The University Of Newcastle Collection Statement

This Collection Statement sets out how your personal information will be collected, managed and protected in relation to recruitment opportunities and activities, including appointment, and onboarding processes where applicable.

If you are successful in securing a position at University of Newcastle (we, us or our), personal information collected during the recruitment process will form part of your employment record. This information will be managed in accordance with the relevant Privacy Management Plan. The Privacy Management Plan includes additional information about how information is collected, used, disclosed, and managed in relation to employees.

Collecting your personal information

LiveHire Limited at Level 13/50 Carrington St, Sydney NSW 2000 (LiveHire) will be collecting your personal information on our behalf when you apply for a role with us. Personal information will be requested and collected at registration and as part of the recruitment processes.

If you do not have a LiveHire Talent Profile, one will be created for you as part of the online application process, using your personal information that you provided as part of that online application process. This means that we and LiveHire may use your personal information to contact you about future job opportunities with us as part of our Talent Community.

Personal information collected may include your name, contact details, career history, qualifications, skills, training, working with children checks if relevant, and psychometric profiles. Information will also be collected during interview processes.

We rely on the personal information you provide to be complete, up to date, accurate and truthful. If you provide any false or misleading information, we may disqualify your application and/or if appointed, terminate your employment without notice.

We may also collect information from other parties where relevant, including:

  • licensing authorities.
  • appointed selection panel and hiring managers. In some cases, a recruitment activity may require meeting with, or providing a job talk to, a selected group of key staff. The input of those staff may also be considered as part of the recruitment process. Where this may be required, candidates will be informed as part of the recruitment processes.
  • internet or social media searches, including job search or professional networking websites (e.g. LinkedIn, etc.) where you may have made data about yourself publicly available.
  • previous employers.
  • recruiters, staffing companies, or websites who may introduce or direct you to us.
  • police and agencies who provide background checks where applicable.
  • Resume databases.
  • testing providers.

We may also contract with a third party to perform pre-employment background screening and employment references. The content of background check information may include information gathered from publicly available sources, your former employers or colleagues, educational institutions you have attended, credit reporting agencies, and criminal records databases.

If you do not provide your personal information we require, this may limit our ability to provide you with relevant information about job opportunities, recruitment activities, answer your queries, or process your employment application.

Where you provide details of referees, it is your responsibility to ensure that these persons are aware that you have forwarded their details and have consented for you to do so.

We may request more detailed personal information from you, on a voluntary basis, to assist us to provide support and services to disadvantaged equity groups and create equity candidate pools.

Where a position has been identified or targeted by us, (to address under-representation or as a result of an inherent role requirement) the provision of additional relevant personal information may be considered mandatory.

We may also request additional information, such as gender, for non-identified roles. This is for reporting purposes.

Using your personal information

Your personal information will be used:

  • to administer and manage your registration.
  • to communicate with you about your application to work with us.
  • to communicate with you more generally about working with us, any employment searches and/or queries you may have regarding recruitment processes. This includes communicating with you about future employment opportunities if you have consented.
  • to manage and assess your application, interview, and suitability for employment.
  • for quality improvement, planning, and reporting activities in relation to recruitment, appointment, and onboarding processes where relevant. This may including data analytics that can improve the university’s recruitment processes and help us better understand our applicants to support how the university may attract the best candidates.

Sourcing candidates for future employment opportunities

To ensure we attract the best candidates, we may consider and use publicly available information and contact individuals directly who may be considered suitable for a recruitment activity. This collection statement will apply to the subsequent collection and management of any information collected by us as a result of this contact.

Disclosing your personal information

We may provide personal information where relevant, to contracted third parties to facilitate recruitment processes. This may include:

  • recruitment agencies and Executive Search firms
  • referees
  • background checking agencies
  • licensing authorities and educational institutions in order to verify information about you
  • psychological profiling and background screening services.
  • providers of relevant information systems and services.
  • companies providing video interviewing and interview assessment services.
  • testing providers.

We use contracted third parties to assist us in providing systems and services that are relevant to the recruitment and appointment of staff. We take reasonable steps to ensure that these organisations have compliant privacy procedures in place and are only allowed to use your personal information to assist us in undertaking our recruitment activities.

We will not disclose your personal information to a third party outside the scope of this notice or without your consent, except where required or authorised by law.

Managing your personal information

Access to your information is restricted only to our authorised personnel and contracted third parties on a need-to-know basis.

Any personal information held by us will be treated in the strictest confidence. We are committed to taking all reasonable steps in order to protect your privacy and personal information from misuse, loss or unauthorised access, modification or disclosure.

Your information will be retained in accordance with our retention procedures and legislated obligations, and to support opportunities for employment, collaboration or engagement with us.

Further Information

You can contact our Human Resource Services Unit in relation to this privacy statement or make a request by writing to the Chief People & Culture Officer, University of Newcastle, University Drive, Callaghan NSW 2308, or by contacting the Talent Acquisition team at employment@newcastle.edu.au.

Further information about how we manage privacy, including how to make a complaint please contact the Privacy and Rights to Information Officer, at privacy@newcastle.edu.au.