Your work information in Academyship

#01Who this guide is for

This guide is for employees, contractors, casual and relief staff, trainers and assessors, and other people who work for or with a school, college, university, training organisation or other Institution that uses Academyship. It also covers people who have left, and people completing new-starter forms. In this guide, “your employer” means that Institution, even if you are a contractor rather than an employee.

This guide is not about the people who work for Academyship itself. It is not a contract, and it is not part of your employment arrangements. The full Privacy Policy is the complete legal version.

#02Who is responsible for what

Your employer and Academyship have different jobs.

#03What information may be held about you

Every employer sets Academyship up differently, so not all of this will apply to you. Depending on the features your employer uses, Academyship may hold:

#04How your information is used

Your information is used to manage your work and pay. That includes setting up your employment, managing rosters, time and leave, calculating pay, tax and super, producing pay slips, preparing or starting the payments your employer approves, reporting to the ATO through Academyship once that is available and if your employer uses it, meeting legal requirements, and keeping the platform secure.

Academyship does not sell your information, use it for advertising, or use Customer Data to train general-purpose AI models. Academyship uses identifiable information in your employer's records only to provide, secure, support and maintain the service on your employer's instructions, and to meet legal obligations.

#05Pay, bank details, super and STP

These features are used only if your employer uses them. Some employers use Academyship for HR but run payroll somewhere else. In that case, the other service's privacy information applies to your pay.

• Pay. Academyship calculates pay using the rates and rules your employer sets up. Your employer checks and approves each pay run. Academyship does not decide what you are entitled to.
• Bank details. Your bank details are used to pay you, either through the payment arrangement your employer has set up in Academyship or through payment information your employer uses with its own bank. Your employer approves each pay run and provides the money for your pay. A pay run shown as paid does not always mean the money has reached your account, because banks and payment providers can delay or reject payments. If your pay has not arrived, ask your employer. If you ask to change your bank details, your employer may check the request with you in another way first. This protects you against people trying to redirect your pay.
• Superannuation. Academyship calculates your super and prepares information your employer uses to pay your fund. Your employer is responsible for making the payment.
• Single Touch Payroll (STP). Most employers must report pay information to the ATO through STP. Your employer makes the report and is responsible for it. Lodging STP reports through Academyship is not currently available, so if your employer reports through STP, it does so through another service, and that service handles the report. Academyship has engaged Single Touch Pty Ltd as its STP provider for when lodgement through Academyship becomes available, and will tell employers before that happens. If your employer then reports through Academyship, the report will go through Single Touch to the ATO. It will include details such as your name, date of birth, address, TFN, and pay, tax and super amounts. You can see much of what was reported in ATO online services through myGov.

#06Who can see your information

Not everyone can see everything. Your employer sets permissions by role. Typically:

#07Your tax file number and payroll exports

Your TFN is used only for tax and superannuation purposes the law allows, such as working out tax to withhold, STP reporting and passing your TFN to your super fund. It is protected more strongly than ordinary information:

• most people with payroll access see only a masked version of your TFN;
• seeing your full TFN needs a separate permission, and each time someone views it, the platform records who did it and when;
• downloading payroll data that includes full TFNs needs a separate permission, and each download is recorded;
• your TFN is never used as your username, account number or sign-in; and
• Academyship staff will not look at your full TFN unless that is needed to investigate a reported problem and is authorised and logged.

You do not have to give your TFN. If you do not, your employer generally must withhold tax at a higher rate. That does not apply where an exemption applies or you have told your employer you have applied for a TFN. Your employer should explain this to you.

Never send your TFN or bank details to Academyship support by email. If you need to update them, use the forms your employer provides or ask your payroll team.

Payment files and payroll exports also contain bank details and pay amounts. Your employer is responsible for keeping downloaded copies secure.

#08Sensitive leave, health and safeguarding matters

Some work information is especially personal. Your employer should limit who can see it to the people who need to.

• Leave reasons and evidence. A leave request may include a reason or a document, such as a medical certificate. Your employer decides who sees it, and should keep it to the people who need it.
• Family and domestic violence leave. Your pay slip must not show a payment as family and domestic violence leave in a way that identifies it. Your employer is responsible for setting up its leave types and pay slip labels so that this does not happen. Your employer must keep information about this leave confidential as far as reasonably practicable. If you are worried about who might see a request or evidence, ask your HR or payroll contact how it will be recorded before you submit it. For support, you can contact 1800RESPECT on 1800 737 732.
• Health and adjustments. Health or disability information should be recorded only where needed, for example to arrange a workplace adjustment. Your employer should restrict who can see it.
• Safeguarding complaints and allegations. If a concern is raised about a staff member, your employer handles it under its own child-safety, complaints and conduct processes. Those records may be restricted while a matter is assessed. The law may require them to be shared with regulators or police. Academyship does not decide outcomes. Ask your employer how its process works and what you can see. If you need to raise a child-safety concern yourself, contact your employer's child-safety contact or safety@academyship.com.au. In an emergency, call 000.

