Privacy

This page tells you about the Employee Privacy Statement the University has in place to protect the privacy of its employees.
The University is committed to safeguarding the privacy of its employees' information. We have implemented measures to comply with our obligations under the Privacy and Personal Information Protection Act 1998 (NSW) ("the Act"), Health Records and Information Privacy Act 2002 (NSW) and other privacy laws including the Privacy Act 1988 (Cth) and the General Data Protection Regulation (EU). All employees are bound by the Act and by the UNSW Privacy Policy.
Note: The Employee Privacy Statement was updated on 11 October 2019.
 

Collection of your personal information

The University collects your personal information directly from you during the recruitment process, and upon commencement and throughout your employment at the University. It may also collect your personal information from other sources, but only with your consent or where required or authorised by law. For example, the University may collect personal information from professional associations, training providers, medical practitioners, or government agencies to verify that you meet the requirements of your employment.
Personal information collected by the University includes your tax file number, bank account details, health information, name, contact details, gender, ethnicity and health and disability information. It includes all personal information collected during recruitment (refer to the Employee Recruitment Privacy Statement).
Personal information is only collected for purposes that are directly related to and reasonably necessary for the legitimate functions and activities of the University. You will be advised of any consequences of not providing personal information requested by the University or where collection is required by law.
 

Security and retention of your personal information

The University stores your personal information in systems owned and managed by the University, and in other systems under license or by agreement. Service providers of such systems are contractually bound by the University’s privacy and security requirements. Access to your personal information is limited to University employees and contractors who have a legitimate reason to access the information.
The University is required by law to retain records that may contain your personal information for certain periods of time depending on the type of record.
 

Use of your personal information

Your personal information will be used to establish and manage your employment, provide you with services relevant to you as a University employee and to support the University’s planning and quality improvement activities. This includes:
 
  • corresponding with you;
  • verifying details for your employment including work rights and relevant training, licences and permits, health and background checks;
  • establishing and maintaining your employee Personnel File required to administer payroll, superannuation and other provisions to you as a University employee;
  • ensuring your safety in the workplace and managing your wellbeing in accordance with the University’s obligations as an employer;
  • conducting processes connected to your employment including in relation to probation, performance, conduct matters, claims, complaints, investigations, disciplinary action, fitness to perform work duties, reasonable adjustment requirements, workplace accommodations, training programs, and licence/permit or other such requirements;
  • for risk management, workers compensation and insurance purposes;
  • informing you about University activities or providing benefits and opportunities that may be of interest to you, such as;
    - recruitment, learning and development, equity/inclusion/diversity, and other opportunities available to University employees
    - general activities, news and information, events, courses, and fundraising appeals or workplace giving opportunities of the University or its controlled entities
    - benefits from third parties for University employees (e.g. salary, superannuation, travel)
  • obtaining professional services as required including legal, financial, insurance and work health and safety services;
  • for benchmarking, analyses, quality assurance and planning purposes; and
  • facilitating employee training, research and statistical analysis, systems development and testing, and data analysis to develop and improve services and activities (e.g. marketing, recruitment and human resources etc)
  • The University will seek your consent prior to the use of your personal information for any other purpose, except where that other use is authorised or required by law. If you give your consent you may subsequently withdraw your consent in writing at any time.

Disclosure of your personal information

Your personal information will be disclosed by the University only where necessary to support the uses outlined above. Where personal information is disclosed, it will be done only to the extent necessary to fulfil the purpose of such disclosure. Such disclosures include to:
 
  • government departments to satisfy the University’s statutory reporting obligations;
  • contracted service providers which the University uses to perform services on its behalf and whom are bound by the University’s privacy and security requirements (some providers being located outside New South Wales and/or Australia for which, as a result, personal information collected by the University may be transferred outside of New South Wales and/or Australia); and
  • external consultants or professional service providers that the University has engaged to provide specialised advice (e.g. legal, financial, insurance and work health and safety services).
 
The University may disclose your personal information where authorised or required to do so by law, including:
 
  • where disclosure is authorised or required by subpoena, search warrant, or other statutory instrument (including court orders, NSW Workers Compensation Commission orders);
  • to a law enforcement agency where such disclosure is necessary to investigate an offence where there are reasonable grounds to believe that an offence may have been committed;
  • to an independent medical examiner to conduct appraisals, tests or assessments connected to your employment where such disclosure is reasonable and necessary for the University to meet its statutory and legal obligations; and
  • where the University believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of you or another person.
 
In all other circumstances, the University will obtain your consent prior to the disclosure of your personal information. If you give your consent you may subsequently withdraw your consent in writing at any time.
 

Your rights in relation to your personal information

You have a right to view your Personnel File under The University of New South Wales Enterprise Agreements and may request a copy be made available to you.
You may request access to and amendment of your personal information that is held by the University, including for corrections, amendment, deletions or data portability. Any such request will be subject to any legal rights and obligations imposed upon the University to retain such information (e.g. retention obligations under the State Records Act).
If you wish to access, amend or delete your personal information, or withdraw consent for a specific use or disclosure of your personal information, you should contact your Divisional or Faculty HR Business Partner/Consultant.
 
UNSW Human Resources - Business Partner
 
For more information on how the University manages personal information, all other privacy enquiries, and how to make a privacy complaint, contact the:
UNSW Privacy Officer
Telephone: (02) 9385 8369 (International +61 2 9385 8369)