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ELECTRONIC RECORDS 
 
 
 
 
 
 
 
 
 
 
NB:  These documents have been obtained from an electronic record.  An original hard-copy 
version of this record does not exist. 
 

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14 December 2023 
 
 
UniSA Clinical and Health Sciences  
Adelaide 
 
South Australia 5000 
 
 
GPO Box 2471 
Ms Alison Frame 
Adelaide 
Secretary of the Department of Veterans’ Affairs 
South Australia 5001 
Australia 
Department of Veterans’ Affairs 
 
Email:   xxxxxx.xxxxx@xxx.xxx.xx 
t:s 47F
 
 
 
 
www.unisa.edu.au 
 
 
CRICOS Provider Number 00121B 
Dear Ms Frame 
Department of Veterans’ Affairs Veterans' MATES Program – University of South Australia 
I refer to the letter from the s 47F
 
s 47F  (dated 17 August 2023) regarding the University’s role in the Veterans' MATES Program.  Given 
the longstanding relationship between the Department of Veterans’ Affairs (DVA) and the University, 
it is disappointing that there has been no written response as requested.   
The University has worked in good faith with DVA al  along, and we therefore seek a written update 
with information and assurances that DVA has the necessary consents to enable the University to 
use and disclose the data supplied by DVA for the provision of those services.   
As indicated in the previous letter, until those assurances are provided, the provision of services for 
the Veterans' MATES Program wil  continue to be suspended by the University.  This was not a pause 
determined by DVA, as suggested in Senate Estimates on 15 November 2023. 
Mr Andrew Kefford (Deputy Secretary Policy & Programs) indicated in Estimates that  DVA has 
published information which provides in detail the basis on which DVA manages personal 
information in accordance with the Privacy Act 1988  (Cth).  The University is unaware of this 
information. 
Mr Kefford also purported to speak on behalf of the University when asked about the response or 
feedback from the University to issues of DVA compliance with the Privacy Act in the context of the 
Program when he had no authority to do so.   
Aside from our letter, the University has sought information from DVA in various discussions and 
written communications between University and DVA staff in respect of the privacy issues which 
require resolution.  Satisfactory responses to some of these information requests are yet to be 
provided by DVA.  Answers are stil  being sought by the University and a summary of the information 
requests which remain relevant are attached to this letter. 
The University’s enquiries included seeking confirmation from DVA as to the handling of requests 
from veterans regarding their personal information made to the University, but referred at DVA’s 
request to DVA for handling.  As no satisfactory confirmation has been received from DVA that these 
requests are being appropriately handled by DVA, it is not reasonable for the University to continue 
referring these requests to DVA for actioning.  The University is now dealing with these requests 
directly. 
 
 

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I would appreciate the opportunity to speak with you about how we can address the issues above, 
and again I am also seeking reassurance in writing.   
Yours sincerely 
s 47F
University of South Australia 
 
Encl.  Attachment: Information sought from DVA 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

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s 22 - Out of scope

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s 22 - Out of scope

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From:
s 47F
To:
s 47F  Sue
Cc:
s 47F  Kylie; s 47F
Subject:
RE: Legal Advice: DVA MATES Deed of Variation [SEC=OFFICIAL:Sensitive, ACCESS=Legal-Privilege]
Date:
Monday, 27 November 2023 5:14:42 PM
Attachments:
image003.png
image004.gif
image005.gif
 
Dear Sue
 
Thank you for sending through the revised Deed of Variation.
 
We will arrange signing now, please send through the executable version when available.
 
Thank you
 
Kind Regards
 
s 47F
 
 
s 47F
 
University of South Australia | s 47F
tel s 47F
unisa.edu.au/connect/enterprise-hub/
 
This email is intended for the addressee(s) only. Should this email be received in error by a person or company other than those intended,
the contents of this email are confidential and must not be released or used by a person or company not authorised to do so.
CRICOS No: 00121B
 
 
 
 
 
From: s 47F Sue s 47F
 
Sent: Wednesday, 22 November 2023 9:55 AM
To: s 47F
Cc: s 47F  Kylie s 47F
Subject: FW: Legal Advice: DVA MATES Deed of Variation [SEC=OFFICIAL:Sensitive, ACCESS=Legal-
Privilege]
 

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From:
s 47F  Sue
To:
s 47F
Cc:
s 47F  Kylie; s 47F
Subject:
FW: Legal Advice: DVA MATES Deed of Variation [SEC=OFFICIAL:Sensitive, ACCESS=Legal-Privilege]
Date:
Wednesday, 22 November 2023 10:25:29 AM
Attachments:
231290787E Deed of Variation - MATES - DVA101123 (Legal Review).docx
image001.png
image002.png
image003.png
image004.png
image005.png
image006.jpg
image007.jpg
Dear s 47F
 
Further to your email below, the attached deed of variation has been reviewed and updated for your
further consideration.
 
s 22 - Out of scope
Apologies for the delay in getting this back to you.
 
