Fillable 424A documents or information Request for access to (Department of Home Affairs)

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424A documents or information Request for access to (Department of Home Affairs)

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424A (Design date 03/21) - Page 1© COMMONWEALTH OF AUSTRALIA, 2021
Request for access to
documents or information
Form
424A
Department of Home Affairs
Important – Please read this information carefully before you
complete the request. Once you have completed your request
we strongly advise that you keep a copy for your records.
Your rights
You have a right to request access to your own personal
information under the Privacy Act 1988 (the Privacy Act). Under
the Freedom of Information Act 1982 (the FOI Act) you can also
access copies of documents (except exempt documents) held by
the Department of Home Affairs (the Department) and other
Australian Government departments.
If your request can be processed under the Privacy Act, it will
either be processed by the Freedom of Information (FOI) team
or sent to the relevant
business area of the Department, to be
completed within 30 days.
Where your request is likely to be complex or take longer than
30 days we will process your request under the FOI Act. At any
time you can ask for your request to be treated as a request
under the FOI Act. Please note, where we are able to process
your request under the Privacy Act and you inform the
Department that you would like the request to be actioned under
the FOI Act, the legislative timeframe under the FOI Act will
commence from that date.
Where the Department is unable to provide access to documents
under the Privacy Act, your application will be taken to be a
request for access under the FOI Act from the date that your
request is received by the Department.
Access to your personal information under the Privacy Act
Under the Privacy Act you may obtain original documents which
you have given to us or copies of personal documents on your
file which you have provided to us or that we have sent to you,
by contacting your current departmental case officer.
The Privacy Act requires that the Department responds to
requests for access to personal information within 30 days.
Further information is contained in form 1442i Privacy notice.
Access to documents under the FOI Act
Under the FOI Act you can access documents held by the
Department, including policy documents and personal
information, subject to exemptions necessary to protect essential
public or private interests.
Access to departmental documents held by the National
Archives of Australia
Documents considered to be in the ‘open access’ period under
the Archives Act 1983 may be held by the National Archives of
Australia.
To enquire about any such departmental documents
please visit the National Archives of Australia ‘ask a question’
website https://www.naa.gov.au/help-your-research/ask-us-
about-collection
Note: Requests for access to personal information must be
directed to the Department in the first instance.
Access to specific personal information held by the
Department
Options to access information are available on the Department’s
website at www.homeaffairs.gov.au
• For evidence of your current visa status that is accepted by
other government agencies and employers, use our Visa
Entitlement Verification Online (VEVO) functionality.
Please visit https://immi.homeaffairs.gov.au/visas/already-
have-a-visa/check-visa-details-and-conditions/check-
conditions-online
• If you are a long term resident who arrived in Australia before
1990 and have not left the country since your arrival, you
can request an electronic visa record which will allow you to
use VEVO. Please visit https://immi.homeaffairs.gov.au/
visas/permanent-resident/evidence-of-residency-status/
request-an-electronic-visa-record
• To apply for an ImmiCard, please visit
https://immi.homeaffairs.gov.au/entering-and-leaving-
australia/proof-of-identity
• To obtain evidence of a deceased person’s citizenship status
please visit https://immi.homeaffairs.gov.au/citizenship/
certificate/request-status-of-deceased-person#Overview
• You can make a request for information via the web enquiry
form at https://www.homeaffairs.gov.au/help-and-
support/departmental-forms/online-forms/foi
If you are seeking:
• Evidence of your Australian Citizenship, please complete
form 119 Application for evidence of Australian citizenship.
• Your International Movement records, please complete
form 1359 Request for international movement records.
• Your superannuation status, please complete form 1194
Certification of Immigration Status and/or request to cancel
a Temporary Resident visa.
These forms are available online
www.homeaffairs.gov.au/allforms/
The Department’s privacy policy is available from the
Department’s website https://www.homeaffairs.gov.au/access-
and-accountability/our-commitments/privacy
Can someone else make a request for you?
You may ask someone else, such as a friend or migration agent,
to make a request for you. If you nominate a friend or migration
agent to act on your behalf, you must fill in Part C of this form.
All notices regarding your request will be sent to them.
If you change your nominated friend or migration agent for your
FOI request, it is important that you advise us as soon as possible.
If you want documents or information about another
person
To assist us in deciding if we can provide another person’s
information to you, please provide evidence of your authority to
ask for their information. For example, if they consent to your
request, please provide evidence of this or have them complete
Part D of this form where indicated. That person will also usually
need to provide proof of identity (such as a current Passport or
Driver’s licence). If you are unable to provide authority, please
provide a reason why you believe this information should be
released to you.
