Privacy and Freedom of Information Policy

LINGLINE PTY LTD T/A ROSENHOF is committed to ensuring individuals are aware of their right to apply for access to records affecting them in accordance with the Privacy Act 1988 as amended 2004 and the Freedom of Information Act 1982 (Acts).

Under this policy, LINGLINE PTY LTD T/A ROSENHOF accepts responsibility to provide individuals with access to the steps involved in obtaining information kept on record. 

The Acts detail the rights of individuals to access information held by LINGLINE PTY LTD T/A ROSENHOF. In particular it allows individuals to receive a copy of or inspect information held by LINGLINE PTY LTD T/A ROSENHOF except where it is necessary to protect essential private and public interests.

LINGLINE PTY LTD T/A ROSENHOF only collects personal information directly from the individuals. The information collected is used to uniquely identify, work history, training records, provide proof of qualification and suitability, and demonstrate medical fitness to undertake specific roles. LINGLINE PTY LTD T/A ROSENHOF will not distribute any information on any individual to a third party without written consent. All electronic records are password protected and hard copies are kept in a secure location.

1. Initial request to view documentation/records

Upon verbal request, LINGLINE PTY LTD T/A ROSENHOF will within three (3) working days provide individuals with access to their personal records.

2. Excluded document request

LINGLINE PTY LTD T/A ROSENHOF cannot provide the following documents:

• Information about another person

• Medical/psychiatric records (other than those actually supplied by the individuals)

• Psychological records; and

• Information provided by other third parties.

• Before giving access to documents, proof of identity must be obtained.

The file of the individuals must also be notated with details of the documents to which access was provided and the date and time of such access along with the name of the officer dealing with the query.

Individuals can apply to LINGLINE PTY LTD T/A ROSENHOF for correction or amendment of any documents containing their personal information. This request should be made in writing to the Managing Director. Individuals must give as much information as possible to show how or why LINGLINE PTY LTD T/A ROSENHOF records are inaccurate, incomplete, out of date or misleading.

If LINGLINE PTY LTD T/A ROSENHOF decides to amend the information, either the file is updated or a further note is added to the file. Provision of information must be in accordance with the “Acts”. Applications will be processed within five (5) working days of receipt of request.

LINGLINE PTY LTD T/A ROSENHOF will provide individuals with the decision, reasons, and the right of review if they are unsatisfied within ten (10) working days of receipt. Clients will be advised that a formal request is the next stage of appeal. A formal request should be lodged when an individual is requesting to access or amend information where LINGLINE PTY LTD T/A ROSENHOF does not have the authorisation and they are unsatisfied with LINGLINE PTY LTD T/A ROSENHOF’s initial decision. This is the next stage of the appeal.

The individuals should be advised that LINGLINE PTY LTD T/A ROSENHOF may charge an administration fee.

The individual’s application for information under the Acts has to:

• Be in writing

• Give enough details to enable the requested documents to be identified

• Give an address in Australia and, where possible, a contact telephone number should be provided

• Be lodged at LINGLINE PTY LTD T/A ROSENHOF’s office and forwarded to the Managing Director.

If it is determined that information cannot be provided, the applicant will be advised within three working days of receipt.

Exemptions

Some documents including protection of essential public interest and the personal, commercial or business affairs of others may not be released.  Access may only be provided to a part of a document if it contains information considered exempt.

LINGLINE PTY LTD T/A ROSENHOF may charge an administration fee. There are no fees or charges if the application is only for personal information about the individual lodging the request. An application fee is required for other applications and there may be charges for dealing with the request.

LINGLINE PTY LTD T/A ROSENHOF in dealing with the request should consult with the individual to keep charges to a minimum. If the individual is financially disadvantaged, LINGLINE PTY LTD T/A ROSENHOF should be informed because a reduction in charges may be possible.

3. Where access to records is granted via formal request

Within three working days of notification, LINGLINE PTY LTD T/A ROSENHOF will provide the individuals with access to the information and, if requested, provide a copy to the individuals.

If for some reason copies of documents cannot be made and sent to the individuals, LINGLINE PTY LTD T/A ROSENHOF will discuss with the individuals, how and where they can view the material.

 

 

Kirsten Uhrig 

Managing Director