Privacy Statement for Staff Information

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Privacy Legislation

The University of Melbourne complies with the provisions of the Information Privacy Act (VIC) 2000 and the Health Records Act (VIC) 2001 in its treatment of personal and health information (referred to collectively in this document as personal information) regarding staff.

What do we collect and how

• Personal Information

  The University collects personal information about you during your employment. The personal information which may be collected includes name, date of birth, address, tax file number, banking details, superannuation details, qualifications, performance appraisals, details of paid outside work /directorships and referee reports and other information.

  The information is collected from several sources. You provide us with information when you complete employment forms and when you enter data directly into our computerised HR system. Other people such as your supervisor and nominated referees will provide us with information about you.

  All HR forms and processes that collect personal information will have a reference to the University's Privacy web site and this statement.

• Health Information

  Health information is collected when you commence as part of the University's occupation health and safety monitoring. A brief medical/vaccination history is requested in order to identify any areas where there could be a health or hazard risk. The information is assessed and then stored by the Occupational Health Unit. On receipt of a written request the information may be provided to our Risk Management Office, where it is required to manage or administer a work cover issue.

Why does the University collect the information

The primary purpose for collecting the information is to maintain your employee record and to administer your employment, salary and superannuation. Information may also be used in other related HR processes. The information may also be used in an aggregate (non-identifying) form to report on workforce profiles and where required to external bodies.

Accuracy, Security and Storage of Information

The University holds personal information in computer and paper based records. It takes all reasonable steps to ensure that the personal information it holds is accurate and complete and that it is protected from misuse, loss, unauthorised access or disclosure.

Disclosure of Information

The University will only disclose information as required or permitted by law, or with your consent.

Access to personal information

You have direct access to your personal information unless it is deemed that it would have an unreasonable impact on the privacy of others. Otherwise, access to and correction of personal information are handled in accordance with the Freedom of Information Act 1982. Applications under that Act should be addressed to the Senior Vice-Principal.

Job Applications

Information provided by job applicants is used solely for the purpose of the recruitment function. The information is disclosed only to staff/ panel members involved in the selection process and remains confidential. The University keeps an electronic copy of applications and disposes of these six months after the recruitment process is completed.

University Privacy Officer/ Privacy Policy

The University's Privacy Officer is the University Secretary, Ms Janet White. The Privacy Officer's website, contains the University's Privacy Policy and provides detailed information about the contact details, complaints procedures and other aspects of the University's privacy regime.

Questions

If you have an enquiry about your privacy rights in relation to the collection of information please contact the University's Privacy Officer.