Privacy at the Victorian Electoral Commission

This information refers to the collection and use of personal information (including sensitive information) by the Victorian Electoral Commission (VEC) for the purposes of the funding and disclosure function.

Collection Notice

The VEC collects personal information to fulfil its statutory functions under the Electoral Act 2002 (Electoral Act) and for administrative purposes.

When collecting personal information, the VEC will take reasonable steps to advise you what information is being sought, for what purpose, whether any law requires the collection of the information and the main consequences, if any, of not providing the information.

The VEC will obtain this information through lawful, fair and not unreasonably intrusive means.

The VEC usually collects personal information directly from individuals. Personal information is also collected from third parties, but only if:

• the individual has consented to this collection, or would reasonably expect us to collect their personal information in this way, or
• it is collected for purposes that are directly related to our functions or activities under the Electoral Act or otherwise authorised by law.

Use and Disclosure

The VEC handles all personal information it receives in accordance with the Privacy and Data Protection Act 2014.

We will only disclose personal information about an individual to other Government agencies, private sector organisations or anyone else if one of the following applies:

• the individual has consented
• the individual would reasonably expect, or has been told, that information of that kind is usually passed to those individuals, bodies or agencies
• it will prevent or lessen a serious and imminent threat to somebody's life or health
• it is reasonably necessary for the enforcement of the criminal law, or of a law imposing a pecuniary penalty, or for the protection of public revenue
• it is otherwise required or authorised by law.

Under Section 217 of the Electoral Act, the VEC must publish on its internet site disclosure returns of political donations within seven days of receiving the disclosure return. Personal details required to be published in these disclosure returns, as specified in Section 216 of the Electoral Act, include:

• the name of the donor
• the address of the donor (silent elector address details will not be disclosed and the street address of any individual donor will not be disclosed)
• the name of the recipient.

Under Section 217P of the Electoral Act, the VEC must publish on its internet site annual returns from recipients of political donations within six months of the end of the financial year. Personal details required to be published in these annual returns, as specified in Sections 217I, 217J, 217K, 217L and 217M of the Electoral Act, include:

• the full name and address of any person or entity who made a political donation above the disclosure threshold during the financial year ((silent elector address details will not be disclosed and the street address of any individual donor will not be disclosed)
• the full name and address of any person or entity to whom the recipient owes money above the disclosure threshold in relation to political expenditure.

Under Section 222E of the Electoral Act, the VEC must publish on its internet site a Register of Nominated Entities. The details required to be published on this Register of Nominated Entities, as specified in Section 222H of the Electoral Act, include the name and address of nominated entities.

Data Quality and Security

The VEC takes all reasonable steps to ensure the information it holds is accurate, complete and up-to-date.
We use a range of safeguards, together with access controls, secure methods of communication and back-up and disaster recovery systems to protect information from misuse, loss, and unauthorised access, modification and disclosure.

Information held by the VEC is subject to the Public Records Act 1973 and is required to be disposed of under relevant retention and disposal authorities.

Access and Correction

As a donor, recipient or agent, you can correct or update your details online or by providing your updated details in writing to the VEC at disclosures@vec.vic.gov.au.

Requests for access to and/or correction of documents containing personal information held by the VEC are handled in accordance with the Freedom of Information Act 1982 and should be addressed to:
FOI Officer,
Victorian Electoral Commission,
Level 11, 530 Collins Street,
Melbourne,
Victoria 3000.
Email: foi@vec.vic.gov.au

Breaches and Complaints

If you suspect a privacy breach has occurred or you wish to make a complaint about the VEC in relation to privacy, you may write to the VEC. If you are dissatisfied with the VEC’s response, you can contact the Office of the Victorian Information Commissioner, who may seek to conciliate the matter, or may suggest another course of action. The contact details for the VEC are:
Privacy Officer
Victorian Electoral Commission
Level 11, 530 Collins Street
Melbourne
Victoria 3000

Telephone: (03) 8620 1100
Facsimile: (03) 9629 9330
Email: privacy@vec.vic.gov.au

The contact details for the Victorian Commissioner for Privacy and Data Protection are:

Office of the Victorian Information Commissioner, Privacy and Data Protection
PO Box 2474
Melbourne
Victoria 3001

Telephone: 1300 666 444
Facsimile: 1300 666 445
Email: enquiries@pcpdp.vic.gov.au