Thanks, Sue
 
 
Sue s 47F Assistant Director
Pharmacy Programs and Operations Section I Client Programs Branch
Program Delivery Division
Department of Veterans’ Affairs
Tel s 47F
www.dva.gov.au 
 
 
From: s 47F
 
Sent: Wednesday, 25 October 2023 1:41 PM
To: s 47F Sue s 47F
Cc: s 47F Kylie s 47F
Subject: DVA MATES Deed of Variation
 
Dear Sue
 
s 47F  has forwarded the Deed of Variation to the MATES programme for review.

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We have no concerns with the document. There are only two things to consider:
i)                    Duration of the pause. Once s 47F and team have agreed this with the DVA that can be
written in.
s 22 - Out of scope
For further discussion if required once the pause duration is agreed.
 
Kind Regards
 
s 47F
 
 
s 47F
 
University of South Australia | s 47F
tel s 47F
unisa.edu.au/connect/enterprise-hub/
 
This email is intended for the addressee(s) only. Should this email be received in error by a person or company other than those intended,
the contents of this email are confidential and must not be released or used by a person or company not authorised to do so.
CRICOS No: 00121B
 

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From:
s 47F  Sue
To:
s 47F
Cc:
s 47F  Kylie
Subject:
Deed of Variation [SEC=OFFICIAL]
Date:
Thursday, 12 October 2023 5:28:17 PM
Attachments:
231290787E Deed of Variation - MATES - DVA121023.DOCX
image001.png
image002.png
image003.png
image004.png
image009.jpg
image010.jpg
Hi s 47F
 
Attached is the draft Deed of Variation relating to the pause of the program.  For your
consideration and agreement on the trigger for how the program will recommence.
 
Thanks, Sue
 
 
Sue s 47F Assistant Director
Pharmacy Programs and Operations Section I Client Programs Branch
Program Delivery Division
Department of Veterans’ Affairs
Tel s 47F
www.dva.gov.au 
 

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s 47F
s 47F
s 47F

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s 22 - Out of scope
s 47F
s 47F
s 47F
s 22 - Out of scope
s 47F
s 47F
 
From: s 47F  Kylies 47F
 
Sent: Wednesday, August 23, 2023 10:16 AM
To: s 47F
Cc: s 47F Sue s 47F
 Veterans'.Mates <xxxxxxxx@xxx.xxx.xx>
Subject: program pause - s 22 - Out of scope [SEC=OFFICIAL]
 
Hi s 47F
 
s 22 - Out of scope
 
 
Just letting you know that DVA is still considering the next steps and response to the UniSA letter
advising of a pause of the program until the receipt from DVA of the requested information. 
 
s 22 - Out of scope
.
 
Hope to be in a place for more of a conversation about definition of a ‘program pause’ (beyond
no release of program materials) and next steps soon  
 
Kind regards,
 

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Kylie s 47F | Director
Pharmacy Programs and Operations
Client Programs Branch
Program Delivery Division
Department of Veterans’ Affairs
' s 47F
 
www.dva.gov.au 
 
 

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From:
s 47F
To:
s 47F  Kylie
Cc:
s 47F  Sue; Veterans".Mates
Subject:
Re: positive program communications [SEC=OFFICIAL]
Date:
Friday, 18 August 2023 9:51:57 AM
Attachments:
image001.png
image002.png
image003.png
image004.png
image006.jpg
image008.jpg
Hi Kylie,
I was not informed of any executive decision to suspend the program from UniSA, but we
received advice recommending to wait for DVA advice on opt-out consent before sending
further mailouts. As of now, I was not advised to stop topic development or the activities
required for it (problem identification, stakeholder meetings, and so on).
s 22 - Out of scope
 I would appreciate her
involvement in this, given her knowledge of the program and UniSA's executive structure.
It is certainly our preference to reduce impact on material development, s 22 - Out of scope
s 22 - Out of scope
Cheers,
s 47F
UniSA Clinical and Health Sciences |  University of South Australia
GPO Box 2471  Adelaide  SA  5001
Mobile: s 47F
From: s 47F  Kylie s 47F
Sent: Thursday, 17 August 2023 7:58:32 PM
To: s 47F
Cc: s 47F Sue; Veterans'.Mates
Subject: RE: positive program communications [SEC=OFFICIAL]
 
Apologies s 47F I need to correct the information in my email in that there has not yet been a
firm decision re the continuation or temporary halt of the data feed.  I hope to be able to update
more on that tomorrow.  
 
