GIPA application process explained

Section 41 of the GIPA Act provides that a Formal GIPA Application must comply with the following requirements for it to be considered as valid:

1. It must be in writing and lodged with Hunter Water by post, email or online e-form
2. It must clearly indicate that the application is made under the GIPA Act
3. It must include an application fee of $30.00
4. It must include the applicant’s name and a postal address or email address for correspondence
5. It must include enough details about the information being sought to allow Hunter Water to locate and identify the information that is being applied for

Be clear and specific about what you are asking for and be as descriptive as possible. Avoid broad requests and include details such as subject matter, date range, type of records, and whether the information is your own personal information. 

When making your application tell us:

1. What the information is about - describe the topic or issue as clearly as possible.
2. Why you are asking for the information - this helps us understand the context of your request.
3. Whether the information relates to any legal rights you are exercising or considering.
4. Any relevant time period - for example, a specific year or date range.
5. What type of records you want - such as reports, emails, letters, or meeting notes.
6. Whether the request is for your own personal information.

You can submit a GIPA application by either downloading and completing a PDF form or completing the online form:

• Online form
• PDF printable form

Once we receive a valid GIPA application, Hunter Water will usually make a decision within 20 working days.

We may need extra time (usually 10–15 more working days) if:

• we need to consult with another person or organisation, or
• the information needs to be retrieved from archives.

If we do not make a decision within 20 working days, your application is treated as a deemed refusal and your $30 application fee will be refunded.

This refund does not apply if:

• you have agreed to an extension of time, or
• we are waiting for you to pay an upfront processing fee deposit.

In addition to the application fee of $30, Hunter Water may charge a processing fee. 

Processing fees cover the time and resources needed to locate the information and decide your application. We charge a processing fee of $30 per hour of time taken to process your application. We may ask for a 50% upfront deposit to be paid on the estimated processing fees. If an advanced deposit is not paid, we may refuse to process the application.

If you seek access to your own personal information, the first 20 hours of processing time is free of charge. Please note: this applies to information that falls within the definition of personal information as set out in section 4 of the Privacy and Personal Information Protection Act 1998.

You can apply for a 50% reduction of processing charges if you are a concession card holder, pensioner, student or not-for-profit organisation. You can also request a reduction for financial hardship, or if the information will be of special benefit to the public. If you believe that a discount should apply, you will need to request it in writing.

If you are not satisfied with Hunter Water’s decision, you can request:

1. Internal review by a senior staff member of Hunter Water
2. External review by the Information & Privacy Commission
3. External review by the NSW Civil and Administrative Tribunal (NCAT)

You will be advised how to request a review when Hunter Water provides you its decision.