership
• records relating to attendance, overtime and leave
• travel documentation
• study assistance applications
• probation reports
• complaints and grievances
• records relating to personal welfare matters
• records relating to counselling and disciplinary matters, including investigation and outcome, legal records, records of criminal convictions, and any other staff and establishment records as appropriate
• records relating to cessation of service, including forfeiture of office, and redundancy and
• records relating to appointments to Boards and Committees, including relevant skills base, remuneration and per diem rates in relation to services, and personal declarations of interest statements.

Personnel records are stored by CMTEDD Shared Service Human Resources, and use is limited to relevant TCCS staff on a ‘need to know’ basis. This may include TCCS Executive, Human Resource officers, managers and supervisors, and CMTEDD Shared Services Finance for salary packaging processes.

TCCS may disclose information contained within personnel records to Comcare, ComSuper, medical service providers, superannuation administrators, the Australian Taxational Office, the Australian Federal Police, receiving agencies following the movement or re-engagement of an employee, or other relevant bodies if required or authorised by Australian law, or a court or tribunal order.

Some personnel records are stored by TCCS on the endorsed Electronic Document and Records Management Systems (Objective) and are managed by the People and Capability branch, including:

• workstation assessment reports
• applications for health and wellbeing related expense reimbursement
• dietary requirements
• records relating to early intervention activities
• training records
• redeployment actions
• completed questionnaires and personnel survey forms
• pay related records
• recruitment and selection documentation and
• leave applications.

Original and copies of personnel records are also stored locally within branches for use by TCCS managers in managing their respective business units, including:

• performance appraisals
• training records
• paper-based leave forms and supporting evidence
• flex sheets
• pay reports
• applications for screen-based eye test reimbursement
• dietary requirements
• accident/incident reports and
• staff birthday lists.

Recruitment

TCCS collects personal information for the purpose of advertising, recruiting and appointing employees to positions within the ACT Public Service and Territory Owned Corporations and Authorities.

In addition to the types of information collected for Human Resource purposes, personal information may include applicant:

• work experience
• disability status
• reasonable adjustment needs
• academic achievements and qualifications
• employment history and referee details
• individual and comparative assessment of applicants against job criteria
• referee reports and the report of the selection committee (including recommendations on applicant suitability)
• details relating to relocation and removals of personal effects
• character checks and security clearances.

This information is provided on a voluntary basis by applicants and referees, and is stored by CMTEDD Shared Service Human Resources. Copies of some recruitment records may be stored by TCCS on the EDRMS, Objective, and managed by the chair of the selection committee.

Applicants can access records which relate to their personal information.

National Security Clearance vetting

TCCS maintains the personal details of employees requiring a National Security Clearance as a condition of their employment if their position is classified as a Designated Security Assessment Position or a Position of Trust.

Personal information contained in these records is confidential, is stored by the Australian Government Security Vetting Agency (AGSVA). These records can relate to National Security Clearance applications, changes of circumstance, and aftercare requirements. Further information is available at AGSVA – Privacy.

Access to this information is limited to the TCCS Security and Emergency Management team and the Security and Emergency Management branch, JACS.

National Security Clearance sponsorship may be transferred to another entity upon receipt of a written request by the person holding the clearance, when transferring from the Directorate.

Performance appraisals

TCCS conducts regular performance and development discussions with staff, including biannual appraisals following planning sessions between management and staff, in accordance with the ACTPS Performance Framework. The appraisal process supports ongoing discussion between staff and management to clarify expectations, assess current progress, identify areas for improvement, and recognise strengths and achievements.

Access to performance appraisal records is limited to the employee, their supervisor and relevant Human Resources staff on a ‘need to know’ basis; information is not disclosed to other individuals or agencies. Employees their own copy of the performance appraisal and may ask to see the copy held by their supervisor.

Executive performance contracts and performance plans are tabled at the ACT Legislative Assembly.

Employee driver licence details

TCCS may collect employee driver licence details to verify the eligibility of employees to drive and book ACT Government vehicles.

Accident and incident records

TCCS maintains accident and incident records to report and investigate all ACT Government workplace accidents or incidents, and ensure appropriate corrective and preventative actions are taken in response to reported workplace accidents or incidents.

In addition to the types of information collected for Human Resource purposes, personal information may include details of the accident or incident, and any associated injury, illness or treatment.

This information is treated as private and confidential, and access is limited to TCCS Work Health and Safety officers, relevant officers within the CMTEDD Workplace Injury and Performance Team, and cases managers of Injury Management and Safety teams.

First aid records

TCCS maintains first aid records to assist with injury management and statistical analysis for workplace health and safety risk management.

In addition to the types of information collected for Human Resource purposes, personal information may include injury and treatment details.

This information is stored by the Safety and Wellbeing branch, and access is limited to within the branch and, where applicable, relevant TCCS First Aid Officers.

Internal audits and compliance assurance activities

Personal information stored by TCCS may be used for the purpose of conducting internal audits or compliance assurance activities, by staff responsible for these functions, on a ‘need to know’ basis.