From: s 47F  Kylie 
Sent: Thursday, 17 August 2023 7:43 PM

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To: s 47F
Cc: s 47F Sue s 47F
 Veterans'.Mates <xxxxxxxx@xxx.xxx.xx>
Subject: RE: positive program communications [SEC=OFFICIAL]
 
Hi s 47F
 
s 22 - Out of scope
Can I please check you were informed about the notice DVA received from UniSA which
indicated the decision to temporarily suspend the program until DVA can provide some further
information about aspects of the program?  As a sign of good faith and being prudent given the
number of requests for data and potential opt-outs that DVA has received to date, I understand
there was also an aligned decision by DVA to work to temporarily pause the data feed going to
the University.  I am not yet sure when that would take effect.
 
We’ll need to both consider the contract management and operational aspects of this, so we’ll
arrange some time to discuss this through, perhaps tomorrow if it suits you?  I think at that time
we can also discuss the operational on-the-ground definition of a paused program and what
activities will be useful for your team to maintain in the period of a temporarily paused mail out
and data flow.
 
Talk to you tomorrow,
Kylie  
 
s 47F
s 22 - Out of scope
s 47F
s 47F
s 47F

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Document Outline

• E.Docs Cover Sheet
• UniSA_Veterans' MATES Program_letter to Secretary of DVA_Alison Frame_20231214
• 2023-11-27.01
• 2023-11-22.01
• 2023-10-12.01
• Correspondence - Prof M Hughes-Warrington - EC23-000994 - 12.09.2023
• 2023-08-23.01
• 2023-08-18.01
• Letter from UniSA 17 August 2023  (1)
• 231290787E  Deed of Variation - MATES - DVA101123 (Legal Review)
  • CONTENTS
  • CLAUSE PAGE
    • BETWEEN:
    • RECITALS:
    • THE PARTIES AGREE AS FOLLOWS:
  • 1. INTERPRETATION
    • 1.1 Terms defined in the Deed of Standing Offer
    • 1.2 Definitions
    • 1.3 Rules for interpreting this document
  • 2. Not Used
  • 3. variation
    • 3.1 Variation to the Deed of Standing Offer
      • (a) The Deed of Standing Offer is varied with effect on and from the Effective Date in accordance with Schedule 1 (Variations to the Agreement).
      • (b) Clause 3.1(a) does not affect any right or obligation of either party that arises before the Effective Date.
    • 3.2 Variation to the Agreement
      • (a) The Agreement is varied with effect on and from the Effective Date in accordance with Schedule 2 (Variations to the Agreement).
      • (b) Clause 3.2(a) does not affect any right or obligation of either party that arises before the Effective Date.
    • 3.3 Effect of variation
      • (a) Except as expressly amended by this document, no changes to the Deed of Standing Offer or the Agreement are to be inferred or implied, and in all other respects the Deed of Standing Offer and the Agreement are confirmed and remain in full force an...
      • (b) With effect on and from the Effective Date, references in:
        • (i) the Deed of Standing Offer to the 'Deed of Standing Offer' will be read and construed as references to 'the Deed of Standing Offer as amended by this Deed'; and
        • (ii) the Agreement to the 'Agreement' will be read and construed as references to 'the Agreement as amended by this Deed'.
  • 4. REPRESENTATIONS AND WARRANTIES
    • 4.1 Representations and warranties of each party
    • 4.2 Repetition of representations and warranties
    • 4.3 Reliance on representations and warranties
  • 5. GENERAL
    • 5.1 Governing law
      • (a) This Deed, and any dispute arising out of or in connection with this Deed, is to be governed in accordance with the laws as specified in the Agreement or, if not specified, the Australian Capital Territory.
      • (b) Each party submits to the non-exclusive jurisdiction of the courts of the jurisdiction as determined by clause 5.1(a).
    • 5.2 Liability for expenses
    • 5.3 Giving effect to this document
    • 5.4 Operation of this Deed
      • (a) Subject to clause 5.4(b), this Deed contains the entire agreement between the parties about its subject matter.  Any previous understanding, agreement, representation or warranty relating to that subject matter is replaced by this Deed and has no ...
      • (b) Any right that a person may have under this Deed is in addition to, and does not replace or limit, any other right that the person may have.
      • (c) Any provision of this Deed which is unenforceable or partly unenforceable is, where possible, to be severed to the extent necessary to make this Deed enforceable, unless this would materially change the intended effect of this Deed.
