[2020] VCAT 53
General information, not legal advice.
Victorian Civil and Administrative Tribunal
2020-01-17
Original judgment source is linked above.
Privacy and Data Protection Act 2014 - Information Privacy Principles 1.1, 1.2, 1.3, 2.1 and 5.2 - collection by an employer of employee birth certificate and mobile telephone number - use and disclosure of employee birth certificate and mobile telephone number in context of investigations of allegations of workplace misconduct
An organisation must not do an act, or engage in a practice, that contravenes an Information Privacy Principle in respect of personal information collected, held, managed, used, disclosed or transferred by it.
information or an opinion (including information or an opinion forming part of a database), that is recorded in any form and whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion, but does not include information of a kind to which the Health Records Act 2001 applies
1.1 An organisation must not collect personal information unless the information is necessary for one or more of its functions or activities.
1.2 An organisation must collect personal information only by lawful and fair means and not in an unreasonably intrusive way.
1.3 At or before the time (or, if that is not practicable, as soon as practicable after) an organisation collects personal information about an individual from the individual, the organisation must take reasonable steps to ensure that the individual is aware of -
(a) the identity of the organisation and how to contact it; and
(b) the fact that the individual is able to gain access to the information; and
(c) the purposes for which the information is collected; and
(d) to whom (or the types of individuals or organisations to which) the organisation usually discloses information of that kind; and
(e) any law that requires the particular information to be collected; and
(f) the main consequences (if any) for the individual if all or part of the information is not provided.
2.1 An organisation must not use or disclose personal information about an individual for a purpose (the secondary purpose) other than the primary purpose of collection unless -
(i) the secondary purpose is related to the primary purpose of collection and, if the personal information is sensitive information, directly related to the primary purpose of collection;
(ii) the individual would reasonably expect the organisation to use or disclose the information for the secondary purpose; or
(b) the individual has consented to the use or disclosure; or
(e) the organisation has reason to suspect that unlawful activity has been, is being or may be engaged in, and uses or discloses the personal information as a necessary part of its investigation of the matter or in reporting its concerns to relevant persons or authorities; ...
5.2 On request by a person, an organisation must take reasonable steps to let the person know, generally, what sort of personal information it holds, for what purposes, and how it collects, holds, uses and discloses that information.
Toby's birth certificate was obtained from his SRO Human Resources file. The birth certificate shows a Robert John Tucker nominated as his father. ... [I have omitted further personal details about the complainant's parents]
The evidence strongly points to Robert J Tucker being Toby's father.
From the information available to me I have concluded that on the balance of probabilities there was no search by Toby of a customer named 'Robert James Tucker' during the period.
Therefore, I find that the allegation in respect of customer D, (incorrectly identified as 'Robert James Tucker') cannot be substantiated.
... a detailed list of what other personal and private information is being held by the SRO regarding me, and why the SRO is holding such information.
Also included is a letter from the respondent dated 30 November 2018 in reply.
As part of Don Di Federico's investigation into the Second Allegations, Don asked the Complainant about a person named 'Robert James Tucker,' whom the Complainant denied knowing. I understand that Don thought this might have been the Complainant's father and so he asked whether we had information in our HR records that may assist him in resolving the allegation. I provided him [Mr Di Federico] with access to the birth certificate for this purpose.
IPP 1.1 - Was the collection of the birth certificate and telephone number necessary?
An employer is in a position to collect personal information from an employee, as it is from any other individual and obviously needs to do so in order to properly manage its workforce.
IPP 1.2 - Was personal information collected by lawful and fair means and not in an unreasonably intrusive way?
IPP 1.3 - Did the respondent take reasonable steps to ensure that the complainant was aware of aspects of the collection of personal information?
IPP 2.1 - Was the personal information used or disclosed for a primary purpose or a permitted secondary purpose?
It cannot be that the effect of the Act is to prohibit or impede an appropriate investigation into misconduct.[12]
IPP 5.2 - Did the respondent take reasonable steps to let the complainant know, generally, what sort of personal information it holds, for what purposes, and how it collects, holds, uses and discloses that information?
... a detailed list of what other personal and private information is being held by the SRO regarding me, and why the SRO is holding such information.
In his submissions, the complainant also referred to additional requests made after the referral of this complaint from the Information Commissioner. However, I am satisfied that the letter in reply from the respondent dated 30 November 2018 both answers the complainant's request and meets its obligations under IPP 5.2. I note that some of the complainant's requests are for very specific information. IPP 5.2 only requires the respondent to take reasonable steps to inform him, generally, of the sort of information held. IPP 5.2 does not require an inventory or audit of the personal information held, so specific requests for an audit or inventory are not relevant to IPP5.2.
[3] Angela Karantonis was called and gave evidence without notice. Her evidence was interspersed with the complainant's witnesses in order that the proceedings not be adjourned due to a procedural matter.
[4] Exhibit DH-2 to the witness statement of David Heywood.
[5] [2005] VCAT 1054 [84].
[6] [2015] VCAT 253 [92] (I note but dismiss the complainant's attempt to distinguish this case on a factual basis).
[8] Exhibits DH-1, DH-2, DH-3 to the witness statement of David Heywood.
[9] I am uncertain how the respondent could ask his father without knowing his name.
[10] Jurecek v Director of Transport Safety Victoria [2015] VCAT 253 [172] and [198], she stated that the ability to carry out such an investigation is a necessary function of an employer.
[13] [2019] VSC 690 [63-65].
[14] Jurecek v Director of Transport Safety Victoria [2015] VCAT 253.
Tucker
State Revenue Office