424A (Design date 03/21) - Page 2 © COMMONWEALTH OF AUSTRALIA, 2021
How to make a valid FOI request for access
To make a valid FOI request, you must make a written application
to the Department. You must state that:
• your request is made under the FOI Act;
• describe in detail the documents you wish to access; and
• include details of how notices of information may be sent to
you.
You can make a request via the web enquiry form at
https://www.homeaffairs.gov.au/access-and-accountability/
freedom-of-information/access-to-information/how-to-
make-a-request, use the attached form or send a letter detailing
your request either by post or email.
For further information about how to apply online, visit the
Department’s website
https://www.homeaffairs.gov.au/access-and-accountability/
freedom-of-information/access-to-information
Proof of identity
If you are requesting your own personal documents please
include a certified copy of some form of photographic
identification (such as a current Passport or Driver’s licence) to
assist us in processing your request.
Amend or annotate your personal information
Under the FOI Act you can ask that your personal information be
amended or annotated if it is incomplete, incorrect, out of date
or misleading, and has been used, is being used or is available for
use for an administrative purpose. Additionally you are able to
request correction of your information under the Privacy
Act 1988 under Australian Privacy Principles 13.1.
You are able to make a request to amend personal information
online, at https://www.homeaffairs.gov.au/help-and-
support/departmental-forms/online-forms/foi
Otherwise, see form 424C Request for amendment or
annotation to personal records.
Where to send your request
Requests can be sent to:
Freedom of Information Section
Department of Home Affairs
GPO Box 241
MELBOURNE VIC 3001
Email: foi@homeaffairs.gov.au
For further information about how to apply online, visit the
Department’s website
https://www.homeaffairs.gov.au/access-and-accountability/
freedom-of-information/access-to-information
What will a FOI request cost?
There is no charge to access your own documents.
The costs relating to FOI requests for other documents, such as
policy documents or documents about people other than
yourself, are determined by the Freedom of Information
(Charges) Regulations 2019.
The Department may ask for payment of charges for processing
your request as follows:
Search and retrieval of documents AUD15.00 per hour
Decision-making/consultation AUD20.00 per hour
Photocopying documents 10 cents per page
Postage Actual cost
Supervised inspection of documents AUD6.25 per half
hour or part thereof
The first 5 hours of decision-making time will be free.
Deposits
Where the estimated charge for processing your request exceeds
AUD25.00, we may ask you to pay a 25% deposit before we can
proceed.
Processing times
Under the FOI Act the standard processing time is 30 days. The
Department may contact you should an extension of time be
required. The Department receives many FOI requests and can
respond to your FOI request more easily if we know what specific
documents you want access to and when you need them (see
Question 13).
Compliments and complaints
Your feedback is valuable to the Department and will help us to
improve our services.
Feedback received by the Department is handled in accordance
with the provisions of the Freedom of Information Act 1982 (the
FOI Act) and the Privacy Act 1988.
To provide compliments, complaints or a suggestion about any of
the Department’s services, you can:
• complete the feedback webform at
www.homeaffairs.gov.au/feedback, or
• write to:
The Manager
Global Feedback Unit
GPO Box 241
MELBOURNE VIC 3001
AUSTRALIA
The Australian Information Commissioner
If you are not satisfied with how the Department has handled
your request, you can contact the Office of the Australian
Information Commissioner in the following ways:
Online: www.oaic.gov.au
Telephone: 1300 363 992 (local call charges apply)
Important information about privacy
The Privacy Act 1988 contains 13 Australian Privacy Principles
which regulate the way that the Department collects and handles
personal information. Information about how the Department
collects, uses and discloses personal information for its key
functions can be found in form 1442i Privacy notice. More
information about the Department’s general information handling
practices (including form 1442i) can be found in the Department’s
Privacy policy at https://www.homeaffairs.gov.au/access-and-
accountability/our-commitments/privacy
Further enquiries
For general information on FOI you should visit the Australian
Information Commissioner’s website www.oaic.gov.au
Home page
www.homeaffairs.gov.au
Please keep these information pages for your reference
424A (Design date 03/21) - Page 3© COMMONWEALTH OF AUSTRALIA, 2021
Request for access to
documents or information
Form
424A
Department of Home Affairs
Please open this form using Adobe Acrobat Reader.
Either type (in English) in the fields provided or print this form
and complete it (in English) using a pen and BLOCK LETTERS.
Tick where applicable
3
Where possible your request will be sent to the relevant business area to
be processed under the Privacy Act 1988 (Privacy Act). If we cannot
process this request under the Privacy Act we will treat this as a request
for information under the Freedom of Information Act 1982 (FOI Act).
