Request Information
How much does it cost?
There is usually no charge for supplying information.
However, if a request is for a significant amount of information or it requires substantial collation and research, we may consider making a charge at cost. There may also be a charge for photocopying and materials.
The Council has a Fees & Charges Policy that sets out how we decide if a charge is to be made and how this is calculated.
If the Council intends to charge, you will be advised of this before we start researching, and be given an estimate of the cost. You can then decide whether you still want to proceed.
What if I am not satisfied?
If you are not satisfied with the information you receive following a request under LGOIMA, you can ask the Office of the Ombudsman to review the Council’s response.
If you are not happy with the outcome of your request made under the Privacy Act you can contact the Office of the Privacy Commissioner.
How long will it take?
We will acknowledge your request as soon as practicable after receiving it. We are required by the LGOIMA legislation to respond to your request no later than twenty (20) working days. You can use the calculator from the Office of the Ombudsmen to determine when the twenty (20) working days expire.
If the request is for a large quantity of information or requires consultation, and meeting the original time limit is not possible, the Act allows for an extension of the time limit. We will let you know if this is the case before the original due date.
If the information you seek is held by another government agency, we will transfer your request and let you know this within ten (10) days of receiving your request.
You may ask that your request is treated as urgent. We require you to provide a suitable reason for this and we will try and process your request as soon as possible.
Can information be withheld?
We may withhold information for specific reasons. If we do, we will explain the reason why. The specific reasons enabling us to withhold information are set out in LGOIMA. These include to:
- protect people’s privacy;
- maintain legal privilege;
- enable the Council to carry out its commercial activities;
- enable the Council to carry out negotiations;
- protect the safety of any person;
- protect confidential or commercially sensitive information; and
- protect public health or safety.
What process is involved and what is done with my contact details?
When we receive a LGOIMA request we ask relevant staff to gather the information required. We share the details of the request and the identity of the requester with staff involved, except where the request is of a particularly sensitive nature and/or the requester has specifically asked that their details are not shared. Our processes are guided by the Privacy Act's provisions about the use and disclosure of personal information.
In some cases we will need to consult with a third party in order to respond to the request, and in these circumstances we withhold all personal details, or consult with the affected parties before releasing any personal details.
Reporting on Requests
In the interests of transparency and accountability, Council officers report to the monthly Council meeting on requests received. No personal information is included, only the subject matter, whether the statutory timeframe has been met and whether any information was withheld.
