Appendix 3: Confidentiality Agreement Form

The Confidentiality Agreement is part of the overall framework for ensuring the highest privacy and confidentiality standards apply to the unit record data held under the Human Resource Capability survey. This agreement supplements both the existing provisions in the State Services Commission's Code of Conduct and the rigorous security clearances that are held by all Commission staff.

The Confidentiality Agreement Form is to be signed by any person granted access to the unit record data forming part of the Human Resource Capability survey.

* Downloadable forms of the Confidentiality Agreement Form are attached at the top of this page, above the document title. The form is provided in both Word format, and PDF (Adobe Acrobat).

Conditions Of Access To The Unit Record Data

1 Each person to whom access is granted to the unit record data must complete a Confidentiality Agreement form.

2 An individual who has signed the Confidentiality Agreement Form has no authority to provide a third party with access to the unit record data.

3 A separate Confidentiality Agreement Form has to be signed by every person accessing the unit record data.

4 When access to the unit record data is granted to a person, this person may not use it for a different purpose from that for which the access was granted.

5 Persons granted access to the unit record data must undertake all reasonable steps to guarantee the privacy and confidentiality of the information.

6 If access to the unit record data is secured by a password, this password must not be shared with, or disclosed to, any person who has not been granted access to the data.

7 Where unit record data is stored on a computer's hard disk, or other electronic or hard copy media, the computer or media must be secured in a way that prevents unauthorised access.

8 Authority to access the unit record data is automatically revoked when an individual occupying a position requiring access leaves that position.

9 Any breach of privacy and/or security relating to the unit record data must be reported immediately to the State Services Commissioner.

10 All persons accessing the unit record data must follow the guidelines and provisions contained in the Access, Security and Privacy Protocols for the Human Resource Capability Survey and this document. These protocols are published on the State Services Commission's website and may be updated from time to time.

11 Failure to comply with the provisions contained either in the Access, Security and Privacy Protocols for the Human Resource Capability Survey or in this document will be subject to the relevant disciplinary procedures established in internal provisions or to penalties outlined in the relevant contract for service.

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