Anniversary Messages Privacy Policy

GovernmentAnniversary Messages
Wednesday, August 3, 2016
Publication author(s):
Department of the Prime Minister and Cabinet
Publication abstract:

This information supplements the information contained in the Department of the Prime Minister and Cabinet’s (DPMC) Privacy Policy.

This information supplements the information contained in the Department of the Prime Minister and Cabinet’s (the Department) Privacy Policy, which is contained in the Department of the Prime Minister and Cabinet’s (DPMC) Privacy Policy

Why we collect information:

The Department supports the issuing of anniversary messages (also known as congratulatory messages) from the Prime Minister of Australia to Australian citizens and permanent residents celebrating eligible birthday or wedding anniversaries. We also work with Government House in Canberra to facilitate the issuing of messages from the Governor-General and The Queen.

Who we collect information from:  

To arrange anniversary messages, the Department collects personal information from:

  • Recipients of messages – i.e.: individuals or couples celebrating a significant anniversary and for whom the anniversary message is intended; and
  • Requestors of messages – i.e.: individuals who make a request for an anniversary message on behalf of a recipient or recipients.

What type of information is collected:

The type of private information the Department collects depends on who makes a request for an anniversary message.

Where a request is made by:

  • The Recipient themselves: the information we collect includes the recipient/s name (including titles or post nominals), contact details, date of birth or date of wedding (depending on occasion) and copies of supporting documentation such as birth or wedding certificates.

This information is used to ensure the message is addressed correctly and the details in the messages are accurate.

  • A Requestor (on behalf of a recipient): in addition to information about the intended Recipient (above) we may also collect information including the name of the person making the request, their contact details and relationship to recipient. We collect details of the person making the request so that:
    • we can clarify any inconsistencies or ambiguities in the information provided without the need to approach the recipient directly. Such messages are often being arranged as a surprise for the intended recipient/s.
    • if duplicate requests are received (sometimes one or more individuals make requests for the same recipient/s for a particular anniversary), we can contact a subsequent requestor to let them know that a request has the Department been received.

All of the personal information collected by the Department is used to facilitate the issuing of accurate and timely anniversary messages from the Prime Minister. It is also used to allow anniversary messages to be issued from other Parliamentarians, the Governor-General and The Queen, where applicable.

If some of the information is not provided, we may not be able to process a request for an anniversary message, or the message may not be issued in time for a significant anniversary.

How we collect information:

In the majority of cases, requests for anniversary messages by members of the public are made through the offices Members of Parliament and Senators. Request forms and documentary evidence supporting the request are then forwarded by that office to the Department.

The Department also receives requests from the offices of Premiers, Chief Ministers and Administrators of Australian states and territories. In a small number of cases we receive requests from Government House in Canberra and from members of the public directly.

The information is received in a variety of formats, including in hardcopy form, facsimiles and electronically through online forms and emails.

What do we do with information:

The personal information collected by the Department is generally stored in electronic form on our secure servers. It is also stored temporarily in hardcopy form (the hardcopy records are destroyed approximately one month after the anniversary has passed). Electronic records are retained as required by the Archives Act 1983.

The information collected by the Department is used to facilitate the issuing of anniversary messages from the Prime Minister to the intended recipients (ie: those celebrating an eligible anniversary).

Unless there is a specific written request for this not to occur, the Department also provides the personal information about the recipient and requestor (if applicable) to:

  • the Honours and Awards Secretariat at Government House in Canberra for the purpose of facilitating congratulatory messages from the Governor-General and The Queen (where the occasion being celebrated is eligible for such messages); and
  • a recipient’s Federal Senator or Member of Parliament, so that they may also issue an anniversary message.

We do this to reduce the need for requestors to make separate multiple applications about the same occasion.

Contact us

If you have any questions you can email us at: anniversary.messages@pmc.gov.au

Alternatively, you can write to us at:

Honours, Symbols and Legal Policy Branch

Department of the Prime Minister and Cabinet 

PO Box 6500 

CANBERRA ACT 2600

More information about how DPMC handles personal information is in our privacy policy. It contains information about how you can seek access or corrections of your personal information. It also explains how you can complain to us about how we have handled your personal information.

Contact: Privacy Contact Office – Department of the Prime Minister and Cabinet
Email: privacy@pmc.gov.au
Post: The Privacy Contact Office
Department of the Prime Minister and Cabinet
PO Box 6500
CANBERRA ACT 2600

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