Staff privacy collection notice

The University will collect Personal Information about you throughout your employment or engagement. Such information may include, but is not limited to:

• Your name, date of birth, gender or gender identity, digital identity information, visa information, personal email address and address;
• Emergency contact details;
• Tax file number, banking and superannuation details;
• Qualifications, referee reports, professional memberships;
• Performance appraisals, attendance at work related events and training courses;
• Details of paid outside work or directorships;
• Conflict of Interest, International Activity and other declarations;
• Opinions, beliefs and other commentary done in the course of performing or purporting to perform your role, its functions and duties;
• Staff photographs, CCTV images, Voice and Video recordings (e.g., via Online meetings);
• Health or medical information for the purposes of supporting your employment or engagement at the University;
• Recruitment information, including fitness for work checks, police clearances and working with children checks;
• Leave information, including types of leave that may include your health, cultural or religious and other sensitive types of information;
• Access to and use of work-based University IT systems; and
• Other information relevant to your employment and work-related matters.

The primary purpose for collection Personal Information is to manage your employment relationship with the University. 

Your Personal Information is collected and used for other related University processes, which may include: 

• Data Analysis:
  • Assessing workforce trends.
  • Monitor employee performance.
  • Conducting research to improve employee satisfaction and productivity.
• Quality Assurance:
  • Ensuring compliance with University policies and procedures.
  • Evaluating and improving HR practices.
  • Conducting internal audits and reviews.
  • Ensuring workplace safety and compliance.
• Administrative Processes:
  • Managing payroll and benefits.
  • Facilitating training and development programs.
  • Supporting health, safety, and wellness initiatives. 

Where practical, for this secondary purpose the Personal Information is in an aggregate or a non-identifying form.

The information is often collected from several sources. 

For instance: 

• Information provided in your Job Application;
• Completed employment forms;
• Entering data directly into our Human Resource Systems;
• Previous Employers and Nominated referees;
• Employment history and employment-related matters;
• Subscription to UWA services;
• Any other forms and processes that collect Personal Information to support your employment at the University.
• Your access and use of work-based University IT systems.

The University will only use or disclose your Personal Information if fair and reasonable under the following circumstances:

• For the primary purposes for which it was collected; or
• For a related purpose (or secondary purpose) which you might reasonably expect and;
  • Where you have provided consent to the disclosure ; or
  • Where it is necessary to prevent or lesson a serious threat to life, health, safety or welfare ; or
  • Where the University is required or permitted to do so by law, such as sharing your information with external bodies like the Australian Taxation Office, to meet mandatory reporting requirements, or
  • Where the University has engaged a contracted service provider or partner to perform legitimate functions on our behalf, such as those outlined in this statement (above).

The University will not disclose employment information it holds about you to third parties including relatives (such as a spouse), without your consent. The University will not confirm you are or have been an employee of the University, except as outlined in this statement.

You may request access to, or correction of, Personal Information we hold about you, unless providing you with access would have an unreasonable impact on the privacy of others or would contravene the University’s other legislative obligations. 

Access to and amendment of your employee records can be requested under the Fair Work Regulations 2009 (Cth), and staff are encouraged to contact Staff Resources Team as many requests can be managed using existing HR processes and forms. 

At times, the University may require requests for personal information to be made in accordance with its Information Privacy policy or where required more formally under the Freedom of Information Act 1992 (WA).