Staff and Applicant Information
The University handles staff information in accordance with the Privacy and Data Protection Act 2014 (Vic) and other applicable legislation.
La Trobe University (University) is committed to the responsible collection, use and disclosure, storage and disposal of staff and prospective staff (i.e. applicants’) personal and health information (together referred to as staff information in this Notice).
The University holds information in hard copy and electronic forms. The University uses a range of measures to protect the information it holds, including (but not limited to):
- education and training - to ensure staff understand their obligations when handling personal and health information;
- technological security measures - including firewalls, anti-virus software, access controls, and multi-factor authentication (where possible); and
- physical security measures - such as security passes to access offices.
This Privacy Collection Notice applies to the collection of staff information as part of employee recruitment and throughout the lifecycle of employment at the University. It is intended to outline non-exhaustively: -
- how the University collects staff information,
- the purposes for which it is collected,
- what the University uses such information for and to whom it is may be disclosed,
- any laws that may require information to be collected; and
- the main consequences if information is not provided.
This Privacy Collection Notice is regularly updated and it is important that all staff regularly check the Notice for changes.
For information about how the University handles personal and health information more generally, please also refer to the University’s Privacy Policy.
- Personal information is information or an opinion (including information or an opinion forming part of a database) that is recorded in any form, whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion (see Privacy and Data Protection Act 2014 for the full definition).
- Health information includes information or an opinion about the physical, mental or psychological health of an individual; or a disability of an individual (see Health Records Act 2001 (Vic) for the full definition).
The relevant law
The University’s handling of staff information is governed by the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic). The University is also subject to the federal Privacy Act 1988 (Cth) and other federal legislation in respect to certain staff information (e.g. tax file numbers), as well as international laws in so far as they are applicable (together referred to as privacy legislation).
The University will only collect staff information when it is necessary for, or directly related to, one or more of its functions or activities. This includes:
- to assess your application for employment and administer your employment, salary and entitlements;
- maintain your employee record and provide associated services such as ICT, parking, memberships; and
- to meet the legislative requirements of the University, including compliance with the Enterprise Agreement.
Laws Requiring Collection
The University will also collect staff information in order to meet its obligations under various legislation including the:
- Fair Work Act 2009 (Cth)
- Superannuation Guarantee (Administration) Act 1992
- Payroll Tax Act 2007
- Taxation Administration Act 1953 (Cth)
Staff information may be collected directly by the University or via its contracted services providers, including when you:
- provide information in person or by telephone;
- submit online and paper forms or applications;
- access the University’s IT systems or its contracted service providers digital resources (e.g. event management platforms), which may include analytical data;
- attend campus or facilities managed by the University (e.g. CCTV cameras may be in operation) and/or participate in online meetings or other activities, which may be recorded; and
- access University employee support services.
Collection from third parties
Wherever practicable, the University will collect staff information directly from you. However, where necessary and appropriate, the University may also collect staff information from third parties.
Wherever practicable, the University will make you aware of the type of information collected from the third party.
The following is a non-exhaustive summary of examples where the University may use your staff information within the University and disclose it to third parties.
Unless the use/disclosure is permitted by law, we will obtain your consent to the use/disclosure of your personal information where it is not covered by this Staff Information Privacy Collection Notice at the time it is collected.
Use of staff information within the University
Staff information may be shared and used by different parts of the University where there is a legitimate need and having regard to the nature of the information.
The University will use your staff information to manage all aspects of the employee lifecycle as summarised below.
- Manage all aspects of the employee lifecycle, including day to day administration, the provision of reasonable adjustments, services such as parking and space allocation and access;
- Determine and process salary payments and other employee entitlements;
- Correspond with you;
- Monitor the University’s compliance against its compliance obligations and other commitments;
- Manage health issues, worker compensation claims and return to work activities;
- Prevent and detect unlawful activity such as fraud or the misuse of the University’s IT systems;
- Manage employment related concerns and issues such as misconduct;
- Compiles statistics, undertake surveys and conduct other research for the purpose of planning, employee satisfaction and quality assurance;
- reporting amalgamated, de-identified findings at conferences or in research publications
- As part of a data matching program, for purposes including reporting and analytics (which will be aggregated wherever practicable), policy development, statistical research and evaluating current and future operational needs. Please note that a data matching program will only occur after a Privacy Impact Assessment has been completed and in compliance with the law.
Disclosure of staff information to third parties
Staff information may be disclosed to third parties in order to meet the University’s legal obligations and in circumstances where there is a legitimate need, and the University is satisfied that the third party will handle the information to the same or similar standard as the University. This may include:
- Government departments or related entities as part of our reporting requirements including:
- Australian Taxation Office;
- Centrelink;
- Department of Home Affairs;
- UniSuper or your nominated superannuation scheme;
- Your bank or other nominated financial institution for the payment of salary;
- Third parties (such as IT service providers e.g. electronic voting service providers) in order for them to provide services on the University's behalf.
- Former employers or education providers for the purposes of verifying employee application information and/or qualifications;
- Contacting your representative or emergency contact as appropriate;
- Law enforcement agencies investigating alleged criminal activity, where it is necessary to lessen or prevent a serious threat to an individual or where there may be a serious threat to public health and safety.
- Circumstances where the University is legally compelled to provide information such as pursuant to a legal subpoena or warrant.
La Trobe may occasionally transfer your information outside of Victoria or Australia. Examples of when this may occur include when you are engaging in work overseas on behalf of the University, or when La Trobe stores information in a cloud-based application located outside of Australia.
In the event this occurs, La Trobe will take all reasonable steps to:
- ensure the receiving or contracted party handles your private information in a manner consistent with Australian privacy laws; and
- ensure the minimum amount personal information is disclosed, taking into account the relevant circumstances; or
- in certain circumstances, seek your consent.
Access and amendments to staff information
La Trobe will take reasonable steps to ensure that the information it collects, uses and discloses is accurate, complete and up to date. To ensure the quality and accuracy of the information that La Trobe holds, you must update your information when your employee details change. You can also make a request to the University to correct information which it holds. Such requests can be made by contacting ASK HR.
Subject to any exceptions in relevant laws, you may request to inspect your own personal information by contacting ASK HR, or by telephone: 9479 1234.
Consequences if staff information is not provided
You may elect not to provide La Trobe with your personal information. However, without this information, employment may not be possible and/or the University may be restricted in its ability to provide you with access to its employee services.
Further information
Questions about the collection, use and disclosure of staff personal information should be directed to privacy@latrobe.edu.au.