What Data Can An Employer Request From An Worker?

As an employer, it’s comprehensible that it is advisable to receive sure data from staff. It’s sometimes essential, if not important, that you’ve got the contact particulars of your staff. Nonetheless, your worker’s privateness nonetheless must be revered within the office, and there are situations the place your worker can decline your request for data. 

On this article, we’ll clarify what data an employer can request from their staff and the conditions the place requesting data out of your worker can grow to be an invasion of privateness.

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What data from staff can employers request?

As an worker, you have to be conscious that you just’re required to maintain some necessary data on record. Due to this fact, as an employer, you have to be conscious that you could be be entitled to request this data out of your worker beneath the Fair Work Act 2009 and Fair Work Regulations 2009. As an employer, it’s a great privateness follow to inform your staff while you acquire their private data. 

As an worker, you’re required to help your employer by offering sure data essential for them to offer you your funds, superannuation and to uphold truthful work provisions that give rise to a mutually helpful working relationship. The knowledge you can be required to supply your employer contains the next: 

  • Your identify
  • Your tax file quantity (TFN).
  • Data regarding your superannuation fund in order that your employer could make the obligatory contributions
  • Data that’s essential in your employer to make cost in financial kind, whether or not by cheque, money, or financial institution switch
  • Your Australian Enterprise Quantity (ABN) (if relevant)

What ought to employers inform staff through the data assortment course of?

As an employer, it’s greatest follow to supply your staff with the next data while you’re accumulating their private data:

  • The non-public data that’s being collected
  • The aim of accumulating the non-public data
  • Employers ought to inform staff relating to the opposite people they might present private data to
  • Employers ought to clarify to staff the strategies they’ll use to entry their private data
  • Employers ought to define the procedures staff can use to confirm the non-public data that has been collected and the way the non-public data may be corrected if it’s outdated, incomplete or incorrect  

A simple strategy to define how an worker’s private data can be dealt with is by utilizing a privateness coverage for your small business.

What governs the data that may be requested?

The Australian Privacy Principles (APPs) govern privateness safety in Australia. It’s essential to grasp the 13 privateness ideas whether or not you’re an employer or an worker. Being conscious of those guidelines and tips will help in creating cooperative working relationships that construct confidence and belief between employers and staff. 

The  Office of the Australian Information Commissioner website incorporates additional data on good practices for organisations coping with staff’ private data. The guides on the web site cowl the next subjects:

  • Offering discover to people concerning the potential assortment, use and disclosure of private data
  • Limiting the gathering of private data
  • Disclosing private data
  • Retaining private data correct, full and up-to-date
  • Retaining private data safe
  • Offering entry to private data

What can my employer do with my data?

As an worker, it’s essential to know the way your employer can be utilizing the data they requested from you to allow them to fulfil their authorized duties. Employers typically can’t disclose the non-public data of their staff to anybody. Nonetheless, there are some exceptions to this rule, they usually can disclose private data to sure third events.

A few of the conditions the place private data may be supplied to 3rd events embrace the next: 

  • The place private data has been requested by Fair Work Inspectors. Honest Work Inspectors could request data from employers relating to their staff as a way to confirm whether or not a enterprise is complying with its employment obligations. A technique Honest Work Inspectors can use to acquire data from employers by means of issuing a ‘discover to provide’
  • When private data has been requested by different authorities companies. Authorities companies which will request private data from an employer relating to their staff embrace Centrelink and the Australian Taxation Office(ATO)
  • When private data is collected from a protected action ballot
  • The place private data is requested by a allow holder. Allow holders who’ve a proper of entry allow can enter workplaces for the aim of investigating suspected breaches of office laws. In the course of the investigation, allow holders can examine and replica paperwork or data that relate to the alleged breach, they usually may present a discover to provide to entry paperwork or data at a later stage  
  • Employers can present private data if it’s required for references checks in regard to former or present staff. Employers gained’t have breached Commonwealth privateness legal guidelines if they supply private data that straight pertains to the worker’s employment. As an employer, you have to be cautious concerning the data you present, and you must guarantee the data you present is expounded to the worker’s employment to keep away from breaching privateness legal guidelines
  • Employers are additionally required to supply private data to present or former staff when requested. If an worker requests entry to their employment data, employers are required to supply them with a replica. This copy have to be made accessible to the worker inside three days, or it needs to be posted to the worker inside 14 days of the request being made
  • Private data may be disclosed to 3rd events if the data is required to be disclosed by regulation. You must ask the person who has requested the data as to which regulation is relevant for the data to be required or allowed to be disclosed

Can an employer require a police background examine?

Generally, your employer could also be entitled to details about your felony historical past. That is notably the case for professions associated to the next: 

  • Authorities
  • Legislation enforcement
  • Well being
  • Security
  • Kids

The related APPs govern this process. Below the Privacy Act 1988 felony file data is classed as delicate data. In case you’re an employer, it’s greatest follow to tell the worker of this requirement.

Can employers request medical data?

Your well being is one other facet of your life you might want to maintain non-public. Your employer can’t request any medical data from a medical skilled with out your consent. Nonetheless, within the occasion of illness, an worker is entitled to take their accrued paid sick depart in the event that they:

  • Are unfit for work due to a private sickness or harm
  • Present the employer with proof (e.g. a medical certificates or statutory declaration) that an sickness or harm renders them unfit for work

On this case, your employer has the correct to request a medical certificates.

What private data isn’t lined by the Australian Privateness Ideas?

The next data isn’t lined by Australian Privateness Ideas the place it’s utilized by the employer straight in relation to their worker’s employment:

  • Wage or wage particulars
  • The variety of hours the worker has labored
  • The quantity of depart the worker has
  • Any data regarding the circumstances and phrases of the worker’s employment 
  • Whether or not the worker is a commerce affiliation, skilled or union member
  • Data regarding an worker’s conduct, efficiency and coaching
  • Data relating to the worker’s superannuation, banking or taxation particulars
  • The worker’s emergency and private contact particulars
  • Data relating to the termination, resignation or engagement of the worker’s employment


Whether or not you’re an employer or an worker, it’s essential to concentrate on the data that’s protected beneath the privateness ideas and by regulation. In case you’re an worker and also you’re nonetheless uncertain concerning the data you’re required to supply your employer, you must rent a lawyer for authorized recommendation.

Equally, in the event you’re an employer and also you’re uncertain about which data you may request from an worker, you also needs to rent a lawyer for authorized recommendation to keep away from a breach of privateness and authorized penalties.