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DEFENCE FOI 397/23/24 
STATEMENT OF REASONS UNDER THE FREEDOM OF INFORMATION ACT 1982 
1. 
I refer to the request by Trent Morrison-Francis (the applicant), by the Department of 
Defence (Defence), for access to the following documents under the Freedom of 
Information Act 1982 (Cth) (FOI Act): 
In relation to the DVA veterans mates programme [I seek] All active Memorandum of 
Understanding, Heads of Agreement, Data Sharing Agreements, and Service 
Contracts that result in the sharing of veteran data, even if de-identified. I am looking 
for similar documents for programs and agreements that ceased within the last 10 
years or are still active.  
Background 
2. 
On 31 October 2023, the applicant submitted a request under the FOI Act to Defence 
in the following terms: 
All active Memorandum of Understanding, Heads of Agreement, Data Sharing 
Agreements, and Service Contracts that result in the sharing of veteran data, even if 
de-identified. I am looking for similar documents for programs and agreements that 
ceased within the last 10 years or are still active. 
3. 
On 10 November 2023, Defence formally consulted with the applicant in accordance 
with section 24AB of the FOI Act. On 14 November 2023, the applicant advised: 
This relates to the DVA veterans mates program and the constant sale and provision 
of veterans data without consent. https://www.dva.gov.au/news/latest-
stories/statement-department-veterans-affairs-veterans-mates-program-update 
4. 
On 14 November 2023, Defence confirmed the scope of the FOI request as outlined in 
paragraph one above. 
5. 
On 4 December 2023, the applicant declined to extend the period for dealing with the 
request under section 15AA [extension of time with agreement] of the FOI Act.  
 FOI decision maker 
6. 
I am the authorised officer pursuant to section 23 of the FOI Act to make a decision on 
this FOI request. 
Documents identified 
7. 
I have identified two documents as falling within the scope of the request.   
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Exclusions 
8. 
Personal email addresses, signatures, PMKeyS numbers and mobile telephone 
numbers contained in documents that fall within the scope of the FOI request, 
duplicates of documents, and documents sent to or from the applicant are excluded 
from this request. Defence has only considered final versions of documents. 
Decision 
9. 
I have decided to:  
a.  partially release two documents in accordance with section 22 [access to edited 
copies with exempt or irrelevant matter deleted] of the FOI Act on the grounds 
that the deleted material is considered exempt under section(s) 47E(d) [Public 
interest conditional exemptions - certain operations of agencies] and 47F 
[Public interest conditional exemptions – personal privacy] of the FOI Act; and 
b.  remove irrelevant material in accordance with section 22 of the FOI Act.  
Material taken into account 
10. 
In making my decision, I have had regard to: 
a.  the terms of the request; 
b.  the content of the identified documents in issue; 
c.  relevant provisions of the FOI Act;  
d.  the Guidelines published by the Office of the Australian Information 
Commissioner under section 93A of the FOI Act (the Guidelines); and 
e.  consultation with the Department of Veterans’ Affairs. 
 