    • 5.5 Amendment
    • 5.6 Counterparts
  • Schedule 1
    • Variation to the Deed of Standing Offer
  • 1. Details of variation to the Deed of Standing Offer regarding suspension
    • (a) Schedule 4 Statement of Requirements
    • (b) The Contractor agrees:
      • (i) to only access de-identified DVA Data to undertake continuing program activities; and
      • (ii) the database administrator will only access the identified database in accordance with the opt-out procedures, to remove participants who have opted-out.
  • 2. Details of variation to the Deed of Standing Offer regarding IPP Reporting
    • (a) Clause 13.2 (d)(i) is deleted and replaced with:
  • Schedule 2
    • Variation to the Agreement
  • 1. Details of variation to the Agreement
    • (a) Item 10 Detailed Statement of Work
• 231290787E  Deed of Variation - MATES - DVA121023
  • CONTENTS
  • CLAUSE PAGE
    • BETWEEN:
    • RECITALS:
    • THE PARTIES AGREE AS FOLLOWS:
  • 1. INTERPRETATION
    • 1.1 Terms defined in the Deed of Standing Offer
    • 1.2 Definitions
    • 1.3 Rules for interpreting this document
  • 2. Not Used
  • 3. variation
    • 3.1 Variation to the Deed of Standing Offer
      • (a) The Deed of Standing Offer is varied with effect on and from the Effective Date in accordance with Schedule 1 (Variations to the Agreement).
      • (b) Clause 3.1(a) does not affect any right or obligation of either party that arises before the Effective Date.
    • 3.2 Variation to the Agreement
      • (a) The Agreement is varied with effect on and from the Effective Date in accordance with Schedule 2 (Variations to the Agreement).
      • (b) Clause 3.2(a) does not affect any right or obligation of either party that arises before the Effective Date.
    • 3.3 Effect of variation
      • (a) Except as expressly amended by this document, no changes to the Deed of Standing Offer or the Agreement are to be inferred or implied, and in all other respects the Deed of Standing Offer and the Agreement are confirmed and remain in full force an...
      • (b) With effect on and from the Effective Date, references in:
        • (i) the Deed of Standing Offer to the 'Deed of Standing Offer' will be read and construed as references to 'the Deed of Standing Offer as amended by this Deed'; and
        • (ii) the Agreement to the 'Agreement' will be read and construed as references to 'the Agreement as amended by this Deed'.
  • 4. REPRESENTATIONS AND WARRANTIES
    • 4.1 Representations and warranties of each party
    • 4.2 Repetition of representations and warranties
    • 4.3 Reliance on representations and warranties
  • 5. GENERAL
    • 5.1 Governing law
      • (a) This Deed, and any dispute arising out of or in connection with this Deed, is to be governed in accordance with the laws as specified in the Agreement or, if not specified, the Australian Capital Territory.
      • (b) Each party submits to the non-exclusive jurisdiction of the courts of the jurisdiction as determined by clause 5.1(a).
    • 5.2 Liability for expenses
    • 5.3 Giving effect to this document
    • 5.4 Operation of this Deed
      • (a) Subject to clause 5.4(b), this Deed contains the entire agreement between the parties about its subject matter.  Any previous understanding, agreement, representation or warranty relating to that subject matter is replaced by this Deed and has no ...
      • (b) Any right that a person may have under this Deed is in addition to, and does not replace or limit, any other right that the person may have.
      • (c) Any provision of this Deed which is unenforceable or partly unenforceable is, where possible, to be severed to the extent necessary to make this Deed enforceable, unless this would materially change the intended effect of this Deed.
    • 5.5 Amendment
    • 5.6 Counterparts
  • Schedule 1
    • Variation to the Deed of Standing Offer
  • 1. Details of variation to the Deed of Standing Offer
    • (a) Schedule 4 Statement of Requirements
    • (b) The Contractor agrees:
      • (i) to only access de-identified DVA Data to undertake continuing program activities; and
      • (ii) the database administrator will only access the identified database in accordance with the opt-out procedures, to remove participants who have opted-out.
  • Schedule 2
    • Variation to the Agreement
  • 1. Details of variation to the Agreement
    • (a) Item 10 Detailed Statement of Work

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