Parliamentary Workplace Support Service Recruitment Collection Notice

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Why we collect personal information

The Parliamentary Workplace Support Service (PWSS) recognises and respects your privacy. The PWSS is authorised by the Public Service Act 1999 to request personal information on any forms that we ask you to complete as part of our recruitment process. This includes selection, placement and onboarding (including the induction of successful candidates). The information we collect will be handled in accordance with the Privacy Act 1988 and the Australian Privacy Principles.  

By submitting a job application, you consent to our collection, use and disclosure of your personal information as described below.  

How we collect your personal information

The PWSS collects personal information (including sensitive information) directly from you when you submit your application and at other stages during the selection process. The PWSS may also collect your personal information as is reasonably necessary for, and directly related to, our recruitment functions and activities from:  

  • any competency assessment or test you undertake during the selection process.
  • third parties, including your nominated referee(s) and other third parties as required by or allowed by law
  • your previous employer(s) and/or supervisor(s) including in relation to any actual or suspected breaches of the APS Code of Conduct
  • other Australian Commonwealth agencies. 

If you are a successful candidate and accept a role at the PWSS, additional personal information will be collected during the onboarding process, and during the course of your employment at the PWSS. For further information about how we collect and handline personal information in an employment context, please see the PWSS Privacy Policy.  

If we don’t collect this information

If we don’t collect your personal information, it may affect our ability to consider your application in our recruitment process that includes selection, placement or onboarding process. It may mean that:  

  • You will be unable to apply for vacancies with the PWSS
  • We will be unable to contact you to advise of your progress or any update regarding the selection, placement or onboarding process
  • You might be at a disadvantage against other applicants who have supplied this personal information at any stages of the selection, placement or onboarding process.  

How your personal information will be used

We will use your personal information for the purpose of considering your application for selection, placement or onboarding processes and in some cases to create a merit pool to fill similar vacancies. Additionally, your personal information may be shared with other Commonwealth agencies to fill similar vacancies. You will be asked to provide your consent to the disclosure of your personal information for this purpose as part of the application form. 

We also use personal information about job applicants to help us improve our workforce planning and our administration of recruitment services. In these instances, your personal information will be de-identified.  Your information may also be used for internal recruitment-related reporting purposes, e.g. equal employment opportunity reporting, time to fill etc. 

Your personal information will be retained on our online recruitment system to enable you to track the progress of your application and make it easier for you to view previous applications and apply for vacancies with us in the future.  

If you are a successful candidate and commence a role at the PWSS, certain personal information that you provide during the recruitment process, and other information we collect during the course of your PWSS employment, will be used for the purposes of preparing reports under section 22 of the Parliamentary Workplace Support Service Act 2023 (PWSS Act), being reports about matters relating to our functions. This may include employment details, diversity information, and information relating to remuneration, work health and safety (WHS) incidents and conduct issues. Please note that published reports only contain de-identified information about PWSS staff, as required by the PWSS Act. 

We are committed to ensuring information assets are kept securely, and managed and disposed of in accordance with the relevant legislation and PWSS policy.  

Who your personal information may be disclosed to

The PWSS may disclose your personal information for employment-related purposes including to:  

  • Members of the selection panel responsible for assessing your application
  • The delegate (PWSS manager who has overall authority to approve selection decisions)
  • PWSS staff involved in the administration of recruitment services, workforce planning and personnel functions
  • Staff of an external service provider if they have been contracted to assist with the selection, placement or onboarding process
  • Any other agency or person with a lawful entitlement to view your application, including Australian Government Security Vetting Agency and the Australian Federal Police.
  • Other Commonwealth agencies who elect to use our merit pools.  

If you are successful in a Gazetted recruitment process your name and some of your information will appear in the Public Service Gazette.  

As noted above, your information will also be used to prepare reports about our functions as outlined in section 22 of the PWSS Act. Your personal information will be de-identified. 

Where personal information is to be shared with external parties the PWSS will ensure that the correct and current information is provided.  

Any external service providers engaged by the PWSS are contractually obligated to abide by the Privacy Act and the APPs.  

Where personal information is to be shared with external parties the PWSS will ensure that the correct and current information is provided.

Any external service providers engaged by the PWSS are contractually obligated to abide by the Privacy Act and the APPs.

We are unlikely to disclose your personal information to overseas recipients, unless required by law.

For more information

Our privacy policy contains important information about your privacy, including how  

  • you can access and seek correction of personal information we hold about you
  • to make a complaint if you think we have breached the Australian Privacy Principles
  • we will deal with any privacy complaints 

If you have a concern about how we have managed your personal information, please contact our the PWSS by email at privacy@pwss.gov.au.