This human resources privacy policy outlines the personal information handling practices for employees and prospective employees in the OAIC
About this policy
Version 2.1, July 2018
This human resources privacy policy outlines the personal information handling practices for employees and prospective employees in the Office of the Australian Information Commissioner (OAIC). See our main privacy policy for when we handle personal information in wider circumstances.
We will update this policy when our information handling practices change. Updates will be publicised on our website and through our email lists.
Human resources personal information handling practices
Human resources personal information for the OAIC is managed and held by the Australian Human Rights Commission (the AHRC) on behalf of the OAIC. The OAIC has a Memorandum of Understanding (MOU) with the AHRC to undertake these services.
Under the MOU the AHRC is responsible for the safe keeping and maintenance of OAIC material in its custody and control. The MOU also provides that the AHRC will only disclose information contained in human resources files to the OAIC, except for the purpose of delivering service under the MOU, as required or authorised by law, or with the prior written approval of the OAIC’s Deputy Commissioner.
If the AHRC is required or authorised by law to disclose any information contained in human resources files to a third party, the AHRC will notify the OAIC as soon as practicable.
Throughout this policy, references to the OAIC’s human resources personal information handling include the management of the OAIC’s human resources activities and the handling of personal information related to those activities by the AHRC.
Personal information in human resources files
Human resources files hold personal information including:
employee, referee and emergency contact details
applications for employment and supporting documents
selection committee reports
employment contracts, and other records relating to terms and conditions of employment
details of financial and other personal interests supplied by employees and their immediate family members for the purpose of managing perceived or potential conflicts of interest
proof of Australian citizenship
certified copies of academic qualifications
records relating to salary, employment benefits and leave
medical certificates or health related information supplied by an employee or their medical practitioner
taxation details
banking information necessary to pay salary and wages
superannuation contributions
information relating to employees’ training and development
information about an employee’s performance
How we collect and hold personal information
The OAIC generally collects personal information directly from employees and applicants but may also collect personal information from an employee’s supervisors, other employees or intermediaries such as recruitment agents and personnel providers.
The OAIC may also collect personal information about employees and applicants from third parties, for example previous employers, when it is relevant to the selection process.
The OAIC collects personal information through the Australian Government SmartForm service when applicants apply for a job or lodge an application for the OAIC’s temporary employment register.
In rare cases we may collect sensitive information without your consent such as where it is necessary to investigate suspected unlawful activity or misconduct of a serious nature within our organisation.
Third-party service provider access to and use of personal information
The OAIC may use third-party service providers to process job applications and manage the recruitment process. We may disclose personal information about prospective employees to third-party service providers for this purpose.
Third-party service providers may collect, hold, use, and disclose personal information of prospective employees in the provision of recruitment services to the OAIC. These recruitment services may include reference checking.
Quality of personal information
The OAIC maintains and updates personal information in its human resources files as necessary, or when we are advised that the personal information has changed.
Storage and security of personal information
The OAIC takes steps to protect the security and confidentiality of personal information it holds. These steps include password protection for accessing our electronic IT system, audit trails of electronic systems and physical access restrictions. For further information see OAIC information technology security practices.
When no longer required, the OAIC destroys personal information in a secure manner, in accordance with the Australian Government Administrative Functions Disposal Authority (AFDA). Application files are stored for 7 years and then destroyed in a secure manner.
Purpose for which we collect, hold, use and disclose personal information
The OAIC keeps and handles human resources records to enable us to properly manage our business affairs and the employment of staff.
The purpose of keeping records on candidates for employment (application files) is to allow us to assess the suitability of candidates for employment at the OAIC.
The following people may use personal information held on human resources files for the purposes set out above:
Commissioner
Deputy Commissioner
Assistant Commissioners
Directors
Assistant Directors
staff and other individuals sitting on a employment selection committee
AHRC human resources staff
third-party service providers
Disclosure of personal information overseas
The OAIC will generally only disclose human resources personal information to an overseas entity if you agree, or if we are authorised or required by law.
Accessing and correcting personal information or making a complaint
You can access, and ask that we correct, the personal information we hold about you on our human resource files, or make a complaint about how we have handled your personal information, in accordance with the processes set out in the main privacy policy.
