What information does Chisholm collect and why?

Chisholm Institute (“Chisholm”, “we”, “us”) collect your personal information during the recruitment and on boarding processes, and throughout your employment at Chisholm. We will mainly collect information directly from you. There may be circumstances where information may be provided on your behalf, for example, to verify that you meet the requirements of your employment, such as from professional associations, training providers, medical practitioners, or government agencies. We will only collect information from other sources with your consent or in accordance with the law.

Generally, the personal information that we collect from you to support your employment at Chisholm includes:

  • your name
  • personal and emergency contact details
  • date of birth
  • gender
  • referee details
  • tax file number and bank account details
  • citizenship, passport and/or visa details
  • superannuation information
  • health and disability details
  • previous employment details
  • your qualifications
  • details of paid outside work and directorships
  • other information relevant to your employment and work related matters.

The information is often collected from several sources. For instance, you provide us with information when completing employment forms and when entering data directly into our computerised PC&S system. Others, such as previous employers and nominated referees, other employees, and students, may also provide us with information about your employment history and work-related matters.

You are not required to provide us with all of this personal information, however, if you choose not to provide the information requested, it may prevent Chisholm from processing your application or employment related request.

If you are injured or become ill in the course of your employment or engagement as a contractor, we may also collect additional relevant information. This may include health information about your injury or illness, details of any WorkCover claim that you make, your return to work plan and any other health-related declarations, statements or assessments.

If you opt to provide it to us, we also collect information about your race/ethnicity, and sexual orientation/gender identity. This information is only used in aggregated reporting to help Chisholm provide the appropriate support services for its employees.

How do we keep your information secure?

We hold your information in secure and purpose specific business systems. These systems have access and security policies and procedures in place which are designed to protect your personal information and to ensure that only employees with appropriate authorisation can access this information.

The information is retained in accordance with the Public Records Act 1973 (Vic).

What will your personal information be used and disclosed for?

We will use and/or disclose your personal information to manage processes associated with your employment relationship with us, including for:

  • recruitment, selection and appointment functions;
  • verifying details for your employment including work rights and relevant qualifications,
  • licences or permits, health and background checks;
  • payroll processing;
  • superannuation administration;
  • insurance purposes and the management of work-related travel;
  • contacting or locating you or notifying the relevant authority or your emergency
  • contact if there are reasonable grounds to be concerned about your welfare or safety;
  • risk management, workplace health and safety and workers compensation matters;
  • managing and investigating performance, conduct, and disciplinary matters;
  • employees training and development;
  • benchmarking, reporting, analysis, quality assurance and planning purposes;
  • employees appraisals, probation and promotion;
  • informing you about Chisholm news and events, activities, courses and opportunities that may be of interest to you as an employee of Chisholm;
  • compliance, where we are legally required to provide information to the Australian Taxation Office, the Department of Education and Training and Victorian Government Department of Treasury and Finance or other Victorian Government agencies; and
  • additional specific services that are related to your employment. For example, for recruitment and travel management, Chisholm engages external service providers who will have access to your personal information. The providers performing these services are bound by Chisholm’s privacy and security requirements.

In addition, aggregated data about employees, with personal identifiers removed, is routinely provided to the Australian Bureau of Statistics, the Workplace Gender Equity Agency, Australian Higher Education Industry Association and various local and international education institutions ranking bodies.

Information provided by job applicants is used solely for the recruitment function. It is disclosed only to employees and/or relevant panel members involved in the selection process and is treated confidentially. This information is only retained for as long as it is required for the purpose it was collected and is then securely destroyed in accordance with our legislative obligations and our retention and disposal of records policies.

Chisholm will only use or disclose your personal information:

  • for the purpose for which it was collected (such as to meet the object and functions of Chisholm Institute including Education and Training Reform Act 2006.
  • for a directly related purpose
  • when we have the appropriate consent to do so, or
  • as otherwise required, permitted or authorised by law.

What rights of access and correction do you have?

You have the right to access and correct personal information about yourself under Victorian laws. As an employee, you are able to access and change some information held about you through The HR Kiosk.

If you have questions regarding the access and correction of other information about you held by Chisholm’s PC&S function, please contact please contact employeerelations@chisholm.edu.au or telephone 03 9212 5497.

There may be circumstances where access to information cannot be granted as it may compromise the privacy of another individual. In those instances Chisholm may require requests for access to be sought through the Freedom of Information Act 1982. Further information about this process is available on our Freedom of Information page.

How to make a complaint

If you think that we have breached your privacy, or if you wish to make a complaint about the way we have handled your personal information, you can contact us using any of the details on set out below under the 'Contact us' heading. Please include your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period of time. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about the further steps that you can take. 

How to contact us

For further information about our Privacy Policy or our privacy practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

The Privacy Officer
121 Stud Road, Dandenong, Victoria, 3175
Email: privacy@chisholm.edu.au.