Ipswich City Council

Personal Information Digest

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What is a personal information digest?

A personal information digest is a document which summarises in general terms the kinds of information held by an agency, and how this information is managed by the agency.  It assists individuals in finding out what kinds of information an agency holds about them, why this information is held, how this information is held and how this information is managed by the agency.

The Ipswich City Council ("Council", "we", "us" or "our") has produced this personal information digest to inform members of the public about Council's information management practices.  This document is to be read together with Council's Privacy Statement and any applicable relevant information collection notices.

In this personal information digest, any reference to "information" includes a reference to personal information as that term is defined in the Information Privacy Act 2009 (Qld), and other information in relation to businesses and other persons.

1.  Council management of personal information

The various Departments and branches of Council collect, use, store and disclose information as required and authorised by law, including the legislation listed in Annexure A and other Council protocols and codes of practice.

The information usually collected by Council includes names, addresses, phone numbers, dates of birth, age and gender information, car registration and driver's licence details, email addresses, Tax File Numbers, Medicare numbers, customer or account numbers assigned to individuals by Council, employment details, pension numbers, Australian Business Numbers and photographs or video of individuals. 

Certain Departments or branches of Council may also collect additional information.  Further details on what this additional information may include is specified under the heading of the relevant Departments or branches.

Council Departments and/or branches also generally collect information from external sources and each other.  As a general rule, information is usually collected by telephone, standard Council forms, mail and facsimile, Council meeting notes and records, marketing material, email, the internet, video or still cameras, digital recording devices and face to face contact.  Any additional and specific methods of collecting information used by certain Council Departments and/or branches are specified under the heading of the relevant Departments or branches.

The information that Council collects is generally stored in Council databases and in hardcopy, as well as on computers, external hard drives and mobile devices.  Any additional methods of information storage are specified under the heading of the relevant Departments or branches that utilise such methods.  We take precautions to protect personal information against loss, unauthorised access, use, modification, disclosure or other forms of misuse.

As a general rule, we use and/or disclose information in order to perform Council functions and activities, to provide services requested by individuals and to comply with our legal and legislative obligations.

2.  Department of Health, Security and Regulatory Services

2.1 Regulatory Services Branch

Through the provision of compliance services, the Regulatory Services branch provides superior customer service in working with industry and the community to protect and enhance the public health and safety, environmental values and amenity of Ipswich City and for its community.

Regulatory Services is responsible for the efficient and effective management of the following key functions:

(a) licensing and compliance;

(b) animal management;

(c) regulated parking; and

(d) pest management.

In addition to the information collected by Council generally, Regulatory Services also collects information about an individual's criminal record, medical records and disability status.  This information is generally only collected in circumstances where the individual's consent has been obtained.

In addition to the collection methods employed by Council described in Part 1 above, Regulatory Services also collects information from medical reports and formal statements.

Regulatory Services uses information for the purposes of:

(a)   issuing notices, permits and licences;

(b)   checking registered business details;

(c)    taking enforcement action;

(d)   registration of pets;

(e)   conducting investigations;

(f)    verifying an individual's entitlement to discounts on certain Council fees and charges;

(g)   preparing statements; and

(h)   confirming vehicle registration.

Regulatory Services exchanges information internally with other parts of Council and may disclose information to external bodies (for example, State Government Departments, the RSPCA or the police service).

The following are the specific pieces of legislation which require or authorise Regulatory Services to manage information as described above:

• Local Laws
• Animal Management (Cats and Dogs) Act 2008
• Building Act 1975
• Dangerous Goods Safety Management Act 2001 (repealed)
• Work Health and Safety Act 2011
• Environmental Protection Act
• Food Act 2006
• Information Privacy Act 2009
• Land Protection (Pest and Stock Route Management) Act 2002
• Local Government Act 2009
• Public Health Act 2005
• Public Health (Infection Control for Personal Appearance Services) Act 2003
• Sustainable Planning Act 2009
• Transport Operations (Road Use Management) Act 1995

2.2 Business Innovation and Support Branch

The Business Innovation and Support team equips the Health, Security and Regulatory Services department with the business solutions, good governance information and support needed to achieve excellence in service delivery.

The following is in addition to the information provided in Part 1 above.

This team uses information for the purpose of infringement reviews.  It also discloses information to the State Penalties Enforcement Agency for the purpose of enforcing infringement fines.

The following are the specific pieces of legislation which require or authorise this team to manage information as described above:

• State Penalties Enforcement Act 1999
• State Penalties Enforcement Regulation 2000

2.3 Security Management Branch

Security Management (including the Safe City Program) provides the coordination of some crime prevention programs and long-term opportunities to provide public safety surveillance.  The Safety Surveillance Camera System is used as a vehicle to enhance and protect the community from hazards that can injure, damage or destroy property or life.

