Policies and practices

Ministerial Statements of Expectations provide greater clarity about government policies and objectives relevant to a regulator in carrying out its statutory functions. This statement sets out those expectations in relation to Coal LSL.

Coal LSL is required to provide a Statement of Intent in response to the Government's Ministerial Statement of Expectations, which provides strategic direction in line with the Government's Deregulation Agenda.

Coal LSL is required to comply with the Australian Privacy Principles (APPs) set out in the Privacy Act 1988. The APPs regulate how Coal LSL can collect, use, disclose and store your personal information and how you can access and correct that information.

The Privacy Impact Assessment (PIA) Register records details of PIAs conducted by Coal LSL since 1 July 2018.

Our Conflicts of Interest Policy is reviewed every 2 years and addresses the organisation’s obligations and the Board’s duties under the PGPA Act (2013) and PGPA Rule (2014).

While avoiding conflicts is generally preferable, in practice there may be some situations in which conflicts of interest cannot be wholly avoided and need to be managed in a way which will withstand external scrutiny and upholds the principles of this policy.

Under the PGPA Act we must:

• act with care and diligence
• act in good faith and for a proper purpose, including to manage or use public resources in an efficient, effective, economical, and ethical manner
• not make improper use of inside information or their position to gain an advantage for themselves or another person, or cause detriment to the Commonwealth, Coal LSL or another person
• disclose any material personal interests.

A Conflicts of Interest framework is in place to ensure that all Coal LSL Officers, staff members, contractors and service providers are aware of the expectations to perform duties in a manner that places public interest above their personal interests; to build public confidence by upholding the integrity and reputation of Coal LSL as an accountable and transparent organisation; and to ensure compliance is achieved with applicable legislation relating to conflicts of interests.

We facilitate regular disclosure of conflicts of interest using various approaches, including access to an online form for all those covered by this policy for when a situation arises, and as a standing agenda item in formal meetings.

Our Fraud Policy is reviewed every 2 years and addresses the Board’s duties under the PGPA Act and the Public Governance, Performance and Accountability Rule 2014 (PGPA Rule), in particular:

• Section 15 of the PGPA Act; to govern the entity in a way that: promotes the proper use and management of public resources for which the Board is responsible; promotes the achievement of the purposes of Coal LSL; promotes the financial sustainability of Coal LSL.
• Section 16 of the PGPA Act; to establish and maintain appropriate systems of risk oversight and management and internal control.
• Section 10 of the PGPA Rule; to take all reasonable measures to prevent, detect and deal with fraud relating to the entity.

A Fraud framework is in place to ensure that any alleged fraud incidents reported to Coal LSL are taken seriously and dealt with in a swift, transparent and impartial manner. Coal LSL is committed to good governance practices and providing a quality service to all stakeholders.

To report an alleged fraud to Coal LSL, complete and submit the online Fraud Reporting form.

Alternatively, you can write to us detailing the alleged fraud by email or mail: Chief Governance Officer, Coal LSL, Locked Bag 2021, Newcastle NSW 2300

Coal LSL understands the importance of working collaboratively with its stakeholders to raise awareness and take appropriate measures to help reduce the risks of modern slavery in its operations and supply chains.

Coal LSL is committed to considering the environmental, social and governance (ESG) risks and opportunities in its selection and performance monitoring of investment managers and advisers. Learn more.

Coal LSL has a formal Complaints Handling policy and process in place to ensure that complaints are resolved quickly and fairly. We are committed to providing a quality service.

How do I lodge a complaint?

We welcome the opportunity to assist you and resolve your complaint quickly and effectively in the first instance by phone on 1300 852 625 (international +61 (2) 4040 0040).

If Coal LSL cannot resolve the matter to your satisfaction, you may lodge a formal complaint by completing the online complaints form, emailing the Complaints Officer or mailing your written complaint to: The Complaints Officer, Coal LSL, Locked Bag 2021, Newcastle NSW 2300.

More information

You can access more information about our complaints process in our Complaints Handling Guide.

Under the Freedom of Information Act 1982 (FOI Act) members of the public can gain access to documents or records held by Commonwealth agencies, such as Coal LSL, unless the document is within an exception or exemption specified in the FOI Act.

Applications for access to documents must:

• be provided in writing;
• state that it is an application for the purposes of the FOI Act;
• provide information about the document(s) you want; and
• give details about how notices can be sent to you (this can include an email address)

Applications can be submitted by one of these options:

• Complete the online Freedom of Information request form
• Email the Freedom of Information Officer
• Mail to The Freedom of Information Officer, Coal LSL, Locked Bag 2021, Newcastle NSW 2300.

You can also view our Freedom of Information Disclosure Log.

Learn more about our Information Publication Scheme.