This Privacy Policy applies to the website of the Independent Office of the Public Solicitor of Papua New Guinea and the OPS Legal Case Management System (LCMS) Client Portal. By using our services, you agree to the collection and use of information in accordance with this policy.
1. Introduction
The Independent Office of the Public Solicitor ("OPS", "we", "our", or "us") is committed to protecting the privacy and personal information of all persons who use this website and the OPS Legal Case Management System (LCMS) Client Portal. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in accordance with the Constitution of Papua New Guinea, the Information Act, and applicable data protection principles.
2. Information We Collect
2.1 Information You Provide
When you register for the OPS Client Portal, submit a legal aid application, or contact us, we may collect your full name, date of birth, national identification number, contact details (email, phone, address), case-related documents, court matter details, and any other information you voluntarily provide.
2.2 Information Collected Automatically
When you visit our website, we automatically collect certain technical data including your IP address, browser type and version, operating system, pages visited and duration, referring URLs, and device identifiers. This information is collected via cookies and similar tracking technologies described in our Cookie Policy below.
2.3 Sensitive Legal Information
As a legal services provider, we necessarily collect sensitive information relating to legal matters, criminal history, medical records (where relevant to a claim), and financial circumstances to determine eligibility for legal aid. This information is handled with the highest level of confidentiality.
3. How We Use Your Information
Legal Service Delivery
To provide legal representation, process legal aid applications, manage case files, and communicate case updates to clients.
Portal Operation
To authenticate users, maintain secure sessions, and provide access to the Client Portal and case tracking features.
Service Improvement
To analyse website usage patterns, improve our digital services, and ensure the portal functions correctly across devices.
Legal Obligations
To comply with court orders, statutory requirements, and obligations arising from the Public Solicitor Act and related legislation.
Communications
To send you important notices about your case, appointment reminders, and updates about OPS services relevant to your matter.
4. Disclosure of Your Information
We do not sell, trade, or rent your personal information to third parties. We may disclose your information in the following limited circumstances:
Courts and Tribunals
As required in the course of legal proceedings, including filing documents with the National Court, Supreme Court, or District Courts.
Government Agencies
To the Attorney General's Office, Solicitor General's Office, Department of Justice, or other government bodies where legally required or where you have given consent.
Legal Professionals
To barristers, expert witnesses, or other legal professionals engaged to assist with your matter, subject to professional confidentiality obligations.
Legal Compulsion
Where we are required to disclose information by law, court order, or regulatory authority.
6. Data Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include 256-bit TLS encryption for data in transit, access controls and role-based permissions within the LCMS, regular security audits and vulnerability assessments, and secure hosting within government-approved infrastructure. Despite these measures, no method of electronic transmission or storage is 100% secure. We encourage you to use strong passwords and to log out of the Client Portal after each session.
7. Data Retention
We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Case files and legal matter records are retained in accordance with the National Archives Act and the Records Management Policy of the Government of Papua New Guinea. You may request information about our specific retention periods by contacting us.
8. Your Rights
Subject to applicable law, you may have the right to:
Access
Request a copy of the personal information we hold about you.
Correction
Request that we correct inaccurate or incomplete information.
Deletion
Request deletion of your information, subject to our legal obligations to retain certain records.
Objection
Object to certain uses of your information, particularly for analytics or marketing purposes.
Withdrawal of Consent
Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.
9. Children's Privacy
Our online services are not directed to children under the age of 18. If you are under 18, please have a parent or guardian contact us on your behalf. Where legal matters involve minors, we handle such information with heightened care and in accordance with applicable child protection legislation.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in law, technology, or our practices. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify registered portal users. Continued use of our website or portal after such changes constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact the OPS Privacy Officer:
privacy@ops.gov.pg
Address
OPS Head Office, Waigani, NCD, Papua New Guinea
Hours
Monday – Friday, 8:00 AM – 4:30 PM (PGT)