The role of the Branch is to provide:

(a)   Facility Operators - Provide a 24/7 security surveillance function and coordinate emergency services and police response from the Safe City facility; and

(b)   Trade Contractors - provide maintenance and repair services to existing surveillance infrastructure, in the field and monitoring facility and provide tender responses regarding expansions of surveillance infrastructure in new and emerging areas.

In addition to the information collected by Council as described in Part 1 above, Safe City collects information relating to an individual's image.

Safe City exchanges information internally with other departments and branches of Council.  It also discloses information externally to the Police.

2.4 Policy, Planning and Partnerships Branch

Policy, Planning and Partnerships provide strategic leadership, policy support and deliver key strategic programs to Council on issues of environmental health, environmental protection, animal management, community health and climate change in an integrated manner.

Policy, Planning and Partnerships uses information for the purposes of:

(a)   issuing environmental information;

(b)   corresponding with individuals;

(c)    giving notice of Council's activities;

(d)   evaluating Council programs;

(e)   maintaining Council records; and

(f)    promoting programs.

Policy, Planning and Partnerships exchanges information internally with other parts of Council.  It generally does not disclose information externally.

3.    Department of Works, Parks and Recreation

3.1 Fleet Services Branch

Ipswich Fleet Services is responsible for the internal provision and management of all fleet and associated services to Ipswich City Council. 

The following is in addition to the information provided in Part 1 above.

This Branch uses information for the purposes of:

(a)   contacting fleet customers;

(b)   the issue and management of infringement notices;

(c)    vehicle allocations;

(d)   ABS Surveys and FBT reporting; and

(e)   determining eligibility to operate Council vehicles.

Information may be used internally (for example, by supervisors) and disclosed externally (for example, to police, local authorities and road toll companies). 

3.2 Waste Services Branch

Ipswich Waste Services provides domestic and commercial waste collection and disposal activities to the residents and commercial businesses in Council's local government area.

In addition to the information collected by Council as described in Part 1 above, this Branch also collects security video footage at the Riverview Recycling & Refuse Centre and the Briggs Road Depot.

Information including business names, Australian Business Numbers, postal addresses and phone numbers may also be collected for other purposes including the creation of business accounts.

This Branch uses information for:

(a)   commercial purposes;

(b)   site inspections;

(c)    provision of waste services;

(d)   delivery of skips and Council bins;

(e)   replacements and repairs;

(f)    education programs; and

(g)   security and regulating entry into the Riverview Recycling & Refuse Centre and the Resource Recovery Facility located at the Briggs Road Depot.

Information may be used internally by other parts of Council and may be disclosed externally (for example, to contractors).

3.3 Infrastructure Planning and Partnerships Branch

The Infrastructure Planning and Partnerships Branch provide an integrated approach to forward planning, strategy development, policy development, future capital works programs, community engagement, user liaison, sustainable management, use and enjoyment of natural environment/systems and community partnerships in the area of population health and wellbeing, sport, recreation, the departmental asset base, the open space estate, landholders, natural assets and environmental protection.

In addition to the information collected by Council as described in Part 1 above, the Infrastructure Planning and Partnerships Branch collects Centrelink and Blue Card numbers.

This Branch also collects information relating to an individual's racial or ethnic origin, membership of professional or trade organisations, criminal record, health records and disability status.  This information is generally only collected in circumstances where the individual's consent has been obtained. 

This Branch uses information for the purposes of:

(a)   issuing environmental information;

(b)   assessing property;

(c)    corresponding with individuals;

(d)   giving notice of Council's activities;

(e)   distributing sporting facility and event information;

(f)    evaluating Council programs;

(g)   maintaining Council records;

(h)   promoting programs; and

(i)     determining the eligibility of volunteers.

This Branch exchanges information internally with other parts of Council.  It also discloses information externally.  Information that is provided externally is generally to a contact person of a sporting group to customers seeking to become involved in sport.

3.4 City Maintenance Branch

The City Maintenance Branch provide management, maintenance and operational services and activities to the whole department asset base (including parks, reserves, sporting areas, aquatic facilities, urban forest, conservation, former landfill and cemeteries).

The following is in addition to the information provided in Part 1 above.  This Branch installs and maintains security cameras in Council buildings and facilities which collect information relating to an individual's image.

This Branch uses information for the purposes of:

(a)   listing information in emergency service procedure manuals;

(b)   arranging tenancy and lease agreements;

(c)    ensuring that contractors comply with legislative requirements including Workplace Health and Safety requirements;

(d)   attending to customer service requests;

(e)   security; and

(f)    arranging permits for events.

