Privacy Policy
The Victorian Government Solicitor’s Office (VGSO) is committed to protecting the privacy and confidentiality of information it collects from clients, service providers and contractors. In acting for clients, the VGSO adheres to its fiduciary duties, duty of confidentiality and legal professional privilege in all actions taken on clients’ behalf. Further, in the conduct of this practice, VGSO is bound by the Information Privacy Act 2001 and the Health Records Act 2001, and therefore must comply with the Information Privacy Principles and the Health Privacy Principles which govern the collection, use, handling and disclosure of personal and sensitive information and health information.
Collection
In most circumstances, VGSO collects information directly from clients. This may be through correspondence, email, in person and by telephone. Indicative information we may collect includes the client’s name, contact details, personal details of client officers and any fact or opinion the client provides that is related to the matter the client is seeking advice or representation on. The VGSO may also obtain information from a third party such as past or present employees, medical practitioners, banks, etc.
In relation to individuals acting as service providers, contractors or agents of VGSO, we collect name, contact details and relevant information concerning the individual’s dealings with VGSO.
Purpose of collection
In relation to clients, this information is collected for the purpose of the primary function of VGSO, namely to act as solicitor to and provide legal services to the Victorian government. In the provision of such services, we may provide information to agents to take actions or make enquiries in relation to the conduct of a matter. For example, at the client’s instruction, a barrister may be briefed, expert advice sought, or a search firm may be engaged to conduct a title search in relation to the matter. The VGSO may also access this information to send you information about our activities or developments in law that we believe will be of interest to you.
In relation to individuals acting as service providers, contractors or agents, VGSO may use this information to access or use services provided by such individual either for a particular matter or generally.
Use and disclosure of information
The VGSO uses and discloses personal information collected for the primary purpose for which it has received the information. In addition to the use and disclosure of information outlined above and under Collection and Purpose, we also use and disclose information for purposes ancillary and consequential to the primary purpose of collection such as invoicing related correspondence, accurate file management and the creation and maintenance of skills databases. To this end VGSO may use the services of agents, service providers or contractors. All such third parties will be required to comply with fiduciary and confidentiality duties in their handling and management of information.
At the client’s instruction or according to requirements of law, VGSO may disclose information to organisations such as regulatory authorities, government departments, courts or other parties or advisers.
Security of information
The information clients and others provide VGSO is stored on computer and paper-based files as appropriate. The secure storage and use of information is of paramount importance and all reasonable steps are taken to protect that information from misuse or loss, unauthorised access, modification or disclosure using such means as password and network protection, and secure storage of paper-based files as appropriate.
In addition, all staff with access to personal information are bound by duties of confidentiality.
Accuracy of personal information
The VGSO takes all reasonable steps to ensure that the information collected is accurate, complete and up to date at the time of collection. If any client, service provider, contractor or agent believes VGSO’s records are not accurate, complete or up to date, they should contact us immediately and we will take all reasonable steps to amend the information in accordance with the above criteria or alternatives as may be discussed. Any request for the correction of personal information should be in writing.
Access
Clients, service providers, contractors or agents of VGSO may request access to information held on them. However, VGSO’s discretion, duties and obligations under law may restrict this access. Given this, all reasonable actions will be taken to assist access or to address any reasons a client or other party may have to seek access. If access is denied, VGSO will provide the client or other person with reasons in accordance with law. If access is provided, a reasonable fee may be charged for time and other costs incurred in providing access.
Access is also subject to the requirements and limitations of the Freedom of Information Act 1982 and other statutes.
Contacting us
If you have any queries concerning any aspect of this policy or VGSO’s information privacy practices, or have a concern or complaint, please contact our Privacy Officer:
Privacy Officer
Level 25
121 Exhibition Street
Melbourne Vic 3000
Tel: +61 3 8684 0433
Fax: +61 3 8684 0449
Email: Katherine.Jeffery@vgso.vic.gov.au
