Record a request from a participant, family member or staff member to see or correct their information, verify who they are, compile the records and release them before the due date.
Before you begin
- To record, verify and compile:
compliance.privacy.manage. To review, release or decline:compliance.privacy.review. - The person who compiles a request can’t also review it. Plan for two people.
Record the request
Under APP 12 and APP 13 people can ask to see, or correct, the information you hold about them. CompanionAxis tracks each request from receipt to release with a 30-day clock.
- Go to Settings → Security and privacy and select Privacy requests and breach register.
- On the Access and correction requests tab, select Record a request.
- Choose the Type: Access (APP 12) or Correction (APP 13).
- Enter the Requester and Requester email, choose who it is About (A participant, A worker, A contact or Someone else) and enter Their name.
- Describe What they asked for and select Record request. The due date starts counting.
Privacy page, Access and correction requests tab with the Record a privacy request dialog filled in
Verify their identity
- Find the request (status Received) and select Verify identity.
- Choose How identity was confirmed: Photo ID, Known contact details, Signed in to the portal, In person, Authority document or Other.
- Select Identity verified.
Compile and review the records
- Select Compile records. CompanionAxis gathers the person’s records, their consents and a log of who has accessed the record.
- A second person selects Mark reviewed once they have checked what is being released.
- Check the Due column. Overdue requests show in red and in the Overdue tile.
Release or decline
- Select Release, choose how it was Released by (Email, Portal, Post or In person) and confirm it’s you.
- If you won’t release, select Decline and enter the Reason (the grounds you rely on).
- The request closes and every step is in the audit log.
Tips
- Record a request as soon as it arrives, even by phone. The due date counts from when you record it.
- Before you release, make sure the bundle doesn’t include other people’s information.
- Released bundles are kept under the privacy-requests retention rule. See Record retention and exporting your data.
If something goes wrong
Record a request is missing
Your role lacks compliance.privacy.manage.
Mark reviewed fails for the person who compiled
A different person must review. Ask a colleague with compliance.privacy.review.
“Say whether the record was corrected.” on a correction request
The request needs a correction outcome before review. Correct the record itself, then contact CompanionAxis support to complete the request.
“Can’t do that now”
The request is already at a later step or closed. Refresh the list to see its current status.