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This page contains a statement of the policies of the Victorian Commission for Gambling and Liquor Regulation (VCGLR) on how it manages personal information and health information that we collect.
Personal and health information held by the VCGLR is managed in accordance with the privacy principles contained in the Privacy and Data Protection Act 2004 (Vic), the Health Records Act 2001 (Vic) and other relevant laws. VCGLR is required to have a policy regarding its management and handling of personal and health information.
Personal information is any information or an opinion about an identifiable individual. The person's identity must be apparent or reasonably ascertainable from the information or opinion concerned. Personal information is collected from a variety of means including from written application forms, online application forms, letters or other correspondence, email messages, telephone or face-to-face contact.
A unique identifier is an identifier (usually a number) that is used for the primary purpose of identifying an individual.
The VCGLR only assigns unique identifiers (or adopts, uses or discloses a unique identifier assigned by another organisation) where it is necessary, authorized by law or with the consent of the individual.
Where lawful and practicable, individuals should have the option of transacting or interacting with the VCGLR without identifying themselves.
Many of the things we do require you to provide us with your personal information (e.g. Collecting your name, address, telephone and email contact details in order to process licence applications). However, where it does not affect the proper performance of our functions, we will not require you to provide it (e.g. If you make a general telephone or email enquiry, we may be able to help you over the telephone or by email without the need for you to give us any of your personal details).
Sensitive information is a special category of personal information. It is defined as information or an opinion about certain sensitive aspects relating to individuals such as:
Health information is personal information or an opinion about:
The VCGLR will use or disclose the personal information it collects only for:
the purpose for which it was collected
Under gambling and liquor legislation, the VCGLR also collects personal information about:
The personal information collected from or about these individuals is used or disclosed to assist the VCGLR (where applicable) to:
The VCGLR collects and holds personal information about individuals who are currently engaged, have been engaged or are seeking to be engaged by the regulator for a specific position or purpose. This includes job applicants, employees, tenderers and contractors. Some health information is collected from time to time about employees for employment related purposes, for example, WorkCover.
The personal information collected from individuals is used to evaluate their capability and/or capacity to meet VCGLR requirements and/or contractual obligations and to manage any ongoing relationship with those individuals. In the case of employees, it is also collected for insurance related purposes and computer network security purposes.
Generally, the VCGLR collects personal information or health information directly from the individual. Personal or health information may be collected from third parties, such as corporate applicants with some connection to or association with the individual, or treating doctors.
Personal information may be obtained on an unsolicited basis either directly from individuals about themselves, or from third parties about individuals. This can include letters of complaint.
The VCGLR takes reasonable steps to ensure the individual knows why the VCGLR collects it, what is done with it and to whom it is disclosed. Where the VCGLR does not actively collect personal information directly from the individual, but acquires it from a third person, the VCGLR will take reasonable steps to let the individual know it has that information if it is to be used or acted upon.
The VCGLR may be required to collect some sensitive personal information. One example is a Victoria Police check as part of the probity processes to process licence or permit applications. The VCGLR always obtains the consent of the individual concerned before requesting a police check, unless required under investigation or enforcement action.
If an individual’s personal information travels outside Victoria, the privacy protection should travel with it. The VCGLR will only transfer personal information outside Victoria in the circumstances permitted by privacy legislation, for example, if the individual consents, or if the recipient of the personal information is subject to a law or binding scheme that is substantially similar to the Victorian privacy protections.
The VCGLR takes reasonable steps to ensure personal and health information it collects is accurate, complete and up-to-date. The VCGLR holds personal information or health information in both electronic and paper-based forms. It has various security measures and processes in place to protect the information from misuse and loss, and from unauthorised access, modification or disclosure. Processes include:
security computer access levels to ensure only authorised staff have access to certain kinds of computer-stored information
use of computer passwords to ensure only authorised personnel have access to computer files
use of virus protection software
storage of paper-based documents containing personal information in locked cabinets or rooms or other secured areas accessible only by authorised personnel
providing physical security to limit access to VCGLR offices to authorised personnel only. This includes precluding individuals from some branches of the VCGLR having physical access to areas where other branches are located or to information held by other branches.
You may request a copy of your personal information and request to correct that information, if found to be inaccurate. It is our policy that you should be able to request access to your personal information directly, without the need to make a formal application under the Freedom of Information Act 1982 (Vic) (FOI Act).
However, there are situations where it will not be appropriate to provide direct access to information, and you will be required to make a freedom of information (FOI) application. For example, where providing direct access would compromise the privacy of another person. A fee may apply for such an application.
If you are an existing or former employee of the VCGLR or its predecessors, you may access information relating to your employment by written request without making a formal request under the FOI Act.
To make a FOI application or to ask us to correct, update or amend the information we hold about you, please contact the Privacy Manager by email to [email protected] or mail.
If you have any queries about the policies of the VCGLR in relation to the handling of personal information (including any sensitive information or health information), please contact the Privacy Manager either by email to [email protected] or post.
If you have any complaints about the handling by the VCGLR of your personal information, please provide your complaint in writing to the Privacy Manager.
If your complaint is not resolved to your satisfaction, or within a reasonable time, you may seek review of the matter by writing to the Chief Executive Officer by email at [email protected] or by post:
Under the Victorian Privacy and Data Protection Act 2014 a person may complain to the Office of the Victorian Information Commissioner (OVIC) about an act or practice that may be an interference with their privacy in relation to personal information.
Note the Commissioner may decline to consider a complaint if the complainant has not first complained to the VCGLR. Visit the OVIC website for more information and their contact details.
If your complaint relates to health information held by the Commission and you feel that the Commission has not adequately dealt with your complaint through its internal complaints procedures, you may seek to contact the Health Complaints Commissioner. Visit the Health Complaints Commissioner's website for more information and their contact details.