This Branch exchanges information internally with other parts of Council.  It generally does not disclose information externally.

3.5 Business Improvement and Support Branch

The Business Improvement and Support Branch provide Works Parks and Recreation with development and support in a range of areas including budget, grants, reporting, systems, business processes, performance, training, change and customer service content.

4.  Department of Infrastructure Services

4.1 Program and Project Management Branch

The Program and Project Management Branch of Infrastructure Services:

(a)   program and project manage the planning and delivery of the five (5) year Capital programs for Transport, Hydraulics, Built Environment and Open Space Infrastructure;

(b)   provide survey services for Council related projects;

(c)    provide Material Testing Services;

(d)   provide preliminary and/or detailed project designs and estimates in accordance with the approved Project and Design Briefs. This work is carried out for both internal and external customers;

(e)   collect information to assist in the design of projects, e.g. Dial before you dig, Property Searches, Flood Searches; and

(f)    Collect all relevant data and formally supply this information to the Asset Custodian: e.g.

• "As Constructed" details
• Maintenance Manuals
• Warranty documentation
• Filing of corporate documents on "ECM"

In addition to the above, information is used to contact members of the community in relation to:

(a)   requests from the community in relation to Program and Project Planning;

(b)   undertaking community consultations;

(c)    charging fees for infrastructure searches, plan printing and scanning.  Credit card details may be provided internally to the Council Cashier; and

(d)   follow up on requests received from the community.

This Branch may exchange information internally with other parts of Council.  This Branch generally does not disclose information externally.  However, it may disclose information externally to government agencies and to consultants who undertake projects on behalf of Council.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Work Health and Safety Act 2011
• Environmental Protection Act 1994
• Local Government Act 2009
• Building and Construction Industry Payments Act 2004
• Building and Construction Industry (Portable Long Service Leave) Act 1991

4.2 Infrastructure Delivery Branch

The Infrastructure Delivery Branch of Infrastructure Services:

(a)   manages the procurement and physical delivery of the five (5) year capital program by internal and/or external resources;

(b)   oversee the planning and delivery of the restoration program for flood impacted infrastructure;

(c)   collect data from all stakeholders to ensure compliance with all regulatory requirements e.g. Licenses, Certificate of Competencies etc; and

(d)   collect all relevant data and formally supply this information to the Asset Custodian: e.g.

• "As Constructed" details
• Maintenance Manuals
• Warranty documentation
• Filing of corporate documents on "ECM"

The following is in addition to the information provided in Part 1 above.

The primary purpose for collecting additional information is to:

(a)   provide advice regarding construction activities;

(b)   follow up on requests received from the community; and

(c)   Facilitate procurement and contractual processes.

Generally, information is not disclosed externally.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Work Health and Safety Act 2011
• Environmental Protection Act 1994
• Local Government Act 2009
• Building and Construction Industry Payments Act 2004
• Building and Construction Industry (Portable Long Service Leave) Act 1991

4.3 Business Support Branch

The Business Support Branch provides the following products and services:

(a)   leading and managing the department's financial activities, including internal reporting and compliance to internal and external requirements;

(b)   identification, analysis, development and implementation of business improvements and processes within the established Continuous Improvement framework; and

(c)    identify and co-ordinate training needs for the department to meet workforce competency and knowledge requirements, in consultation with branch managers.

The following is in addition to the information provided in Part 1 above.

This Branch uses information for the purposes of:

(a)   arranging training courses identified as part of the department's training needs analysis; and

(b)   ensuring compliance with external agencies of licences.

Information may be used internally (for example, by supervisors) and disclosed externally to licensing agencies and disaster management agencies.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Work Health and Safety Act 2011
• Environmental Protection Act 1994
• Local Government Act 2009
• Building and Construction Industry Payments Act 2004

5.   Department of Finance and Corporate Services

5.1 Enterprise Business Solutions Branch (EBSB)

EBSB is responsible for the development, implementation and coordination of information, communication and technology (ICT) services, including ICT investments, projects, resources, policies, standards and systems across Council.

The EBSB consists of a number of teams. They are:

(a)   Business Services - for managing ICT as a business;

(b)   Support Services (including Help Desk and Field Services) - for maintaining Council's ICT and ensuring stability of ICT operations;

(c)    Application Management - for managing Council's computer applications; and

(d)   Project Delivery - for managing and delivering ICT enabled improvement.

It is the role of the Branch to store, manage, and retrieve data collected by other Council departments.  Any personal information used by the Branch relates to Council staff.  The only exception to this is the use of personal information in the testing of computer applications. 

In addition to the information collected by Council as described in Part 1 above, some teams within the Branch collect information relating to membership of professional or trade associations and drivers licence details.  This information is generally only collected in circumstances where the staff member's  consent has been obtained.