Any additional personal information which may be collected for the purpose of these activities is stored in the EDRMS, Objective, and is managed by the Risk and Audit team within the Chief Operating Officer Group (COOG).

Internal Auditors are engaged from external audit service providers, and are required to sign a Deed of Confidentiality and Conflict of Interest statement prior to commencing an internal audit. The Statement requires they conduct themselves in accordance with the TCCS Information Privacy Policy, and may set specific instructions on how personal information is used or disclosed for the particular audit.

City Services

ACT NoWaste

ACT NoWaste collects personal information necessary to deliver the ACT Government’s recycling and waste management program to the ACT Community, under the Waste Management and Resource Recovery Act 2016. Personal information is collected and used when you access services such as:

• booking a bulky waste collection;
• requesting a new bin, or upgrade or repair of an existing bin;
• if you are a licensed waste facility or a registered waste transporter; or
• establishing a commercial waste credit account for your business.

ACT NoWaste also maintains an email list of residents who have subscribed to receive information on ACT NoWaste’s activities, such as the Recycling Discovery Hub and Food Organics and Garden Organics (FOGO) pilot.

Collected personal information may include:

• names
• current, residential, postal or business address
• phone number
• email
• business details (including trading name and ABN)
• vehicle details (including registration or vehicle type)
• concession card details and
• financial information used to pay outstanding account amounts.

Information is primarily collected through online forms (see Forms and fees – Recycling and Waste, City Services website) or the Waste Regulation Management System, and stored and managed within the Salesforce platform (see Salesforce Privacy Statement).

ACT NoWaste also engages an external contractor to provide cloud services for the purpose of storing collected personal information. This information may be transferred, for use by ACT NoWaste, outside of Australia for the purpose of the contractor performing its obligations under the contract.

Financial information collected using online smart forms, for the purpose of electronic transactions, is managed through a secured internet credit card gateway (Westpac) integrated with the smart forms systems; this information is the responsibility of the Chief Minister, Treasury and Economic Development Directorate (CMTEDD) is as the system owner (see CMTEDD Information Privacy Policy).

ACT NoWaste may disclose personal information to the ACT Magistrate’s Court when referring infringement notices.

Development Coordination

The Development Coordination branch collects personal information necessary to provide advice, guidance and assessment on:

• building works applications (including driveways, nature strip development, stormwater easement clearances, and waste management plans);
• landscape management and protection plans;
• pre-development applications (including estate development plans, and advice on development applications); and
• post-development applications (for built assets which will be handed over to the Territory).

Information is voluntarily provided either by developers and consultants through the ProjectWise portal, or applicants through online Smart Forms. Information collected through Smart Forms is managed by Access Canberra (see the Access Canberra Privacy Policy for further information), and imported and managed in Access Databases.

Access Canberra discloses this information to relevant TCCS staff on a ‘need to know’ basis, for the purpose of actioning or responding to enquiries or applications, which may include:

• names (including preferred name);
• date of birth
• address;
• email and phone number;
• demographic data;
• photographic evidence; and
• other personal information which may be provided by the applicant.

Domestic Animal Services

Domestic Animal Services (DAS) collects, uses and stores personal information necessary to perform regulatory and administrative functions under the Animal Welfare Act 1992 and Domestic Animal Act 2000, including:

• dog and cat registrations; and
• animal nuisance and animal welfare investigations.

Collected information may include:

• names;
• date of birth;
• address;
• email and phone number; and
• vehicle registration details.

Dog and cat registrations

Information is voluntarily provided by persons registering either their cat or dog in ACT through Access Canberra Smart Forms. This information is managed by managed by Access Canberra (see the Access Canberra Privacy Policy for further information) and used by DAS staff to facilitate registrations.

Animal nuisance investigations

DAS collects information for the purpose of conducting investigations into complaints relating to animal nuisance under the Domestic Animals Act 2000 and Veterinary Practice Act 2018. Information may be collected directly from individuals, or from third parties and other regulatory bodies or organisations.

Additional, collected information may include:

• licence details;
• business details (including trading name and ABN);
• digital images of animals and premises;
• audio and other recordings; and
• other personal information included in details of the infringement.

Information may also be used by staff within the Licencing and Compliance team, and DAS may disclose personal information to the ACT Magistrate’s Court when referring infringement notices.

Animal welfare investigations

DAS collects information for the purpose of conducting investigations into possible breaches of the Animal Welfare Act 1992. Information may be collected directly from individuals, or from third parties and other regulatory bodies or organisations.

Additional, collected information may include:

• digital images of animals and premises;
• audio and other recordings;
• other personal information included in details of the infringement; and
• other personal information in veterinary reports, witness and complainant statements, and other reports which detail injuries and treatment.

Information may also be used by staff within the Licencing and Compliance team, and DAS may disclose personal information to the ACT Magistrate’s Court when referring infringement notices.

Fix My Street

TCCS uses personal information collected using online forms through the Fix My Street portal, on the Access Canberra website, to deliver municipal services related to:

• on road cycle lands and shared paths;
• grass mowing and trees;
• parks, playgrounds, and public BBQs and picnic areas;
• roads (including potholes, sign damage and traffic control);
• streetlights; and
• stormwater systems.

