IPC Communications Protocol
The purpose of this guide is to outline the services offered by the Communications and Corporate Affairs team of the Information and Privacy Commission.
The following protocols will provide direction to IPC staff to ensure the production of high-quality communication materials, correct application of IPC branding and adherence to IPC approval processes.
These protocols are to be used by all staff within the IPC.
The communications team is responsible for:
- Leading internal and external communications
- Front door enquiries, responses and data reporting (phone, email, website and events)
- Development of corporate strategies for internal and external communications
- Communication liaison, external public affairs management and media liaison
- Website content and resources management, including e-learning
- Major events planning and delivery, e.g. Privacy Awareness Week, information seminars
- Planning, coordination and delivery of major stakeholder engagement forums, such as the IPAC and practitioners’ network
- Annual reports and other corporate reporting publications, IPC presentations
- Contribute factual content to IPC resources.
The communications team consists of a Manager, two Communication and Promotion Officers and two Enquiry and Promotion Officers, reporting to the Privacy Commissioner.
About the IPC
The Information and Privacy Commission (IPC) is an independent statutory authority that administers New South Wales’ legislation dealing with privacy and access to government information. The IPC was established on 1 January 2011 to support the Information Commissioner and the Privacy Commissioner in fulfilling their legislative responsibilities and functions and to ensure individuals and agencies can access consistent information, guidance and coordinated training about information access and privacy matters.
The IPC administers the following NSW legislation:
- Government Information (Public Access) Act 2009 (GIPA Act)
- Government Information (Information Commissioner) Act 2009 (GIIC Act)
- Privacy and Personal Information Protection Act 1998 (PPIP Act)
- Health Records and Information Privacy Act 2002 (HRIP Act)
The IPC promotes and protects privacy and information access rights in NSW and provides information, advice, assistance and training for agencies and individuals on privacy and access matters. The IPC reviews the performance and decisions of agencies and investigates and conciliates complaints relating to government agencies, health service providers (both public and private) and some large organisations that deal with health information. The IPC also provides feedback about the legislation and relevant developments in the law and technology.
The Information and Privacy Commissioners report to the Parliamentary Joint Committee on the Ombudsman, the Police Integrity Commission and the Crime Commission, which oversees their functions.
The Communications and Corporate Affairs team can advise on and help organise events to support the communications objectives of the IPC. These activities could include media events involving announcements by the Information Commissioner or Privacy Commissioner, or events designed to maximise stakeholder engagement.
The IPC logo is to be displayed at all events. The logo may feature on display banners, lectern signage, posters or in multimedia displays.
Media releases and editorial copy
All media releases and editorial copy will be drafted by the Communications and Corporate Affairs team in consultation with the Information Commissioner or the Privacy Commissioner and other officers as necessary and will be clearly marked DRAFT until the content has been approved.
All media releases and editorial copy must be approved by the Information Commissioner or the Privacy Commissioner as appropriate prior to release.
Approved copies of media statements, media releases and letters to the editor will be provided to all relevant parties for their reference prior to release.
Dealing with the media – negative issues and positive stories
All requests received by the IPC for media interviews or information must be referred immediately to the Communications and Corporate Affairs team. The Communications and Corporate Affairs team will consult with the Information Commissioner or the Privacy Commissioner to determine how the inquiry will be handled.
The Information Commissioner will act as spokesperson for the IPC, or select a delegate where appropriate to respond to the media. The Privacy Commissioner or their delegate will act as spokesperson for privacy issues.
IPC staff are encouraged to forward ideas for positive news or feature stories to the Communications and Corporate Affairs team. These will be approved by the Information Commissioner, or the Privacy Commissioner, and the relevant managers before being presented to media representatives.
The Communications and Corporate Affairs team can be contacted any time on telephone 0435 961 691 or via firstname.lastname@example.org.
Please also read the IPC Media Protocol.
Print and online publications
The Communications and Corporate Affairs team can assist in the production of print and electronic materials to support the objectives of the IPC. Communication and Promotion Officers can provide editorial assistance and manage the work of external designers and production agencies to ensure high-quality results.
All material produced by the Information and Privacy Commission should include the IPC logo and adhere to the IPC corporate colour palette. All material for external stakeholder engagement must be approved by the team Manager, the Manager of Communications and Corporate Affairs, the Executive Director and the Information Commissioner or Privacy Commissioner as appropriate.
The communications team can provide advice on the appropriate use of branding on corporate documents and other materials.
All communications material should support the IPC’s key messages and strategic priorities and adhere to corporate branding guidelines. The branding features the use of the IPC logo, visual style and typography. Such material includes:
- newsletters, brochures and flyers
- signage and display banners
- promotional items, corporate clothing and merchandise
- business stationery.
IPC logo files can be obtained from the Communications and Corporate Affairs team.
Artwork and templates
Whether the item is being designed and produced internally or by external designers and printers, these protocols must be followed. A range of Microsoft Word templates are available from the Communications and Corporate Affairs team to support a variety of publications.
Advertising & Media placement
All advertising copy and draft advertisements (print and electronic) must be approved by the Information Commissioner or the Privacy Commissioner prior to release. These advertisements may promote a variety of topics, such as training workshops, public forums, enquiries processes and administrative matters such as changes to telephone numbers.
The Communications and Corporate Affairs team must book all advertising through the Strategic Communications branch of the Department of Premier and Cabinet. The Communications and Corporate Affairs team can provide further advice on advertising.