The various teams within the Branch use personal information as follows:

(a)   In engaging contractors to work in EBSB, personal information provided by recruitment agencies is used during the recruitment process.

(b)   In installing ICT equipment in staff homes, the address (current and previous in the event of a house move) of that staff member is collected (with their consent) and used to notify Telstra.

(c)    The EBSB may exchange information internally with other parts of Council, or facilitate the disclosure of personal information externally to other government bodies on behalf of other Council departments.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Government Act 2009

5.2 Legal Services Branch

The role of the Legal Services Branch is to provide specialist legal and property advice to support the business and legislative requirements of Council.

In addition to the information collected by Council as described in Part 1 above, this Branch also collects information relating to individual's membership of professional or trade associations, health records, photographs of injuries, credit card details, drivers licence, birth certificate, passport, concession card and disability status.  This information is generally only collected in circumstances where the individual's consent has been obtained.

The various teams within this Branch use information for the purposes of:

(a)   undertaking resumptions and responding to associated compensation claims;

(b)   prosecutions; and

(c)    other legal proceedings.

This Branch may exchange information internally with other parts of Council and disclose information externally (for example, to external legal service providers).

5.3 Governance Branch

The role of the Governance Branch is to provide risk management and corporate functions and services to support the business and legislative requirements of Council.

In addition to the information collected by Council as described in Part 1 above, this Branch also collects information relating to an individual's membership of professional or trade associations, health records, photographs of injuries, credit card details, drivers licence, birth certificate, passport, concession card and disability status.  This information is generally only collected in circumstances where the individual's consent has been obtained.

The various teams within this Branch use information for the purposes of: 

(a)   dealing with insurance or other claims against Council;

(b)   organising and confirming travel bookings;

(c)    preparing committee reports and agendas; and

(d)   processing Right to Information and Information Privacy applications.

This Branch may exchange information internally with other parts of Council and disclose information externally (for example, to external insurers and the Office of the Information Commissioner).

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Right to Information Act 2009
• Information Privacy Act 2009
• Local Government Act 2009
• Local Government (Finance, Plans and Reporting) Regulation 2010

5.4 External Relationships and Projects Branch

The role of the External Relationships and Projects Branch is to manage Council's external relationships with other organisations and to coordinate high level corporate projects.

External Relationships and Projects use information for the purposes of:

(a)   managing Council's relationships with external organisations; and

(b)   implementing corporate projects.

External Relationships and Projects exchanges information internally with other parts of Council as well as externally (e.g. with Queensland Urban Utilities and the Council of Mayors).

5.5 Strategic Client Branch

The Strategic Client Branch consists of a number of service teams that:

(a)   Provide a broad range of customer services by phone, letter, email, facsimile, internet and at counters;

(b)   Prepare and issue invoices, rate notices, licenses, registrations and other requests for payment;

(c)    Receipt payments on behalf of Council, implement arrangements for customers to make payments and act for Council to recover any unpaid monies;

(d)   Undertake customer satisfaction surveys on behalf of Council, and

(e)   Deliver a range of work specific training to Council staff.

In addition to the information collected by Council as described in Part 1 above, some teams within the Branch collect information relating to:

(a)   the bank account or credit card accounts of persons wanting to arrange payments to Council;

(b)   a person's Centrelink information that describes their eligibility for a full pension and subsequent eligibility to receive a State Government pensioner subsidy or Council pensioner rebate;

(c)    whether a person occupies a specific property as their principal place of residence;

(d)   whether a person has advertised to rent a property that they own; and

(e)   the phone numbers associated with a property and the names of persons associated with those phone numbers.

This information is generally only collected in circumstances where either the individual's consent has been obtained or the data has been provided by a third party that has obtained the individual's consent for the collection of that data.

The Branch generally uses information for the purposes of providing payment services to customers, determining a customer's eligibility for a concession or for determining the correct Differential Rating Category of a property.

The Branch may exchange information internally with other parts of Council, or disclose information externally to other government bodies such as the Department of Environment and Resource Management (i.e. where Property Owners advise change of mailing address).

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Government Act 2009
• Local Government (Finance, Plans and Reporting) Regulation 2010
• Valuation of Land Act 1944

5.6 Human Resources Branch

The Human Resources Branch is responsible for recruitment, payroll, superannuation and salary packaging, education, training and development, Workplace Health and Safety, Work cover management, employment administration and employee and industrial relations.

In addition to the information collected by Council as described in Part 1 above, the Branch collects information relating to:

(a)   staff medical information;

(b)   information regarding disciplinary proceedings;

(c)    employment history;

(d)   referee details; and

(e)   equal opportunity data (e.g. ethnicity and disability information).

