This summary sets out the key points about how the Department of Finance (Finance) handles personal information.
Finance may collect, hold, use and disclose personal information to carry out our functions or activities in compliance with the Privacy Act 1988 (Privacy Act) and in particular the Australian Privacy Principles (APPs) found in that Act.
Collection of personal information
Personal information (including sensitive information) about you may be collected by Finance from you, from your agent, or from a third party.
Finance may also collect personal information through our website and social networking services such as Facebook, YouTube and Twitter. We use this information to help us communicate with you and the public.
Use and disclosure of personal information
Finance may use and disclose collected information, including personal information, for the primary purpose for which it was collected. Finance may also use and disclose your personal information for a secondary purpose where an exception in the APPs applies.
Access to and correction of personal information
Under the Privacy Act you have the right to ask for access to personal information that we hold about you, and ask that we correct that personal information.
You can ask for access or correction by contacting us and we must respond within 30 days. If you ask, we must give you access to your personal information, and take reasonable steps to correct it if we consider it is incorrect.
How to make a complaint
You can complain to us in writing about how we have handled your personal information. We will respond to the complaint within 30 days.
Privacy Impact Assessment (PIA) Register
The Australian Government Agencies Privacy Code (the Code) requires that all agencies, including the Department of Finance, must conduct a Privacy Impact Assessment (PIA) for all high privacy risk projects.
The table below has details of PIAs completed since the Code came into effect on 1 July 2018.
| Reference number | Name of project | Description of project |
|---|---|---|
| 1801 | Aurion | Review of cloud based human resource system Aurion including transfers of data. |
| 1802 | Expense8 | Review of cloud based expenses management system Expense8. |
| 1803 | Digital Records Transformation Project | Development of Digital Records Platform. |
| 1804 | Shared Services Implementation Project (SSIP) | Finance is transitioning to a shared services arrangement with the Service Delivery Office for the delivery of an integrated Enterprise Resource Planning (ERP) platform with the provision of a range of managed services in the human resources and financial management functions. |
| 1805 | Parliamentary Expenses Management System (PEMS) | PEMS will be used by Ministerial and Parliamentary Services and the Independent Parliamentary Expenses Authority to manage allowances, work expenses and related reports for parliamentarians and their staff. |
| 1806 | COMCAR Automated Resource System | Finance is transitioning the current COMCAR booking and dispatch system (CAMS) to CARS an automated resource system that will provide transport services to a range of clients. |
| 1816 | Parliamentary Documents Management System Executive Communications Module | Review of system to manage secretarial correspondence. |
| 1817 | Superannuation Management Replacement System | Finance is implementing a new management system that will provide the capability to store and manage superannuation information for its clients. The SMSR will provide full management and reporting functionality to meet business and statutory obligations. |
| 1820 | OCA Carpark Register | A register of carpark users at a Department of Finance building for facility management purposes. |
| 1824 | GovTEAMS (Beta) | A whole of government collaboration platform for use by Commonwealth, State, Territory and local government agencies to connect through instant chat, video and online meetings; share and co-author documents; create and discover other communities; and build profiles. |
| 1825 | Online Booking System | Development of the National Telepresence System (NTS) that provides secure videoconferencing facilities for the Commonwealth and State and Territory governments. |
| 1902 | CCTV | CCTV Footage is used to ensure to a safe and secure environment for Finance employees, contractors and visitors. The CCTV system consists of cameras, monitors, control panels, video software, video recording systems and supporting infrastructure. |
| 1904 | eRecruit | eRecruit is an online recruitment system used by Finance to manage recruitment, on-boarding, performance management, engagement and people analytics. |
| 1910 | Electoral Legislation Amendment (Modernisation and Other Measures) Act 2019 - Section 44 mandatory qualification checklist | Supporting the Australian Electoral Commission in the implementation and operation of the mandatory qualification checklist for individuals nominating as candidates for election to Parliament, pursuant to the Electoral and Legislation Amendment (Modernisation and Other Measures) Act 2019 |
| 1911 | Whole of Australian Government Travel Services Arrangement | Review of QBT Pty Ltd's provision of Travel Management Services to the Australian Government. |
| 1913 | GovCMS | Review of arrangements relating to the hosting and management of GovCMS. |
| 2006 | Phase 3 Integrated Expense8 and QBT Travel System | The third phase of a project to integrate Finance’s travel and expense management system, Expense8, with the Whole of Australian Government travel provider QBT Pty Ltd's online booking system. |
| 2016 | Acorns Learning Platform for the Members of Parliament (Staff) Act 1984 (MOP(S) Act) | Finance is implementing Acorns, a cloud-based Learning Management System, to provide training to staff employed under the MOP(S) Act. |
| 212212 | Finance Advanced Cloud Environment Transformation (FACET) Program | A project to migrate the Department’s ICT desktop service, the associated end user applications and data storage to a hybrid cloud-based arrangement to provide Finance staff with modern authentication methods and increase information security. |
| 212215 | Collection of Additional Employee Information about Members of Parliament (Staff) Ac 1984 Employees | New collection of diversity-related personal information about Members of Parliament (Staff) Act 1984 (Cth) staff through Form 53. |
| 232407 | Digital ID Bill 2023 Exposure Draft and Rules | Privacy impacts of the proposed Digital ID legislation. |
| 212217 | Contractor Reporting, Integrity Information Solution | Development of a system to support panel administration. |
| 242505 | COMCAR Pre-Employment and Periodic Health and Medical Assessments | COMCAR requires pre-employment and periodic health and medical assessments to be conducted of prospective and current employees, to assess their fitness to undertake driving duties. |
Table last updated: 13 December 2024.
For further information on specific Privacy Impact Assessments or to make a complaint, please contact the Privacy Officer.
