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Procedure for Challenging Privacy Compliance

Approval Date: 2008-09-11

Effective Date: 2008-09-11

Responsible Unit: Information Access and Privacy Office


Reporting Non-Compliance Incidents

Informal Resolution
Complaints of non-compliance may be able to be resolved quickly and effectively by contacting the unit responsible. The unit should endeavour to resolve the matter to the complainant's satisfaction.

Resolution through the University Privacy Officer
1. Contact the Office of Information Access and Privacy
2. Complete the Privacy Complaint Form

If no informal resolution has been attempted or if an informal resolution has been unsuccessful, a written complaint may be submitted to the Information Access and Privacy Office, using the Privacy Complaint Form, available at A representative of the IAP Office will contact the complainant to discuss the issues raised and arrange a meeting, if necessary.

The representative of the IAP Office may determine that the complaint can be handled informally. S/he will advise the University Privacy Officer, who may advise the complainant of the informal resolution process and assist him/her in liaising with the relevant unit.

The University Privacy Officer will review the complaint and investigate to determine the nature of the complaint. This may involve contacting the unit head and other relevant parties to discuss the complaint. The complainant's name will be held in confidence and disclosed only if necessary to investigate and resolve the complaint.

When the University Privacy Officer concludes that a successful resolution has been reached, s/he will respond to the complainant detailing the solution within 30 working days of receipt of the Privacy Complaint Form. The complaint and resolution will be kept on file for 12 months.

When several complaints are received about the same incident and can be resolved together, they will be treated as one complaint.

If the complainant is not satisfied with the resolution, s/he may ask the Office of the Information and Privacy Commissioner to investigate the complaint.

Policies using this procedure:

Procedure Amendment History

No recorded history of amendments.