Can I tell an agency how to provide my information?

Generally speaking, if an agency provides you with your personal information in response to a request, it should provide it in the format you’ve requested.

For example, if you’ve asked for a recording of a conversation, the agency should provide a copy of the recording, rather than providing the information in another format i.e. a transcript of the same conversation. Similarly, if you asked to inspect your information, the agency should let you do so, rather than providing you with a copy of the information.

However, there are some limited circumstances where an agency may be entitled to provide the information in a different format, for instance where it would, 'impair its efficient office administration' to provide it in the way you requested. What efficient administration might mean is dependent on a variety of factors specific to the organisation, such as their size, the form the personal information is in, the resources available to them.

If you’re concerned about the way your information is provided, we suggest you contact the agency and ask to speak to their privacy officer and see if you can resolve the matter directly.

If you’re not able to resolve the issue for whatever reason, you can make a complaint(external link) to us. The Privacy Act deals with the form of the documents requested, but not the method of delivery. Whether an agency provides the information by email, courier, collection in person or some other method is a matter that you will need to work out directly with the agency concerned.

Updated October 2025