This information is generally only collected in circumstances where the individual's consent has been obtained.

The Branch uses information for the purposes of recruitment, employment administration, Work cover, payroll administration, statistical reporting and meeting Council's legislative obligations.

The Branch may exchange information internally with other parts of Council or disclose information to other bodies such as the ATO, superannuation funds, Q-Comp, referees, training organisations and other Councils or State Departments (if current employees change roles).

Any personal information used for statistical reporting is de-identified.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Government Act 2009
• Local Government (Operations) Regulation 2010
• Workplace Health and Safety Act 1995 (repealed)
• Work Health and Safety Act 2011
• Workers Compensation and Rehabilitation Act 2003

5.7 Strategic Supply Branch

The role of the Strategic Supply Branch is to provide Supply Chain services for Council via one or more of its sections - procurement, contracts, inventory and accounts payable.  These services include centralised purchasing, contract establishment and management, strategic sourcing and analysis, supplier engagement, inventory control and management, disposal process, purchase card management and invoice processing services.

In addition to the information collected by Council as described in Part 1 above, the Branch also collects information relating to bank accounts, insurance, details of any convictions, membership of professional or trade associations, details of any statutory notices issued, referees, subcontractors and ABN numbers.

This information is generally only collected in circumstances where the individual's consent has been obtained.

The Branch uses this information to:

(a)   assess and award contracts; and

(b)   make payments to suppliers.

The Branch may exchange information internally with other parts of Council and disclose information externally where required by law (for example, details of contracts worth $100,000 or more must be published to Council's website).

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Government Act 2009
• Local Government (Finance, Plans and Reporting) Regulation 2010

5.8 Finance Management Branch

The role of the Finance Management Branch is to provide accounting, financial and business analysis functions and services to support the business and legislative requirements of Council.

In addition to the information collected by Council as described in Part 1 above, the Branch also collects information relating to bank accounts, addresses, membership of professional or trade associations and ABN numbers.

The Branch uses this information to:

(a)   undertake rating modelling and analysis;

(b)   FBT returns for employees;

(c)    undertake vendor verification; and

(d)   undertake fraud detection and prevention.

The Branch may exchange information internally with other parts of Council and may disclose information externally (for example, to the ATO, RP Data and IBIS).  Where possible, data is de-identified before being disclosed externally.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Government Act 2009
• Local Government (Finance, Plans and Reporting) Regulation 2010
• Taxation Administration Act 1953

6.  Executive Secretariat

6.1 Internal Audit Branch

The role of the Internal Audit Branch is to:

(a)   make objective assessments of Council's operations and share ideas for best practices;

(b)   provide counsel for improving controls, processes and procedures, performance and risk management;

(c)    suggest ways for reducing costs, enhancing revenues and improving profits; and

(d)   deliver competent consulting, assurance and facilitation services.  

The Branch also investigates complaints, including complaints of misconduct. 

In addition to the information collected by Council as described in Part 1 above, the Branch also collects information relating to an individual's racial or ethnic origin, political opinions, religious beliefs or affiliations, membership of political, professional or trade associations, philosophical beliefs, membership of trade unions, sexual preferences or practices, criminal records, health records, disability status and information pertaining to the future provision of health services and the donation of organs.

This information is generally collected with the individual's consent, or without consent in circumstances where the information arises as part of an investigation.

The Internal Audit Branch uses information for:

(a)   investigation and audit purposes;

(b)   providing advice to the CEO and Council; and

(c)    responding to queries.

The Branch may exchange information internally with other parts of Council as well as externally (e.g. to the police, Crime and Misconduct Commission and the Auditor General).

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Government Act 2009
• Local Government (Finance, Plans and Reporting) Regulation 2010
• Crime and Misconduct Act 2001

6.2 CEO's Secretariat

The CEO's Secretariat uses information for the purposes of:

(a)   granting access to registers kept under the Local Government Act 2009; and

(b)   undertaking research for the Chief Executive Officer.

The CEO's Secretariat may exchange information internally with other parts of Council, the Mayor and Councillors as well as externally (e.g. government departments, external auditors and the Auditor General).

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Government Act 2009
• Local Government (Operations) Regulation 2010

6.3 Office of the Mayor and Electorate Offices

The role of the Office of the Mayor and the Electorate Offices is to provide administrative support to their respective elected representative and to engage with the community.  

In addition to the information collected by Council as described in Part 1 above, these Offices also collect information relating to an individual's membership of professional or trade associations.

The Office of the Mayor and the Electorate Offices use information for purposes including:

(a)   processing and responding to queries;

(b)   arranging meetings;

(c)    completing birth/wedding and other certificates; and

(d)   compiling an electronic contact database.