Part A – Your details
1 Title: Mr Mrs Miss Ms Other
2 Full name
Family name
Given names
3 Have you been known by any other names?
(including name at birth, previous married names, aliases)
No
Yes
Give details
Family name
Given names
4 Date of birth
Day Month Year
5 Any of the following numbers, if known, would assist us to more quickly
locate your records
Client ID number (CID)
Client file number (CFN)
Permission Request ID
Number (PRID)
Boat ID
6
Your
signature
-
Date
Day Month Year
7 Your postal address
Postcode
8 Your telephone numbers
Office hours
( ) ( )
Country code Area code Number
After hours
( ) ( )
Mobile
9 Preferred method of communication
(Tick one box only)
Email
Email address
Post
10 Do you need an interpreter?
No
Yes
Language
Part B – Document(s) or information
11
Please provide as much detail as you can to help us quickly identify your
document(s) or the information you seek, including any reference numbers
424A (Design date 03/21) - Page 4 © COMMONWEALTH OF AUSTRALIA, 2021
12 Do the requested document(s) or information relate to another person
(eg. spouse, dependants and other parties involved in your application)?
No
Yes
Ensure you also complete Part D
13 Urgency (optional) – Please advise if you have an application at any of
the following (please include hearing dates):
Administrative Appeals
Tribunal (AAT)
Date
Day Month Year
Court
Give details
Date
Day Month Year
Ministerial Intervention
Visa cancellation
Date
Day Month Year
Other
Give details
Reason for urgency
Date you require information by
Day Month Year
14 How would you like to receive your decision?
Email
CD
Paper
Other
Give details
The Department will endeavour to provide the decision in your preferred
format.
Part C – Consent for person to act
15 Do you want to authorise someone to obtain access to the document(s)
described in Part B?
No
Go to Part D
Yes
Please complete the authorisation below
I hereby authorise (full name of other person)
Title: Mr
Mrs Miss Ms Other
Family name
Given names
Migration Agent Registration Number (MARN)
(if this person is an Australian registered
migration agent)
7 Digits
: : : : :
whose signature appears below, to obtain access to the document(s)
described in Part B, in accordance with the FOI Act.
Address of other person
Postcode
Telephone
(Area code )
Email address
Your
signature
-
Date
Day Month Year
Signature of
other person
-
Date
Day Month Year
16 Preferred method of communication
(Tick one box only)
Email
Email address
Post
424A (Design date 03/21) - Page 5© COMMONWEALTH OF AUSTRALIA, 2021
Part D – Request for release of document(s)
or personal information of another person
17
Are you requesting document(s) and/or information about another person?
No
Go to Part E
Yes
Provide details
Third party’s full name
Title: Mr
Mrs Miss Ms Other
Family name
Given names
Date of birth
Day Month Year
Address
Postcode
Telephone numbers
Office hours
( ) ( )
Country code Area code Number
After hours
( ) ( )
18 By what authority are you requesting this person’s document(s) or
information?
With consent
Go to Question 19
Without consent
Go to Question 20
19 Attach evidence of consent or ask the person to sign below
I (full name)
consent to the Department of Home Affairs releasing the document(s) or
information about me set out in this request to the applicant.
Signature
-
Date
Day Month Year
Go to Part E
20 Provide the basis of request or other authority (eg. for law enforcement
purposes, required by law). Attach any supporting documents.
Part E – Young people and people under
representation
21 Is your request on behalf of a person you represent (eg. an executor or
receiver)?
No
Yes
Provide details of your capacity to act for them and attach
evidence of your appointment (eg. probate of a will or court
order)
22 The release of information of or about persons under 18 years of age
may require their consent if they are capable of making independent
decisions about their own information.
Do you want to access information about child(ren), under the age of
18 years, in your role as parent or guardian?
No
Yes
Provide their details
Child’s full name
Family name
Given names
Date of birth
Day Month Year
If more than one child, attach additional details.
I certify that I have parental responsibility for this child and that there are
no Court orders or any other circumstances or causes which affect my
parental responsibility for this child.
Your
signature
-
Date
Day Month Year
424A (Design date 03/21) - Page 6 © COMMONWEALTH OF AUSTRALIA, 2021
Part F – Declaration
23 WARNING: Giving false or misleading information is a serious offence.
I declare that:
• I am aware that any person who provides false or misleading
information, or who deceives or misleads, or who presents a forged
document to an Australian Government official, may be prosecuted.
• I have read the information contained in form 1442i Privacy notice.
• I understand the Department may collect, use and disclose my
personal information (including biometric information and other
sensitive information) as outlined in form 1442i Privacy notice.
Your
signature
-
Date
Day Month Year
Part G – Checklist
24 Please indicate the documents attached to this request.
Proof of identity – certified copies of current:
Passport
Driver’s licence
Travel document
Other
Please specify
We strongly advise that you keep a copy of your application
and all attachments for your records.
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Completed 24 January 2022

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