Home - Can we keep documents with personal information?
June 27, 2021 on chapter Privacy and data protection

What personnel records are we able to request and retain from new employees? Is it okay to have copies of documents that include personal information?

The Privacy Act 1988 (Cth) allows employers to collect personal information from employees for the purpose of keeping employee records and managing their employment.

Generally, the personal information you are able to retain includes:

  • the employee’s personal and emergency contact details;
  • information about terms and conditions of employment;
  • wage or salary details;
  • leave balances;
  • records of work hours;
  • records of engagement, resignation or termination of employment;
  • information about training, performance and conduct;
  • taxation, banking or superannuation details; and
  • union, professional or trade association membership information.

Generally, where personal identifying documents are directly related to the management of an employee’s employment, they can be requested. However, it is encouraged that you communicate to your employees the reason you are requesting and storing their particular information.

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