The Office of the Mayor and Electorate Offices exchange information internally with each other and other parts of Council, as well as externally (e.g. government departments and Federal and State Members).

6.4 Commercial Assets Branch

The role of Commercial Assets is to manage Council's commercial business activities and its wholly owned or controlled companies.

Commercial Assets use information for the purposes of:

(a)   operating Council's commercial business activities; and

(b)   managing its wholly owned or controlled companies.

Commercial Assets exchanges information internally with other parts of Council as well as externally (e.g. with its wholly owned or controlled companies and government departments).

6.5 Office of Economic Development

The Office of Economic Development offers services to assist with the development of existing business and the attraction of new investment to the Ipswich region.

The Office of Economic Development uses information for the purposes of ongoing contact with individuals, businesses and partners of Ipswich.  Information is collected primarily through business cards obtained from individuals.

The Office of Economic Development may exchange information generally with other parts of Council and disclose the contact details of individuals or businesses externally with the individual's consent.

7.  Department of Community and Cultural Services

7.1 Library and Information Services Branch

The role of the Library and Information Services Branch is to:

(a)   deliver customer-centric Library Services to the Ipswich community;

(b)   utilise relevant innovative technologies and systems that provide the best value for customers; and

(c)    have a pro-active approach to developing programs and projects that contribute to the lifelong learning experiences of Ipswich.

In addition to the information collected by Council as described in Part 1 above, some teams within this Branch may collect information concerning an individual's disability status or criminal record, but generally only in circumstances where the individual consents to providing that information.

This Branch uses information for the purposes of:

(a)   issuing library membership cards and library notices;

(b)   processing library membership applications;

(c)    customer protection;

(d)   emergency contact with individuals;

(e)   answering queries; and

(f)    complying with audit and safety requirements for volunteers.

This Branch exchanges information internally with other parts of Council and may also disclose information externally, for example, to the Police.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Law 42 (Libraries)

7.2 Ipswich Art Gallery Branch

The role of the Ipswich Art Gallery is to raise the cultural profile of Ipswich and to contribute to the cultural development of Ipswich.  The key functions of the Branch are to:

(a)   develop and deliver exhibitions;

(b)   manage and develop the City of Ipswich Collection;

(c)    research, exhibit and publicise Ipswich cultural heritage; and

(d)   attract cultural tourism to Ipswich Central via exhibitions and events.

In addition to the information collected by Council as described in Part 1 above, this Branch also collects information regarding an individual's membership of arts-related organisations.

Information is used by this Branch to:

(a)   issue invitations to gallery events;

(b)   create survey reports of gallery visitors; and

(c)    procure new suppliers. 

This Branch generally only discloses information internally with other parts of Council.

7.3 Civic Centre Branch

The primary role of the Civic Centre Branch is to be an efficient and effective provider of performing arts and function venue products and services.  (www.liveperformance.com.au/site/_content/document/00000046-source.pdf)

Collection and management of information in relation to ticket sales is conducted under the guidelines of the Live Performance Australia Ticketing Code of Conduct.

This Branch uses information for the purposes of theatre ticket sales, venue hire and billing purposes.  It generally only exchanges information internally with other parts of Council for billing purposes.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Liquor Act 1992
• Local Government Act 1993
• Local Government Act 2009
• Food Act 2006
• Right to Information Act 2009
• Information Privacy Act 2009
• Public Health Act 2005
• Dangerous Goods Safety Management Act 2001 (repealed)
• Disaster Management Act 2003
• Workplace Health and Safety Act 1995
• Trade Practices Act 1974
• Privacy Act 1988
• Spam Act 2003

7.4 Community Development Branch

The role of the Community Development Branch is to develop and implement programs and projects that will continue to ensure that appropriate services are available and respond to the diversity of the community, support capacity building, and strengthen the involvement of people in their communities at a local level.

In addition to the information collected by Council as described in Part 1 above, this Branch also collects information regarding health information, criminal history, disabilities, referees and blue card number for the purposes of appointing and coordinating volunteers.

This Branch exchanges information regarding volunteers internally with other parts of Council and elected representatives.

Steps to Success Team

In addition to the information collected by Council as described in Part 1 above, this Team also collects Job Seeker numbers, copies of resumes, qualification certificates, official educational records and birth certificates.

This Team also collects information relating to an individual's racial or ethnic origin, membership of professional or trade associations, health records, disability status and wishes about the future provision of health services.  This information is generally only collected in circumstances where the individual's consent has been obtained.  Ethnic origin information is collected to provide culturally appropriate services and to plan for future service needs if an emergent ethnic population is identified to be settling in the area.

Information is used by this Team for the purposes of supporting client case plan objectives. 

