Privacy policy

Examples of sensitive information we collect and hold include:

• health information, including medical, of our staff.
• health information, including initials, date of birth and gender, of nuclear medicine patients .
• information contained in personnel records including information about a staff member’s physical and mental health, racial or ethnic origin and criminal convictions.

Can you deal with us anonymously or using a pseudonym?

To provide you with access to our facilities or a service, or to deal with your employment application, we will need to collect your name, contact details and other personal information.

In other circumstances, you may choose to remain anonymous or adopt a pseudonym when dealing with us. For example, you may choose to use a pseudonym to make an enquiry or provide feedback about ANSTO. However, the extent to which we may be able to respond or assist may be limited where you are anonymous or using a pseudonym.

How we deal with unsolicited information

If we receive personal information from you that we did not request (unsolicited personal information), we will determine whether or not the information is related to one or more of ANSTO’s functions or activities. If the information is not relevant to what we do, we may destroy or de-identify the personal information if it is lawful and reasonable to do so.

How do we use and disclose your personal information?

In general, we will use and disclose your personal information for the particular purpose for which it was collected. This may include disclosure to other parties / agencies like the Australia Federal Police.

Sometimes we may use and disclose your personal information for purposes that are related to the primary purpose for collection such as statistical reporting or conducting customer surveys.

We may also use your personal information for a purpose related to the purpose of collection, where you would reasonably expect that your information would be used for this other purpose. For example, if you are an ANSTO customer we may use your email address to keep you informed of any changes to goods or services that you receive.

When we collect personal information from you for certain specific activities, where required, we will use a collection notice that specifically deals with that collection.

We may also use or disclose your personal information for another purpose permitted by the Privacy Act and the Australian Privacy Principles, including where:

• you provide consent;
• we are required or authorised by or under an Australian law or a court or tribunal order;
• a permitted general situation exists as defined by the Privacy Act;
• a permitted health situation exists as defined by the Privacy Act;
• we reasonably believe that the use or disclosure is reasonably necessary for regulatory or enforcement related activities conducted by, or on behalf of, a regulatory enforcement body.

We will not use or disclose your sensitive information for a secondary purpose unless you would reasonably expect it to be used for this purpose and the secondary purpose is directly related to the purpose for which it was collect or with your consent.

Do we use your personal information for marketing purposes?

Ordinarily, we do not use your personal information for marketing purposes. However, in some circumstances, we may use or disclose your personal information for the purposes of direct marketing. Where information is used for marketing purposes, collection will be in compliance with the Privacy Act and we will always provide a simple means by which you can request not to receive direct marketing.

Do we send your personal information overseas?

It may be necessary for us to send personal information overseas, for example, sending personal information overseas about ANSTO staff where we are operating facilities overseas either directly or through an associated entity.

However, before sending personal information overseas or transmitting it back to Australia, we will either seek your consent or take reasonable steps to ensure appropriate contractual measures are in place to ensure that the overseas entity complies with the Privacy Act.

ANSTO uses a cloud-based Customer Relationship Management tool through a reputable third party IT supplier to manage the storage and use of certain personal information. The primary servers for the cloud are located in Australia but your information may be sent to a different overseas server in the event the primary server is not available. ANSTO IT suppliers who use overseas servers that may host personal information collected by ANSTO are required to comply with the Privacy Act.

How do we manage personal information of potential, current and former staff?

When you apply for a position with us, or if you are a former or current staff member of ANSTO, we will need to collect and deal with your personal information.

When you submit an employment application, we collect personal information included in your application and curriculum vitae (resume) such as your contact details, employment history and citizenship or immigration status. If it is relevant to the position, we may also collect sensitive information such as information about your health or details of your racial or ethnic background, with your consent.

When we process your application, we may need to collect and disclose your personal information to third parties where it is not reasonable or practicable for us to collect the information directly from you. For example, we will contact your referees to discuss your academic and employment history and suitability for the position.

If you are selected as the successful applicant, we will collect personal information from you as part of the ANSTO on boarding process, for example, we may collect sensitive information about your health and any criminal record to assess your suitability to maintain a valid security clearance.

We may also use your personal information for research purposes relating to the performance, quality, maintenance and improvement of ANSTO’s workplace practices and initiatives such as workplace equity, diversity and inclusion.

As part of your employment, we will maintain the following files:

Staff file

Information maintained as part of the staff file includes:

• name, date of birth, address, citizenship, immigration status, academic qualifications, credentials, references, photographs, professional memberships and employment history;
• recruitment, contracts and conditions of employment records;
• payroll and administrative information of ANSTO staff;
• attendance records;
• medical certificates;
• performance appraisals and records relating to personal development and training;
• records of complaints and grievances;
• police clearance reports (such as working with children), and
• recommendations for honours and awards.

Depending on the date it was created, your staff file maybe stored in hardcopy or electronically or both securely within the People Culture Safety and Security Division of ANSTO.

Personal information relating to your employment is also stored electronically in the ANSTO Enterprise digital system. This personal information will be accessible to staff directly involved in your role through the ANSTO delegation framework.

Sensitive information on your staff file will be shared with others on as needs to know basis and in accordance with the permitted purposes under the Privacy Act.

ANSTO may also use de-identified information to analyse employment and staffing.

If you are a current or former staff member of ANSTO and wish to obtain your personal information, there are existing processes in place to facilitate access without the need to make a Privacy Act or FOI Act request. Please contact ANSTO People Culture Safety and Security Division on 9717 3111 before submitting a formal request for information under the Privacy Act or the FOI Act.

Personal Security File

Information maintained as part of the Personal Security file includes:

• Criminal record checks and any security assessments;

Personal Security files are stored securely in the ANSTO People Culture Safety and Security Division. This information will be shared with others on an a need to know basis and in accordance with the permitted purposes under the Privacy Act

Medical file

Information maintained as part of this file includes:

• vaccination records
• health monitoring records
• health assessment
• details of any accidents and injuries and compensation and rehabilitation files

These medical files are stored securely and separately to your staff files and access is restricted to ANSTO on-site nurses and contracted medical practitioners. This information will be shared with others on an as needs to know basis and in accordance with the permitted purposes under the Privacy Act

Dose Records

For any person (including employees, contractors or visitors), working regularly or infrequently in blue or red radiation classified areas, ANSTO collects, stores and maintains individual radiation dose records to detect any instances of the person exceeding the occupational dose limit. These records are stored electronically on a secure database. Before 1993, these records were stored in hard copy files marked ‘Sensitive- Personal’. Subject to the provisions of the Privacy Act, radiation dose records may be transferred to Australian Radiation Protection and Nuclear Safety Agency to be stored on the Australian National Radiation Dose Register.

How we hold and keep your personal information secure

Personal information held by ANSTO is stored on electronic media including, for example, the Customer Relationship Management database and also in paper files. ANSTO stores and disposes of personal information in accordance with its legal obligations.

ANSTO uses a range of physical and electronic security measures to protect personal information from misuse and loss and from unauthorised access, modification or disclosure. For example, we restrict physical access to our offices housing personal information, utilise safes, vaults and lockable cabinets, secure databases, permission restrictions and password protection.

Emails you send to us are screened by our email security systems and may be viewed by authorised ANSTO information technology personnel for security or other official purposes.