Privacy Statement

Purpose

This statement explains how Deakin University (Deakin) manages your personal information for recruitment and on-boarding purposes.

Recruitment and On-Boarding

Deakin’s on-line recruitment and on-boarding service is powered by PageUp and integrated with xRef, a referee management application which hosts resources to enable successful applicants to integrate into Deakin’s work culture.  PageUp People Pty Ltd and xRef (AU) Pty have entered into agreements with Deakin in which they are obligated to comply with privacy laws similar to those to which Deakin complies.

What personal information does Deakin collect?

Deakin will collect personal information relevant to the position you apply for.  This may include your name and contact details, employment history, educational history, professional associations

Deakin will also collect information about your racial/ethnic background, health, and any requirements for accommodation during the interview process. Provision of this information is voluntary.

How does Deakin collect your personal information?

Collection from You
Most personal information about you will be collected from you directly when you enter your personal information into Deakin’s on-line recruitment service. 

Collection from third parties
Deakin may collect personal information about you from publicly available sites such as Facebook or LinkedIn.  It may also obtain your personal information from third parties including recruitment agencies, referees, psychometric testing services, working with children registry and national police check registry.

If relevant to the position for which you are applying, Deakin may also collect your personal information from bankruptcy records, directorship searches and company searches.

Form of Collection
Deakin may collect your personal information in hard copy, electronic format or verbally.

 

How will Deakin use your personal information?
Primary Purpose of Collection
Deakin collects your personal information for the primary purpose of assessing and administering your application for employment.  If your application is successful, it will use the personal information collected to administer your employment. If your application is not successful it may use your personal information to consider you for other positions at Deakin.

Secondary Purposes of Collection

You may also expect that Deakin may use your personal information for the following purposes:

  • to communicate with you about your application;
  • if your personal information is publicly available, to invite you to apply for a position with Deakin;
  • to provide you with services, such as parking, hospitality;
  • for quality assurance, planning and benchmarking of Deakin’s recruitment and on-boarding practices
  • for legislative reporting requirements;
  • where required or authorised by law.

Deakin will also make de-identified information available to its Equity and Diversity Unit if you have volunteered information about race, ethnic background or health during the application process.

Who does Deakin disclose your personal information to?

Assessment and Verification
Deakin may disclose your personal information to external selection panel members and to your referees.  It may also disclosure your name and relevant details to verify your identity and the personal information provided by you or collected about you (e.g. education, professional affiliations).

Referees
Deakin will provide your name, contact details and the position you have applied for to your named referees.  Deakin encourages you to notify your referees that it holds the referee’s contact details and that they may seek access to the information held about them by contacting Deakin’s Privacy officer at privacy@deakin.edu.au.

Other persons with a need to know
Where appropriate, Deakin may disclosure your personal information to:

  • its legal advisors, professional advisors or consultants;
  • police, emergency and hospital personnel
  • your emergency contact or other person assessed as necessary to respond to an emergency.

Disclosure outside of Australia
If Deakin must communicate with a person or entity (a recipient) located outside of Australia to verify your personal information or to contact your referees, you should be aware that the privacy laws applying in the recipient’s jurisdiction may not be comparable to those in place in Australia.  By providing the relevant information to Deakin you are consenting to it disclosing your personal information to a recipient outside of Australia to the extent relevant to your application.

Other than as notified above, Deakin will not disclose your personal information to any other person or entity without your prior consent, unless it is authorised or required by law to do so.

How does Deakin store your information?
Your personal information will be stored in PageUp and xRef during the recruitment and onboarding processes.  The personal information of successful candidates will be transferred into Deakin’s on-line human resource management system, DeakinPeople.

If you are not a successful candidate, your details will be retained in Deakin’s recruitment database hosted by PageUp for a period of one year so that you may be considered for other employment opportunities.  If you do not wish you details to be retained, please email DeakinRecruit@deakin.edu.au and request that they be removed.

Consequences of not providing requested personal information

You are under no legal obligation to provide personal information to Deakin, however if the information requested is not provided, it may not be possible for Deakin to consider your application for employment.

Access and Correction
You may access your account at any time to update your profile and resume and create new applications. Please ensure that you keep your login and password private to prevent unauthorised access.

Personal information obtained during the application process will remain confidential and only disclosed to Deakin University staff who are involved in the selection process. Comments by your nominated referees are confidential unless the referee authorises the release of that information.

Deakin University manages personal information it holds, including requests by individuals for access to their personal information, in accordance with the Privacy and Data Protection Act 2014 (Vic).You have a right to gain access to your personal information held by the University.  Information about Deakin’s privacy practices is available at http://www.deakin.edu.au/footer/privacy. You may obtain further information about privacy at Deakin by contacting the Privacy Officer at (03) 5227 8524 or at privacy@deakin.edu.au

Information for Applicants located in the EU

Authority
Deakin University manages personal data under the authority of the Deakin University Act 2009 (Vic).  It collects your personal information for its business purposes and to meet its legal and regulatory obligations.

Data Protection Officer
The University Privacy Officer, Shirley Rooney, is Deakin’s Data Protection Officer for purposes of the General Data Protection Regulation 2016 (GDPR).

Data Subject Rights
You have the following data subject rights:

  • Access:  you may receive a copy of the personal data held by Deakin about you.
  • Correction:  You may request correction of the personal data Deakin holds about you.  In the first instance you should do so via the password-protected applicant portal. If you provide new or amended personal data, Deakin reserves the right to confirm its accuracy.
  • Erasure:  You may request that your personal data be deleted, subject to Deakin’s legitimate interests and legislative obligations.
  • Objection to Processing:  You may object to processing if you demonstrate that Deakin’s processing of your personal data impacts on your fundamental rights and freedoms (as contemplated by the GDPR). Your objection to processing may be denied if Deakin is able to demonstrate compelling legitimate grounds to process your personal data which override those rights and freedoms.
  • Suspension of Processing:  You may request that Deakin suspend the processing of your personal data if:
    • you want Deakin to establish the data's accuracy before processing it;
    • Deakin’s use of the data is unlawful but you do not want it erased from Deakin’s records;
    • you need Deakin to hold the data to enable you  to establish, exercise or defend legal claims; or
    • you have objected to Deakin’s use of your data but Deakin is in the process of verifying if it has overriding legitimate grounds to use it.
  • Transfer to you or to a third party: If we hold your personal data in an electronic format (e.g. a database) we will provide it to you, or a third party in a structured, commonly used, machine-readable format.
  • Withdrawing consent:  You may withdraw your consent to Deakin processing your personal data.  If you withdraw your consent, you may not be able to participate or continue to participate in the recruitment and on-boarding process and Deakin may not be able to offer you employment.

You may exercise your data subject rights by contacting Deakin’s Data Protection Officer at privacy@deakin.edu.au and providing written details of your request.