Use and disclosure of personal information
RMIT will use and disclose personal staff information for purposes directly related to your employment relationship and for the purposes for which it was collected. Additional disclosures will only be made if required and/or permitted by law, or with your consent.
Examples of when we might use or disclose your personal information include:
- during the employment application process to work out if you’re the right person for the job
- at the start of an employment relationship to ensure we comply with our record keeping obligations and occupational health and safety laws
- during the employment relationship - for example, to help us to make decisions about remuneration increases, or appointments to new roles; for audit or quality assurance or compliance processes in which case personal information will be used in an aggregated manner or at group rather than individual level
- arranging work-related travel
- incidentally in the course of the employment relationship – for example if you’re using RMIT resources such as email or mobile phones and our normal business practices (such as email archiving) capture personal information disclosed by you or a third party
- where you’re unwell, have a disability or a medical condition, and we need to work out if you’re entitled to leave or benefits or support
- after the employment ends, where we might need to update information about you in order to ensure we comply with obligations, where we might need to update information about you to comply with obligations under tax and social security laws, to allow us to administer ongoing participation in employment benefit schemes, or to give a reference to future employers
- executing RMIT’s COVIDSafe Plan response. For example, contacting you about our COVIDSafe measures and your obligations when attending campus, and responding to government directions.
There are times when we might need to disclose your personal information to a third party for a purpose that is permitted by law. Examples include but are not limited to:
- your nominated financial institution for payment of salary
- your superannuation scheme e.g. Unisuper
- where the University or an entity of the RMIT Group is required by law to provide the information – for example, to government departments such as the Australian Taxation Office, Centrelink, the Department of Education and Training, the Department of Home Affairs, and Victorian Ombudsman
- agencies and organisations involved in tertiary education quality assurance and planning such as federal and state government, TEQSA and ASQA
- organisations that provide salary packaging benefits to eligible and participating staff members, such as Qantas Club membership, gymnasiums, childcare, car parking permits and novated leasing
- off-shore RMIT campuses, RMIT partners and research centres for any visits or overseas work undertaken by you
- contracted service providers which RMIT Group uses to perform services on its behalf (such as, recruitment, security, training program administration, recognition and rewards, infrastructure and IT service providers)
- RMIT’s legal or other professional advisors and consultants.
Treatment of personal information in use and access to RMIT resources
You will have access to RMIT resources to use in the course of your employment and for limited, reasonable personal use. Using these resources might result in the creation or capture of employee personal information – like the content of emails or calls, records relating to your physical location, telephone numbers messaged or called, sites visited, and social media sites that you have linked to your RMIT profile e.g. LinkedIn for RMIT issued micro-credential badges.
If you are accessing RMIT IT resources offsite or remotely, a non-RMIT issued phone number or personal email may be required to enable multi-factor authentication.
You should be conscious of this and recognise that such information might be accessed, viewed and used by RMIT for purposes directly relating to the employment relationship. Examples of use by RMIT might include use for the purpose of monitoring employee performance or use in workplace investigations (including disciplinary investigations) relating to alleged employee misconduct.
Accessing, viewing and use by RMIT may be either intentional (for example, as a result of proactive monitoring or auditing of our IT systems, recording of telephone conversations, campus security, or reviewing geographic location data) or unintentional (for example, viewed when looking for an unrelated email or document).
Your personal information will be used to administer RMIT employment resources and processes including:
- Employment Self Service (ESS) – Personal information contained within ESS can be accessed by authorised ITS staff for the purpose of managing the system and for providing access to staff who may have mislaid passwords or similar purposes; and by authorised Human Resources staff for the purposes of managing payroll services and maintenance of staff records. Access is limited to staff needing this information to adequately provide these services to staff.
- Staff directory – Workplace contact information (i.e. name, position title, workplace telephone, email address and location) is contained within the University staff directory hidden behind a staff log-in and in RMIT software applications such as Microsoft O365.
- Website – Staff contact information, personal profiles or photographs may be published on the RMIT website as part of local college, portfolio, school, business group or program information or promotion. This information will only be published for public access (i.e. not behind a staff log-in) with the knowledge of the individual staff concerned.
- Workplans – Information included within workplans will be reviewed by Human Resources to ensure that professional development activities meet the needs of the University and its staff. Workplans can also be viewed by the management line (between you and the Vice-Chancellor) and Human Resources for work-planning and performance management purposes and reviewing roles and responsibilities.