About this Statement

The Department of Foreign Affairs and Trade's (DFAT's) Protocol Branch (PRB) provides services and guidance to foreign missions, international organisations and other government agencies in accordance with our obligations under the Vienna Conventions on Diplomatic and Consular Relations, the Diplomatic Privileges and Immunities Act 1967(Cth) and Consular Privileges and Immunities Act 1972(Cth).

Comprehensive guidance on PRB's role and responsibilities may be found in the publicly available Protocol Guidelines.

PRB's support and services include

• facilitating agrément and credentials requirements for Australian and foreign Heads of Mission
• providing diplomatic and consular accreditation, visas and identity cards for officers posted to Australia
• expediting the establishment of embassies and consulates in Canberra, Australian states and the Northern Territory
• processing requests for honorary consul representation in Australia
• assisting with reverse consular liaison between missions and Australian police and health services
• coordinating airport facilitation for visits by high-level dignitaries.

PRB provides advice to diplomatic missions and other government agencies on

• privileges and immunities and rights of protection applicable under the Vienna Conventions and other international legal instruments and laws
• the Australian Government's Indirect Tax Concession Scheme
• bilateral arrangements covering the employment of dependants of diplomatic and consular officials
• engagement of foreign domestic workers by eligible accredited staff
• issues related to the diplomatic estate in Canberra.

This collection notice describes how PRB (as part of DFAT) collects and handles personal information, and is to be read in conjunction with DFAT's Privacy Policy.

Why does PRB collect, use and disclose your personal information?

PRB collects, uses and discloses your personal information to manage the presence in Australia of representatives of official foreign missions and international organisations, their locally engaged staff, eligible family members, private domestic workers and honorary consuls, including to:

• determine current and ongoing entitlement to accreditation;
• administer privileges and immunities;
• determine and establish appropriate protection services for accredited missions and representatives;
• compile statistics and information for use in the preparation of official reports to the Government and the Parliament;
• publish the Diplomatic and Consular Lists and the List of Representatives of International Organisations on the Department of Foreign Affairs and Trade website;
• provide the Foreign Heads of Mission After Hours and Emergency Contact List to Portfolio Ministers and their offices and senior Australian officials;
• assist with 'reverse consular' liaison between missions and Australian police and health services; and
• ensure compliance with relevant visa conditions and Australian laws.

How and when does PRB collect your personal information?

PRB collects personal information from individuals and foreign missions when foreign representatives, dependent family members, private domestic workers and honorary consuls are nominated, and as required to provide protocol services.

We may also collect personal information from other organisations, including airport authorities, in order to provide airport facilitation.

Authority for collection of personal information

Collection of this information is authorised by or under Australian law, being the Diplomatic Privileges and Immunities Act 1967, Consular Privileges and Immunities Act 1972, International Organisations (Privileges and Immunities) Act 1963, and Overseas Missions (Privileges and Immunities) Act 1995.

What happens if PRB does not collect your personal information?

If PRB does not collect your personal information, you will not be able to receive accreditation and/or appropriate protocol services.

Who does PRB share your personal information with?

PRB may collect, use or disclose your personal information with other Australian Government agencies, and State and Territory Government agencies, including the:

• Attorney-General's Department
• Australian Federal Police and State and Territory police
• Department of Infrastructure and Regional Development and Cities
• National Capital Authority
• Australian Taxation Office
• Department of Home Affairs
• Department of Prime Minister and Cabinet
• Australian Criminal Intelligence Commission
• Department of Human Services (including Centrelink)
• Department of Social Services
• State and Territory child protection agencies

We may share your personal information with other organisations, including airport authorities, in order to provide airport facilitation.

We may also disclose personal information to the foreign mission or international organisations you are employed by, or to your Foreign Ministry, in circumstances where information is received from local law enforcement agencies.

Does PRB provide this information overseas?

In order to provide accreditation and other protocol services, PRB may disclose personal information it collects to 'receiving state' governments and other authorities where it is necessary for PRB's diplomatic or consular functions or activities. More information about overseas disclosure may be found in our privacy policy.

How PRB stores and protects personal information

PRB takes steps to protect the personal information we hold against misuse, interference and loss; and from unauthorised access, modification or disclosure. Information about how PRB, as part of DFAT, protects your personal information is available in our privacy policy.

How do you find out more about PRB's privacy practices?

Our privacy policy contains further information about how we handle your personal information including how you can access and correct the personal information we hold about you or to make a privacy complaint.

To find out more about how PRB in particular manages your personal information, you can contact:

Protocol Branch
Department of Foreign Affairs and Trade
RG Casey Building
John McEwen Crescent
BARTON ACT 0221

Email: Protocol.Branch@dfat.gov.au

From time to time, we will review and revise this privacy collection statement. We reserve the right to amend this statement at any time.