This Team exchanges information internally with other parts of Council and also discloses information to external organisations such as Department of Education and Training, emergency services, government and non-government community services e.g. Centrelink, Bremer TAFE, and Focal Extended.

Home Assist Team

The Home Assist Program ("the Program") provides home maintenance and modifications services to eligible residents of Ipswich City, and the Statistical Local Areas of Boonah, Esk and Laidley.  The Program is delivered with joint funding from State and Federal government.

In addition to the information collected by Council as described in Part 1 above, the Program also collects information relating to an individual's racial or ethnic origin and preferred language, health records and conditions, ability to perform daily living activities, carer details, disability status and an individual's wishes about the future provision of health services.  This information is generally only collected in circumstances where the individual's consent has been obtained.

Information is used by the Program for the purposes of delivering services, establishing program eligibility and determining service priorities.

The Program may exchange information internally with other parts of Council for billing purposes, or disclose information externally (for example, for the purposes of referrals, funding, or obtaining contractor services).

The following are the specific pieces of legislation which require or authorise the Program to manage information as described above:

• Aged Care Act 1997
• Housing Regulation 2003
• Building Act 1975
• Building Fire Safety Regulation 2008
• Building Regulation 2006
• Building Code of Australia

7.5 Events Branch

The role of the Events Branch is to:

• (a) provide International and Cultural services;
• (b) deliver quality networking functions and events which enhance the relationship between Council and the business community; and
• (c) deliver quality community and civic functions/events which reflect positively on Ipswich while engaging its residents.

In addition to the information collected by Council as described in Part 1 above, the Events Branch collects Department of Immigration details and passport information.

This Branch also collects information relating to an individual's racial or ethnic origin, membership of political, professional or trade associations, religious beliefs or affiliations and disability status.  This information is only collected in circumstances where the individual's consent has been obtained.  An example would be for Citizenship Ceremonies where this information is required for catering and interpreter requirements.  This confidential information is provided by the Department of Immigration and Citizenship to Ipswich City Council to ensure the identity of the individual seeking citizenship is verified as true and correct.

Information is used by this Branch for the purposes of marketing Ipswich, organising and managing events.

This Branch exchanges information internally with other parts of Council and generally does not disclose information externally.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Australian Citizenship Ceremonies Code
• Australian Citizenship Act 2007
• Australian Citizenship Regulations 2007

7.6 Marketing Branch

The Marketing Branch is responsible for delivering creative, high quality, timely marketing solutions which respond to Ipswich City Council's Corporate Plan and add value to the image of Ipswich City Council, its Departments and Business.  The Branch is also responsible for developing the profile of the City of Ipswich as an exciting place to live, work and play.

This Branch uses information for the purposes of compiling invitation lists, identifying competition entrants and distributing newsletters.  The Branch collects information for the purposes of implementing its Event Sponsorship program.

7.7  Tourism Unit

Council's Tourism Unit coordinates tourism development initiatives, destination marketing and provision of visitor services for the City of Ipswich, specifically:

• (a) manages the Ipswich Visitor Information Centre, providing a full range of tourism information and booking services to residents and visitors;
• (b) promotes Ipswich as an attractive tourism destination to locals, national and international visitors;
• (c) works with tourism industry locally, regionally and at a state level to develop tourism products and attractions;
• (d) supports the creation of a "Welcome to Ipswich" campaign that communicates the benefits that Ipswich City offers; and
• (e) issues permits and undertakes compliance activities in the Ipswich Mall.

This Unit uses information for the purposes of organising accommodation, tour bookings, sending newsletters, issuing permits, undertaking compliance activities and responding to enquiries.  It exchanges information internally with other parts of Council and discloses information externally to tour operators and accommodation providers.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Local Law 32 - Pedestrian Malls

8. Department of Planning and Development

8.1 Strategic Planning Branch

The primary role for the Strategic Planning Branch is to undertake forward planning activities to facilitate sensitive, integrated and progressive development and encourage the conservation of cultural heritage sites and important natural resource areas within the Ipswich local government area.

This Branch has lead responsibility for forward land use planning activities including the preparation of the Council's Planning Scheme.  The Branch also leads and has responsibility for the Cultural Heritage Program.

The following is in addition to the information provided in Part 1 above.

This Branch collects and stores information as follows:

(a)   written submissions made pursuant to the Sustainable Planning Act 2009;

(b)   enquiries from the public, directly or indirectly through other areas of Council including Councillors (phone, email, written);

(c)    entries into the annual Awards of Excellence;

(d)   relating to the activities of Council's Heritage Advisor (enquiries, appointments etc);

(e)   undertaking an annual survey of persons who have used the heritage advisor service; and

(f)    contact details of community members of the Heritage Consultative Committee and the Monuments and Memorials Committee.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Sustainable Planning Act 2009 (and associated Regulations).