Information is provided on a voluntary basis, and is stored in and accessed through the ACT Government Customer Relationship Management (CRM) system, managed by Access Canberra; further information is available at the Access Canberra Privacy Policy.

Access Canberra discloses this information to relevant TCCS staff on a ‘need to know’ basis, for the purpose of actioning or responding to Fix My Street enquiries, and may include:

• names;
• address;
• email and phone number; and
• other personal information provided by the applicant as background to the request.

Library Services

Libraries ACT collects, uses and stores personal information necessary to deliver public library services, such as:

• confirming identify and eligibility for library membership;
• providing specific services and resources which may be restricted by age, location or other factors; and
• distributing correspondence to provide or promote specific services (e.g. library collection development, events, complaints management, and planning activities).

Further information on how personal information is collected and used is available at the Privacy Statement on the Libraries ACT website, and may include:

• name (including preferred name);
• date of birth;
• address, email and phone number;
• guardian or responsible adult details (for children and adults who have a legal guardian or other adult responsible for their account);
• evidence of residency, employment or active study in the ACT;
• other information necessary for the provision of specific services (e.g. computer device ID address, demographic data, language or reading preferences); and
• other personal information which may be provided through correspondence.

Licencing and Compliance

Licencing and Compliance collects, stores and uses personal information necessary to perform regulatory and administrative functions under the Public Unleased Land Act 2013 and Litter Act 2004, such as:

• Public Unleased Land Permit applications;
• Planning and Development applications;
• receiving and responding to municipal complaints;
• conducting investigations into possible breaches of the Public Unleased Land Act 2013 or Litter Act 2004 (including aggravated littering and dumping); and
• gathering witness and victim statements.

Collected information may include:

• name;
• date of birth;
• addresses;
• phone numbers;
• licence and registration details;
• business details (including trading name and ABN);
• information on land ownership, occupation, landlords, tenants, witnesses, victims or suspects; and
• written, verified statements about other persons.

Information may be collected directly from individuals, or from third parties and other regulatory bodies or organisations, and is stored within the EDRMS, Objective, and managed by the Licencing and Compliance team within the City Presentation branch.

Licencing and Compliance may disclose personal information to the ACT Magistrate’s Court when referring infringement notices.

Sport and Recreation Facilities

TCCS collects personal information necessary to facilitate bookings sport and recreation facilities maintained by the ACT Government, including hire and invoicing. Collected information includes:

• names (client and/or booking contact);
• contact phone number and email;
• postal address (for billing purposes; and
• business details (including trading name and ABN).

Information is primarily collected through an online form on the ACT Sportsground Booking system, and is stored within the system and managed by the Sports and Recreation Facilities team within the City Presentation branch.

Strategic Policy and Programs

The Strategic Policy and Programs branch collects and uses personal information where it is relevant and necessary to the development, implementation or evaluation of legislation, policies or programs administered by TCCS.

Collected information may include:

• names;
• date of birth;
• address;
• email and phone number;
• gender; and
• occupation.

Strategic Policy and Programs will not request sensitive personal information, however it may be provided to the branch through community consultation or correspondence.

Trees

TCCS collects, stores and uses personal information necessary to perform regulatory and administrative functions under the Tree Protection Act 2005.

Information may be used to investigate possible breaches of the ACT, or to maintain the ACT Tree Register and ACT Provisional Tree Register.

Personal information may also be voluntarily provided by persons nominating a tree registration through Access Canberra Smart Forms. This information is managed by managed by Access Canberra (see the Access Canberra Privacy Policy for further information) and used by staff within the Urban Treescape team to facilitate registrations.

Veterinary Practitioners

TCCS collects personal information for the purposes of administering veterinary practitioner and premise registrations under the Veterinary Practice Act 2018.

Information is voluntarily provided by persons submitting a registration application through Access Canberra Smart Forms. This information is managed by managed by Access Canberra (see the Access Canberra Privacy Policy for further information) and used by staff within the TCCS Boards and Committees team to facilitate registrations.

Please refer to Internet transactions (under Finance) for further information on how financial data, associated with registration fees, is managed.

Volunteer and Grants Programs

TCCS collects personal information which is voluntarily provided by members of the public applying for an ACT Government grant or funding program or to participate in a volunteering program administered by the Directorate.

Information is primarily collected through an online form on the Volunteer Portal, or through written submissions to the business unit responsible for managing the program. Personal information may include:

• name;
• date of birth;
• address;
• contact number and email;
• emergency contact details (including name, relationship and number);
• bank account details;
• position held in other organisations;
• Working with Vulnerable People (WWVP) status; and

Information is used by the relevant Volunteer Coordinator, Grant Coordinator or Grants Assessment Officer.

Transport Canberra

Transport Canberra collect personal information for purposes such as:

• facilitating the MyWay smartcard ticketing system; and
• informing integrated public transport network planning.

Information on how Transport Canberra collects, manages, uses and may disclose personal information is available on the Privacy page of the Transport Canberra website.

Appendix A - Enabling Legislation

Legislation applying to all ACT Government agencies

Legislation under which TCCS has administrative or regulatory responsibilities