REASONS FOR DECISION 
Section 22 – Access to edited copies with exempt or irrelevant matter deleted 
11. 
Section 22 of the FOI Act permits an agency to prepare and provide an edited copy of 
a document where the agency has decided to refuse access to an exempt document or 
that to give access to a document would disclose information that would reasonably be 
regarded as irrelevant to the request for access.   
12. 
The identified documents contains exempt material and information (signatures) that 
does not relate to the request.  
13. 
I am satisfied that it is reasonably practicable to remove the exempt and irrelevant 
material and release the documents to you in an edited form.  
Section 47E(d) –Public interest conditional exemptions – certain operations of agencies  
14. 
Section 47E(d) of the FOI Act states: 
A document is conditionally exempt if its disclosure under this Act would, or could reasonably 
be expected to, do any of the following:  
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(d)  have a substantial adverse effect on the proper and efficient conduct of the operations 
of the agency. 
15. 
The Guidelines, at paragraph 6.123, provide that: 
  The predicted effect must bear on the agency’s ‘proper and efficient’ operations, that is, the 
agency is undertaking its expected activities in an expected manner. 
16. 
In the case of ‘ABK’ and Commonwealth Ombudsman [2022] AICmr 44, the 
Information Commissioner (IC) found that where the direct email addresses and phone 
numbers of agency staff are not publicly known, they should be conditionally exempt 
under section 47E(d). The IC made this determination due to reasonable expectation 
that the release of direct contact details would undermine the operation of established 
channels of communication with the public. Further, the IC accepted that staff who 
were contacted directly could be subject to excessive and abusive communications, 
which may give rise to work health and safety concerns.  
17. 
I am satisfied that were the contact details of Defence personnel made publicly 
available, it would have substantial adverse effects on the proper and efficient 
operation of existing public communication channels. Further, I am satisfied of a 
reasonable expectation that the information could be used inappropriately, in a manner 
which adversely affects the health, wellbeing and work of Defence personnel. 
Disclosure of names, email addresses and phone numbers could, therefore, reasonably 
be expected to prejudice the operations of Defence. 
18. 
The Guidelines provide, at paragraph 6.120, that I should consider whether disclosure 
of the information ‘would, or could reasonably be expected to lead to a change in the 
agency’s processes that would enable those processes to be more efficient.’ Given that 
the direct contact details within the documents are not publicly available and that more 
appropriate communication channels are already available, I am satisfied that release 
of the information could reasonably be expected to lead to a change in Defence’s 
processes that would not lead to any efficiencies. 
19. 
Accordingly, I am satisfied that all staff information contained within the documents 
is conditionally exempt under section 47E(d) of the FOI Act. 
Section 47F – Public interest conditional exemptions - personal privacy  
20.  Section 47F(1) of the FOI Act states: 
A document is conditionally exempt if its disclosure under this Act would involve 
the unreasonable disclosure of personal information about any person (including 
a deceased person).  
21. 
The FOI Act shares the same definition of ‘personal information’ as the 
Privacy Act 1988 (Cth). Furthermore, the Guidelines provide that: 
6.128 Personal information means information or an opinion about an identified 
individual, or an individual who is reasonably identifiable: 
(a)  whether the information or opinion is true or not; and 
(b)  whether the information or opinion is recorded in a material form or not. 
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22.  I found that the documents contain personal information of third party individuals. This 
includes names, positions and contact details, which would reasonably identify the third 
parties. 
23.  In my assessment of whether the disclosure of this personal information is 
unreasonable, I considered the following factors in accordance with section 47F(2) of the 
FOI Act: 
a.  the extent to which the information is well known; 
b.  whether the person to whom the information relates is known to be (or to have 
been) associated with the matters dealt with in the document; 
c.  the availability of the information from publicly accessible sources; and 
d.  the effect the release of the personal information could reasonably have on the 
third party. 
24. 
I found that the specific information listed is not well known and the information is 
not readily available from publicly accessible sources. I consider disclosure, in 
absence of consent, is likely to cause significant concern to the relevant individuals.  
25. 
Accordingly, I am satisfied that the specified information in the documents is 
conditionally exempt under section 47F of the FOI Act. 
Public interest considerations – sections 47E and 47F  
26. 
Section 11A(5) of the FOI Act states:  
The agency or Minister must give the person access to the document if it is conditionally 
exempt at a particular time unless (in the circumstances) access to the document at that 
time would, on balance, be contrary to the public interest.  
27. 
I have considered the factors favouring disclosure as set out in section 11B(3) [factors 
favouring access] of the FOI Act. The relevant factors being whether access to the 
document would: 
(a) promote the objects of this Act (including all the matters set out in sections 3 and 3A); 
(b) inform debate on a matter of public importance; 
(c) promote effective oversight of public expenditure; 
(d) allow a person to access his or her own personal information. 
28. 
In my view, disclosure of this information would not increase public participation in 
the Defence process (section 3(2)(a) of the FOI Act), nor would it increase scrutiny or 
discussion of Defence activities (section 3(2)(b) of the FOI Act). 
29. 
Paragraph 6.22 of the Guidelines specifies a non-exhaustive list of public interest 
factors against disclosure. The factors I find particularly relevant to this request are 
that release of this information could reasonably be expected to prejudice:  
  the management function of an agency; and 
  the personnel management function of an agency. 
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30. 
It is in the public interest that Defence efficiently and productively operates with 
regard for the health and wellbeing of its personnel. As I have established, the release 
of the names, email addresses and phone numbers of Defence personnel can 
reasonably be expected to prejudice the management and personnel management 
functions of Defence. Existing communication channels and processes enable efficient 
and appropriate liaison with the public. The direct contact details of Defence 
personnel should, therefore, not be disclosed, as the public interest against their 
disclosure outweighs the public interest in their release.  
31. 
Furthermore, I find disclosure of the conditionally exempt under section 47F would 
compromise the personal privacy of those employees associated with Defence 
activities. While I accept there is a public interest in ensuring Defence undertakes its 
functions in a transparent and proper manner, there is also a public interest in 
maintaining the roust advice, options and recommendations provided by other 
agencies as part of these processes. 
32. 
I have not taken any of the factors listed in section 11B(4) [irrelevant factors] of the 
FOI Act into account when making this decision.  
33. 
I am satisfied, based on the above particulars, the public interest factors against 
disclosure outweigh the factors for disclosure, and that, on balance, it is against the 
public interest to release the information to you. Accordingly, I find that the 
information is exempt under sections 47E(d) and 47F of the FOI Act. 
 
 
 
 
James 
Digitally signed by 
HAWTHORN  James HAWTHORN 2 
Date: 2023.12.15 
2
14:08:03 +10'00'
James Hawthorn   
Accredited Decision Maker 
Military Personnel Organisation 
Department of Defence