8.2  Building and Plumbing Branch

The primary role for the Building and Plumbing Branch is to develop, implement and maintain appropriate assessment and compliance processes for the purpose of building and plumbing assessment and approvals.

Building Section

The Building Section comprises a Building Certification Unit which undertakes building certification practices and a Building Regulatory section which processes building compliance matters associated with building applications.

In addition to the information collected by Council as described in Part 1 above, the Section collects licence details (e.g. Queensland Building Services Authority licences and Registered Professional Engineer Queensland details).

This Section uses information to assess applications, provide correspondence, carry out inspections and confirm that work is performed by a licensed person.

Information is exchanged internally with other branches of the Planning and Development Department for the purpose of maintaining contact details for service or legislative purposes.

External disclosure of information to the Building Services Authority is made for the purposes of carrying out investigations under the Building Act 1975.

The following are the specific pieces of legislation which require or authorise this Section to manage information as described above:

• Building Act 1975
• Building Fire Safety Regulation 2008
• Building Regulation 2006
• Queensland Development Code
• Building Code of Australia
• Sustainable Planning Act 2009
• Sustainable Planning Regulation 2009

Plumbing Section

The Plumbing section undertakes approval, inspectoral and regulatory functions associated plumbing, drainage and on-site sewerage facilities.

In addition to the information collected by Council as described in Part 1 above, the Plumbing Section also collects licence details (e.g. Plumbing Industry Council licences, Queensland Building Services Authority licences and gas licences).

Information is used by this Section to assess applications, provide correspondence and ensure that individuals are licensed to conduct relevant work.

Information is exchanged internally with other parts of Council for the purposes of maintaining contact details.  This Section also discloses information externally to the Building Services Authority and Plumbing Industry Council for investigatory purposes.

The following are the specific pieces of legislation which require or authorise this Section to manage information as described above:

• Plumbing and Drainage Act 2002
• Plumbing and Drainage Regulation 2003
• Standard Plumbing and Drainage Regulation 2003
• Water Supply (Safety and Reliability) Act 2008
• Queensland Plumbing and Wastewater Code
• AS 3500 Plumbing and Drainage
• AS 1547 On-site domestic waste-water management
• AS 1546 On-site domestic waste-water treatment units

8.3 Business Support Branch

The primary role for the Business Support Branch is to provide technical and business support to all branches of the Planning and Development Department.

The following is in addition to the information provided in Part 1 above.

The Branch uses information to enable it to respond to enquiries.  Information may be exchanged internally with other Departments of Council as well as disclosed externally to bodies such as the State Department of Infrastructure and Planning and State Planning Information and Forecasting Unit.  This information is required for State Government IDAS performance monitoring and reporting and the publication of development trends and forecasting.  Similarly, information is also disclosed to other bodies such as Australian Bureau of Statistics.  This information is required for national statistical reporting.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Sustainable Planning Act 2009 (and associated Regulations).

8.4 Engineering and Environment Branch

The Engineering and Environment Branch is responsible for development assessment, including devolved Environmental Relevant Activity (ERA), in terms of both engineering and environment perspectives.  Additionally the branch is responsible for the assessment of health and environment related applications concerning food licensing, personal appearances and permits related to local laws.

The following is in addition to the information provided in Part 1 above.

This Branch uses information for processing development applications, permits and licensing and complaints.  It publishes much of development assessment information, excluding health and environment matters, on PD Online.

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Sustainable Planning Act 2009 (formerly Integrated Planning Act 1997)
• Dangerous Goods Safety Management Act 2001 (repealed)
• Environmental Protection Act 1994
• Coastal Protection and Management Act 1995
• Liquor Act 1992
• Local Government Act 2009
• Food Act 2006
• Public Health Act 2005
• Public Health (Infection Control for Personal Appearance Services) Act 2003
• Transport Operations (Road Use Management) Act 1995

8.5  Development Planning Branch

The primary role for the Development Planning Branch is to develop, implement and maintain appropriate assessment and compliance processes for the purpose of facilitating good quality development outcomes through development assessment and approvals.

The following is in addition to the information provided in Part 1 above.  The Branch uses information for processing development applications, compliance audits, during construction, sealing subdivision plans and responding to external requests for searches.  It publishes this information on PD Online. 

The following are the specific pieces of legislation which require or authorise this Branch to manage information as described above:

• Sustainable Planning Act 2009 (and associated Regulations).

Annexure A - Legislation

Last Updated 18 Apr 2012 | Print this page | Contact us | News Feeds | Copyright © 2012 Ipswich City Council
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