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We collect your personal information during recruitment, onboarding, and throughout your engagement or employment with the University. We primarily collect information directly from you but in some circumstances, information may be provided on your behalf (e.g. by employment verification services, professional associations, training providers, medical practitioners, or government agencies) to verify your employment requirements. We only collect information from third parties with your consent or as authorised by law.

Examples of personal information we collect include:

• Name, contact details, date of birth, gender, and emergency contacts
• Referee details and previous employment information
• Tax file number, citizenship, passport and visa details, superannuation and bank account details
• Health and disability information (where relevant)
• Rights to work information or visa information
• Educational qualifications
• Optional information about your race/ethnicity and sexual orientation/gender identity.

Before your onboarding, we may conduct background checks (e.g. qualifications, employment history, criminal records, sanction checks, reference checks) for compliance and verification. These checks use your information solely to assess your suitability for employment.

During your employment we will continue to collect information regarding your ongoing work and employment.

We use your information to manage your employment or engagement with the University, including:

• Recruitment, selection, appointment, onboarding and work rights verification
• Payroll, superannuation, insurance, and travel management
• Supporting employment-related requests (e.g. leave) and staff appraisals, probation, and promotion
• Access to University systems and facilities
• Contacting you or your emergency contact if there are concerns for your welfare or safety
• Managing workplace health, safety, risk, and workers’ compensation
• Managing performance, conduct, and disciplinary processes
• Staff training and development
• Benchmarking, reporting, quality assurance, planning, and analysis (including confidential and aggregated reporting)
• Monitoring user activity logs (e.g. network access, IP address, wifi access, user actions) to maintain cyber security, respond to threats or incidents and manage resource utilisation
• Supporting compliance with legal obligations (e.g. to the Australian Taxation Office, Department of Education, or Department of Home Affairs)
• Providing relevant University news, opportunities, and services.

We may also use or disclose your personal information:

• For purposes directly related to those above
• When required or authorised by law
• With your consent.

The University may use generative artificial intelligence (AI) and other machine learning tools to:

• Support teaching and learning activities
• Undertake research and analysis
• Improve administrative processes and service delivery
• Perform quality assurance and planning

Where these tools are used, your personal information will be handled in accordance with the University’s Privacy Policy and applicable privacy laws.

Your information may be shared with:

• Service providers engaged to deliver University functions (e.g. background checks for employment purposes, travel, payroll, ICT service provision and support), who are bound by our privacy and security requirements
• Government agencies, regulators, and law enforcement where legally required
• Other University of Sydney entities or affiliates for the purposes of employment, secondment, or placements
• External agencies for reporting, benchmarking, or equity initiatives, using de-identified and aggregated data wherever possible
• Other organisations where authorised by law.

Aggregated data with personal identifiers removed may be shared with agencies such as the Australian Bureau of Statistics, Workplace Gender Equity Agency, and university ranking bodies.

Your personal information is stored securely in University systems in accordance with:

• Acceptable Use of ICT Resources Policy (1.3MB)

We will hold your personal information for the minimum retention periods set out in the (NSW), and will dispose of your information securely when we no longer required it for a lawful purpose.

Under NSW privacy laws, you have the right to request access to and correct any personal information concerning you held by the University. Retention of your personal information is subject to the requirements of the Ìý(NSW). You can view and update most of your personal information in Sydney Student. Enquiries for access should be directed to privacy.enquiries@sydney.edu.au.Ìý

If you live or are located outside Australia, you may have additional rights. Please contact privacy.enquiries@sydney.edu.au.  If you are located outside Australia, you may have additional rights. Please contact us for more information.

If you believe that the University or a member of staff has not handled your personal information in a way that you expect, you can make a complaint. Find out more about making a privacy complaint.