This statement supplements the Information Privacy Policy and public Information Privacy Statement for the Department of Justice (the Department). It contains additional information about how your personal information will be collected and handled in connection with your employment (or potential employment) with the Department or the services you provide to the department as a contractor, volunteer, labour hire worker or external agency staff.
Definitions
Health Information
Means sensitive personal information that relates to a person’s health or disability. It also includes information about health services and preferences for future healthcare. The Department considers information about a person’s mental or psychological wellbeing to be health information.
Personal Information
Means information or opinions relating to an individual whose identity is apparent or can reasonably be ascertained from that information or opinion. This includes information such as names, dates of birth, addresses, unique identifier.
Sensitive Personal Information
Personal information related to a person’s racial, ethnic, gender, sexual, political, and philosophical identity or practices. It also refers to information about a person’s union or trade association membership, criminal records and their health, genetic, genomic or biometric information. This information is subject to additional privacy protections.
What personal information will the Department collect?
The department may collect a range of personal information (including sensitive personal information) about you, including the following:
- biodata such as name, date of birth and place of birth
- contact details, such as telephone number, home address, postal address, email address and emergency contact details
- identification documents, such as passport, driver’s licence and birth certificate
- education and employment history
- citizenship status and visa and work rights
- financial information, including your bank details, superannuation fund and tax file number
- diversity and inclusion information, including racial or ethnic origin, disability and gender identity
- details about your ability to hold and maintain a security clearance
- details about your membership of a trade union or a political, professional or trade association
- health information, including vaccination status, fitness to work and information about workers’ compensation claims.
Why does the Department collect, hold, use and disclose this information?
The department collects, holds, and uses your personal and sensitive personal information to manage your employment relationship. This includes, but is not limited to:
- assessing your suitability and eligibility for employment with the Department (or to provide services to the Department), including assessment of conflict of interest and through criminal screening and security vetting checks
- maintaining relevant employment, payroll, and other administrative records
- managing and administering arrangements involving the provision of services to the department by contractors, volunteers, labour hire workers and external agency staff
- managing your entitlement to provisions under the relevant awards/industrial agreements, policies, and other relevant legislation and legislative instruments
- management and assessment of workers’ compensation claims
- undertaking human resources functions, including those relating to diversity and inclusion, workforce planning and engagement, learning and development, data and analytics, and performance management
- undertaking emergency management functions and activities
- meeting the Department’s obligations under the Public Sector Management Act 1994, Prisons Act 1981 (WA), Young Offenders Act 1994, Work Health and Safety Act 2020, and other legislation relevant to the Department’s role as an employer (or recipient of services provided by contractors, volunteers, labour hire workers and external agency staff)
- preventing, detecting, investigating or dealing with misconduct and fraud or other unlawful activity.
The department uses and discloses personal information for the primary purposes for which it is collected. The department will only use your personal information for secondary purposes where it is permitted to do so under the Privacy and Responsible Information Sharing Act 2024
Who will the department disclose your personal information to?
Your personal and/or sensitive personal information may be disclosed to individuals and entities such as:
- previous employers, educational organisations, and other external agencies to conduct suitability and eligibility checks, including to obtain referee reports
- labour hire firms and organisations that supply contractors, to manage and administer labour hire arrangements and other arrangements involving the provision of services to the department by contractors
- Contracted security providers to manage Security Access Cards
- Insurance Commission of Western Australia (ICWA) to manage workers’ compensation claims and in relation to work health and safety matters
- Government Employees’ Superannuation Board (GESB) for superannuation disbursement and assessment of entitlements or claims
- medical agencies/ practitioners to assist the Department to manage and assess medical conditions
- external investigators to conduct or assist with misconduct or fraud investigations
- Public Sector Commission to administer the Public Sector Management Act 1994 and related legislation
- Australian Taxation Office (ATO) in relation to salary, superannuation and taxation matters
- Office of the Auditor General (OAG) to assist with audit and assurance services
- Union/s to notify of matters pertaining to your employment as required by relevant industrial instruments or other policies
- security vetting entities to obtain and maintain security clearances
- Western Australian Police and the Australian Criminal Intelligence Commission to obtain criminal history checks
- State bodies that administer working with children and vulnerable people checks to verify these checks
- Department of Finance, to allow the department to deliver corporate services
- judicial and quasi-judicial bodies in relation to litigation, claims, disputes and complaints
- legal services providers to allow the department to obtain legal advice and representation
- other state or federal Public Sector agencies to facilitate the movement of staff between agencies and, where appropriate, to share information about Code of Conduct investigations, breaches, and sanctions
- other Australian Public Sector agencies, State and Territory bodies, and third parties where you are involved in stakeholder consultations.
- emergency services or contracted agencies for emergency management purposes or where emergency assistance is required, including where there is a serious threat to life, health, or safety
- any request authorised for release in accordance with the Freedom of Information Act 1992.
Exemptions
In some situations, the Department does not have to follow privacy requirements, such as when:
• it is reasonably necessary for law enforcement
• another law gives specific directions on how the information must be managed; or
• the information is already publicly available.
Storage and Protection
We keep your information secure and manage it according to the Western Australian Government Cyber Security Policy, the Privacy and Responsible Information Sharing Act 2024, and the State Records Act 2000 (WA). Records are stored, protected, and disposed of based on their sensitivity, with safeguards to prevent unauthorised access, misuse, disclosure, or loss.
Accessing or correcting your personal information
All current and former employees are entitled to access their personal information in accordance with the Department’s Personnel File Policy. Under the Freedom of Information Act 1992, you have the right to access personal information held by government agencies. You can also ask us to correct information you believe is inaccurate, incomplete, outdated, or misleading.
Some employee personal information can be accessed and corrected by you directly in the HR Kiosk or by lodging a My HR Online Enquiry. To request access or a correction to other information, submit a written application to access your personnel file.
Privacy Policy
This statement is supported by our Privacy Policy, which explains how we manage privacy obligations. You can request a copy of the policy by contacting the Manager, Privacy and Responsible Information Sharing at pris@justice.wa.gov.au.
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