The purpose of this policy is to recognize The Up Family ’s obligations to protect the privacy of employees, in addition to providing a right of access to employee records provided by the State Industrial Relations Act & the Federal Fair Work Act and current Legislation
The policy refers to all Employee records and information collected throughout the organisation. This includes data and photographs.
An employee’s records are a record of personal information either conventional or in electronic format relating to the employment of a person. The record comprises information about employment, including health, recruitment and selection, terms and conditions of employment, performance, discipline, and resignation. Employees records are confidential and kept in locked storage.
This policy also relates to photographs and video footage that may be taken of employees working on site or at social functions.
Personal information must only be collected for purposes necessary to the functions and activities of The Up-Family. These include selection, employment, appraisal, discipline, remuneration, and enable administrative activities. Information, data and photographs are also collected at times for the purpose of advertising and reporting of events within the company. This use may be through Social media and internal advertising as well as public media forums for advertising of our services.
Personal information must only be collected by means that are permissible by law.
Where reasonably possible, The Up-Family will only collect personal information directly from the employee to whom the information relates. Frequently this will be collected from official The Up-Family forms, but it may also be collected from email, letters, photographs being taken or other forms of communication.
If the Up Family collects personal information about an individual from a third party e.g. a building company, reasonable steps must be taken to ensure that the employee is or has been made aware of the collection and the reason for the collection and it is documented.
The Up Family must not use the information for a purpose other than that for which it was collected unless:
If the Up Family uses or discloses personal information (authorised above), it must make a written note of the use of disclosure and of the reason for its disclosure.
Current and previous staff members are entitled to know whether personal information about them is held by The Up Family, the nature of the information, the main purposes for which it is used and their entitlements to gain access to it.
Access to personal information includes opportunity for the employee to inspect records, take notes or obtain a photocopy or computer printout, however, this must be in the presence of the Human Resources Officer and/or the CEO, and signed for.
The Up Family will provide the employee access to their personal record upon request by the individual, except where:
Access to employee records is provided to the staff member, nominated supervisor or Executive Team member for positions in their line of responsibility.
The Up-Family will not disclose personal information to anyone or any organisation, unless:
The Up-Family must provide reasons for denial of access or a refusal to correct personal information.
Departments such as Human Services, Immigration and Ethnic Affairs, Taxation and ASIO sometimes have a lawful need to access personal information held by The Up Family. Where this need exists, it is recognised in the legislation which establishes the departments and regulates their functions. While the Up Family wishes to be cooperative with the Commonwealth, it has a duty to its staff. Therefore, any Commonwealth Department requiring personal information should be informed that The Up Family will supply personal information only in response to a formal notice under the Department's legislation and notification to the employee concerned.
The Up Family will take reasonable steps to protect the personal information it holds from misuse and loss and from unauthorised access, modification or disclosure.
Any grievance arising from the application of these arrangements shall be managed with high priority. Please contact management directly should you have any concerns.