1. POLICY STATEMENT
Consolidated Rutile Limited recognises the importance of protecting and securing employee information, and is committed to ensuring the privacy and confidentiality of all employee details and personal information as per the Privacy Act 1998 (Cth).
2. PURPOSE
The objective is to ensure privacy and confidentiality is established and maintained so information pertaining to current and prospective Consolidated Rutile Limited employees is protected and secure in accordance with legislative requirements.
3. SCOPE
All employees of Consolidated Rutile Limited.
4. POLICY
4.1 Collection of Personal Information
Personal information will only be collected where necessary for the Company to provide its services. Information may be collected in person or writing; via telephone, email, or website.
Situations in which Human Resources may collect personal information include:
- recruitment and selection of staff and contractors;
- engagement of staff and contractors;
- personnel administration;
- when required by law or certain government agencies;
- in connection with suppliers to ensure they are able to provide required services.
Human Resources may collect personal information via third parties during the course of recruitment and engagement or during current tenure. Third parties may include:
- recruitment and / or Human Resources service providers;
- health professionals;
- insurers and insurance brokers;
- nominated referees.
4.2 Disclosure of Personal Information
Where necessary to perform its function, Human Resources may disclose employee’s personal information to third parties including, but not limited to:
- service providers;
- nominated referees;
- health professionals;
- worker’s compensation bodies;
- insurers;
- fund administrators;
- government agencies;
- financial institutions.
Information will only be provided to third parties where it is a requirement for the third party to provide a service of function to Consolidated Rutile Limited and where consent has been provided by the employee.
In some instances Consolidated Rutile Limited is required by law to provide personal information such as the Australian Taxation Office. In these circumstances, Consolidated Rutile Limited must comply, and may not request employee consent.
Enquires from Financial Institutions
Information concerning salary or wages, employment history, status of employment (full or part-time) and length of service will only be given if authorised in writing by the employee.
Enquires form Prospective Employers
Consolidated Rutile Limited does not provide written references to employees. A Statement of Service is available for Human Resources. Should a prospective employer contact a Consolidated Rutile Limited employee for a reference, information provided must be accurate, fair and based on facts. A referee may wish to decline to provide a reference.
4.3 Security of Personal Information
Personal information may be stored electronically or in a hard copy.
All personal information recorded in hard copy will be stored on the employee’s personnel file or in lockable filing cabinets. All personal information recorded electronically is stored on the Company’s Human Resources server.
All personal information regarding unsuccessful candidates collected during the recruitment and selection process will be shredded or deleted from the Company’s system after a twelve (12) month period.
4.4 Access to Personal Information
In most circumstances, we will provide you access to you personal information.
Requests for personal information must be made in writing to Consolidated Rutile Limited Human Resources.
In certain circumstances, we may not allow access to your personal information. These may include circumstances where:
- it would have an unreasonable impact on the privacy of others;
- the information relates to existing or anticipated legal proceedings;
- the information would reveal commercially sensitive information;
- providing access to the information would prejudice certain investigations;
- we are required by law not to disclose that information;
- we are requested by an enforcement body performing a legal security function not to provide access as it may damage the security of Australia.
Information from personnel files will only be provided to Company Officers where authorisation has been provided by a member of Human Resources.
4.5 Accuracy of Personal Information
In order to ensure the personal information we use and disclose is accurate and up-to-date, Consolidated Rutile Limited has implemented a number of policies and procedures as published on the Company Intranet.
In addition, you may be contacted in the course of your employment to update necessary contact information.
5. MANAGEMENT RESPONSIBILITIES
To ensure that:
- employees are informed of and understand the process;
- concerns raised in the process are fully investigated and dealt with promptly;
- the parties act in accordance with the Company’s Equal Employment Opportunity Policy;
- discussions and relevant information are kept confidential.
Where an employee believes this policy may have been breached, he/she should disclose that interest by confidential letter to the Human Resources Representative so the matter may be confidentially discussed.
It is recognised that situations may arise which, while apparently in conflict with this policy, may be acceptable to the Company, however it is important that all such situations be discussed with and approved by Senior Management.
6. DEFINITIONS
“Personal information” is any information or an opinion which identifies an individual whose identity is apparent or can reasonably be ascertained from the information.
Personal information does not include an “employee record”.
An “employee record” is a record of personal information relating to the employment of the employee. This includes information relating to the:
- engagement, training, disciplining, resignation or termination of an employee;
- terms and conditions of employment of the employee;
- employee’s personal and emergency contact details;
- employee’s performance of conduct;
- employee’s hours of employment, salary or wages;
- employee’s membership of professional or trade associations;
- employee’s recreation, long service, sick, personal, maternity, paternity and other leave;
- employee’s taxation, banking and superannuation affairs.
