QUT is committed to protecting the personal information of all our staff and members of the QUT community.

What personal information QUT collects

QUT collects personal information about you during recruitment and your employment, which may include:

  • your name, date of birth, and address
  • tax file number, banking, and superannuation details
  • qualifications, reference reports and performance appraisals
  • details of paid outside work or directorships
  • other information relevant to your recruitment, employment, and work-related matters.

Legal basis for the collection and processing of your information

QUT collects and processes your information under the general provisions of the Queensland University of Technology Act 1998, the Fair Work Act 2009, and QUT Enterprise Agreements with academic and professional staff, QUT policies and procedures, Senior staff contracts, the Migration Act 1958 and other legislation relating to taxation and superannuation.

QUT is governed by the Information Privacy Act 2009 (Qld) when collecting and processing your personal information. To the extent that they apply to our activities, the university is also subject to the requirements of the Privacy Act 1988 (Cth), and the European Union General Data Protection Regulation 2016/679, which relates to the personal data of individuals located in the European Economic Area. Together, we refer to these as 'Privacy Laws'.

'Personal information' is defined broadly in the Privacy Laws as recorded information or opinion that relates to an identified or identifiable individual.

The 'processing' of personal information refers to all activities relating to the management of personal information by QUT, from its collection and use, through to its storage and disposal, and everything in between.

We are committed to protecting your privacy and processing your personal information fairly and lawfully in compliance with the Privacy Laws as applicable.

We take all reasonable steps to make you aware at the time we collect your personal information, why it is being collected, whether it is required by law, and how it is intended to be used. If you do not provide us with the information required, we will not be able to conduct recruitment activities or manage your employment related matters at QUT.

How QUT collects personal information

We collect your personal information through various methods. For example, we collect information directly from you when you complete recruitment and employment forms or enter information into QUT systems. We also collect your personal information from third parties including your previous employers, referees, or other staff members and students who may provide us with information about your employment history and work-related matters.

How we use your personal information

We only use your personal information for the purpose for which it was collected. The personal information we collect about you is primarily used to administer your employment, manage your remuneration, benefits, and other employment conditions appropriately and accurately, including compliance with QUT Code of Conduct - Staff and other QUT policy.

Applying for a job at QUT

As part of QUT staff recruitment and new appointments processes, we will ask you to provide us with your information such as contact details; address; educational background; employment history; and citizenship status. For some roles, we will ask you to provide us with further information such as country of birth, previous citizenship, and connections with international collaborators, institutions, and entities.

The personal information we collect from you is used to:

  • determine your eligibility to apply for the role
  • assess your application
  • carry out checks to verify the information you supply
  • undertake any relevant security checks
  • to progress the appointment process if you are successful in obtaining a position.

We may verify claims made in your application or seek further information by reference to information in the public domain, including information published on social media.

QUT may use the information for other related human resources (HR) purposes including to improve and streamline processes and service offerings relating to its HR practices. For example, we may use de-identified information to undertake research or evaluation of recruitment processes and strategies. We may use your personal information for data analysis in aggregate form to produce staffing reports. When conducting this analysis, your personal information will be de-identified where required, however where this is not possible, we will use the minimum amount of information necessary and do so in accordance with QUT Information Privacy policy and QUT’s privacy protocols.

To whom we disclose your information

QUT will only disclose your personal information under the following circumstances:

  • for the purpose for which it was collected
  • for a related purpose which you might reasonably expect
  • where you have consented to the disclosure
  • if we are required or permitted to do so by law
  • where we have engaged a contracted service provider or partner to perform legitimate functions on our behalf, such as those outlined in this statement.

QUT may disclose information to relevant government departments or agencies for a range of purposes (including but not limited to):

  • verifying your immigration/citizenship status
  • verifying educational qualifications
  • undertaking required security and criminal checks
  • eligibility for government benefits
  • taxation requirements
  • superannuation benefits.

When QUT engages a third party to assist us with recruitment processes, your personal information may also be disclosed to that organisation solely for the purposes of the job application process.

QUT will obtain your consent before disclosing your information to a third party unless a disclosure is authorised by a particular law or otherwise permitted by the Information Privacy Act 2009.

Protecting your privacy

QUT takes reasonable steps to ensure the personal information we use or disclose is accurate, up to date, and complete. We ask that you keep your personal information up to date during your employment at QUT.  If you would like QUT to correct your personal information, you can contact QUT HR at hrassist@qut.edu.au

QUT’s Information Privacy policy provides applicants information on how the university is managing their personal information according to the Information Privacy Act 2009 (Qld) and other relevant privacy laws, this includes a privacy complaints policy and ways to access personal information, check it is accurate and that it is being used for an appropriate purpose.

If you have concerns about the way QUT is managing your personal information in accordance with the Privacy Laws, you may make a privacy complaint to QUT’s Privacy Officer. For more information about making a complaint, please refer to QUT's privacy complaints procedure.

More information about privacy at QUT is available at:

QUT Privacy

Digital Workplace (QUT current staff access only)

Contact

QUT Privacy Officer


(07) 3138 5883

Privacy collection notice updated 25 August 2025