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Kotaku. Luke Plunkett is a Contributing Editor based in Canberra, Australia. He has written a book on cosplay, designed a game about airplanes, and also runs cosplay.

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Guide to securing personal information. It also includes guidance on the reasonable steps entities are required to take to destroy or de- identify personal information that they hold once it is no longer needed (unless an exception applies). This guide is intended for use by entities covered by the Privacy Act, including organisations, agencies, credit reporting bodies (CRBs), credit providers and tax file number recipients. However, the Office of the Australian Information Commissioner (OAIC) will refer to this guide when undertaking its Privacy Act functions, including when investigating whether an entity has complied with its personal information security obligations (s 4. C). Information on when and how we might exercise our regulatory powers is available in the OAIC’s Privacy Regulatory Action Policy. Entities subject to the Privacy Act should read this guide in conjunction with the Australian Privacy Principles guidelines (APP guidelines). The APP guidelines outline the mandatory requirements of the Australian Privacy Principles (APPs), how the OAIC will interpret the APPs, and matters the OAIC may take into account when exercising functions and powers under the Privacy Act.

The introductory sections of this guide include a discussion of what is personal information security, why you should have it, and how you should protect personal information through the stages of its lifecycle. Part A discusses five general circumstances that affect what steps an entity should take to protect personal information. Under nine broad topics, Part B outlines examples of key steps and strategies you should consider taking to protect personal information including a number of questions you should ask yourself when considering or implementing these steps or strategies. This guide assumes some knowledge of privacy and security concepts.

1. Featured news Updated privacy policy. The OAIC has updated its privacy policy. The update includes changes around collection of personal information, collecting.
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Additional information and resources is available in Appendix B. The Privacy Act, the APPs, and other obligations. The Privacy Act includes 1. APPs that regulate the handling of personal information by certain organisations and Australian Government (and Norfolk Island) agencies (APP entities).

APP 1. 1 requires APP entities to take active measures to ensure the security of personal information they hold and to actively consider whether they are permitted to retain this personal information. For example, an entity that outsources the storage of personal information to a third party, but retains the right to deal with that information, including to access and amend it, . These documents articulate the Australian Government’s requirements for protective security and standardise information security practices across government.

Other information security resources. The advice provided in this guide is not intended to be exhaustive and it does not seek to replace any existing government or industry resources regarding information security. Compliance with these resources may be a relevant consideration in meeting the Privacy Act’s requirements for personal information security. Resources related to personal information security are widely available and entities should be aware of any relevant government, industry or technology specific standards, guidance, frameworks or obligations and incorporate these into their information security practices. A list of additional resources is at Appendix B. Back to Contents.

What is personal information security? Section 6 of the Privacy Act defines . However, when combined with other information held or available to you, it may become . These pieces of information may be collected by, or become available to, you at different times. Whether an individual is 'reasonably identifiable' from that information will depend on a range of factors, including the time and cost that would be involved in re- identifying them. It is essential that you are able to recognise the dynamic nature of information, and that information can become personal information sometime after you have collected it.

You should be fully aware of the personal information you handle, where it is kept and the risks associated with that information. If it is unclear whether an individual is .

This will include consideration of matters before you collect personal information, including whether you should collect it at all. Why is it important? Personal information security is about more than just ensuring compliance with the requirements of the Privacy Act. If you mishandle the personal information of your customers, it can cause a financial or reputational loss to the customer.

In turn, this can also lead to a loss of trust and considerable harm to your reputation. A significant breach may result in a loss of customers or business partners and revenue. If personal information that is essential to your functions or activities is lost or altered, it can have a serious impact on your ability to undertake business as usual. The benefits of applying personal information security to your business practices can include more efficient processes. It also reduces the risk of privacy breaches and the time and resources involved in addressing any breaches that do occur.

As noted above, your personal information holdings can be dynamic and change without any necessarily conscious or deliberate action. Additionally, the lifecycle may include the passing of personal information to a third party for storage, processing or destruction.

Under APP 3, you should only collect personal information that is reasonably necessary (and for agencies, directly related) to carry out your functions or activities. Over- collection can increase risks for the security of personal information. Therefore, the first step in managing the security of personal information is to ask whether the collection of personal information is reasonably necessary to carry out your functions or activities.? That is, do you really need to collect the personal information or can the collection be minimised? Personal information that is not collected or is not stored cannot be mishandled. Privacy by design. APP 1 outlines the requirements for APP entities to manage personal information in an open and transparent way.

This includes taking reasonable steps to implement practices, procedures and systems that will ensure compliance with the APPs. The OAIC refers to this as . Privacy should be incorporated into your business planning, staff training, priorities, project objectives and design processes, in line with APP1. You should design your personal information security measures with the aim to: prevent the misuse, interference, loss or unauthorised accessing, modification or disclosure of personal informationdetect privacy breaches promptlybe ready to respond to potential privacy breaches in a timely and appropriate manner. You will be better placed to meet your personal information security obligations if you embed them early, including by choosing the appropriate technology and by incorporating measures that are able to evolve to support the changing technology landscape over time.

You also need to take into account the rapid development of new and existing technologies and platforms when designing your information security policies and systems. An important element of . Robust internal personal information- handling practices, procedures and systems can assist you to embed good personal information handling practices and to respond effectively in the event a privacy breach occurs.

Assessing the risks. Assessing the security risks to personal information is also an important element of . You can assess your personal information security risks by conducting a privacy impact assessment (PIA), an information security risk assessment and regular reviews of your personal information security controls.