If you think sensitive information about you can be seen by people who do not need it, tell your employer. You can also contact privacy@academyship.com.au.

#09Activity records and audit logs

Academyship keeps records of activity in the platform for security and accountability. These include sign-ins, changes to records, downloads and exports, and views of full TFNs. Your employer can review activity in its own workspace. These records help show who did what. They are not a performance assessment. Workplace laws in some states and territories regulate how employers may monitor staff using computer records. Your employer is responsible for following those laws.

Clock-in records. If your employer uses clock-in, the platform records the times you clock in and out, and any other details your employer's configuration collects. Ask your employer what it collects.

#10Support access, providers and locations

Academyship support. Academyship staff can access your employer's records only where needed to provide authorised support, investigate a security or service issue, maintain the service or meet a legal requirement. Access is limited to what is needed, logged, and covered by confidentiality obligations.

Where information is kept. Academyship hosts its core production platform and Customer Data on Amazon Web Services in Sydney, Australia (ap-southeast-2). Limited processing outside Australia may occur through disclosed telecommunications delivery, Stripe-hosted payment services, Customer-selected Integrations or authorised access, subject to applicable privacy, contractual and security safeguards. That means not all information stays in Australia in every case.

Providers. Approved providers help Academyship with hosting, email, SMS and authorised AI features. They are listed in the Subprocessor Register. Academyship's approved AI provider for Customer Data is Amazon Bedrock, configured in the AWS Sydney Region. Academyship's software also contains support for other model providers, including a fallback path that can operate where configured. No other AI provider is approved to process Customer Data unless it is listed in that register. Academyship has engaged Single Touch Pty Ltd as its STP provider for when STP lodgement through Academyship becomes available. Single Touch stores the data in Australia. Before Single Touch receives any of your employer's information, Academyship will add it to the Subprocessor Register and give your employer the notice that Academyship's Data Processing Addendum requires. Your employer's bank, super funds and other services it chooses are not Academyship's providers. Their own privacy terms apply.

#11How long information is kept

Your employer decides how long to keep your work records, within what the law requires. For example, employers generally must keep time and wages records for seven years. TFN information must be destroyed once it is no longer needed for a lawful purpose. Leaving your job does not mean your records are deleted straight away.

Academyship keeps, exports and deletes information on your employer's instructions and under its agreement with your employer. Deleted information is not kept forever in backups. Backup copies expire over time under Academyship's documented backup lifecycle. If your employer stops using Academyship, it is responsible for keeping the records it needs. See Data Retention, Export and Deletion.

#12Seeing or correcting your information

• Pay, leave, tax or super that looks wrong: ask your employer's payroll or HR team. Your employer decides your pay and can correct it. Academyship cannot change a pay decision.
• Details that are out of date: update them through staff self-service if your employer offers it, or ask your employer.
• Copies of your records: you may have rights under workplace and privacy law to see or copy your records. Ask your employer first, because it controls them.
• How Academyship itself handles your information: contact privacy@academyship.com.au.

Your employer may have a privacy exemption for some employee records. That exemption belongs to your employer. Academyship does not rely on it to avoid its own obligations when it handles your information. Academyship may need to check who you are before acting on a request. It may refer you to your employer for decisions only your employer can make.

#13Raising a concern

When you contact Academyship, do not include your TFN, full bank details, passwords or medical documents. Describe the problem, and Academyship will tell you how to share anything else it needs.

#14What this guide is not

• It is not a contract, and it is not part of your employment contract or arrangements.
• It does not replace your employer's own privacy policy or collection notices. Read those too.
• It does not ask for your consent. Reading it, or using Academyship, does not mean you agree to your information being used for unrelated purposes, such as marketing or unrelated analytics. Where consent is legally needed for something, you will be asked for it separately and specifically.
• It does not change your employer's legal obligations to you, or Academyship's.

#15Full documents, accessibility and version history

For the complete details, see the documents below. The Payroll and Single Touch Payroll Schedule explains, for employers, how the payroll features work and who is responsible for what. If you need this guide in another format, ask at accessibility@academyship.com.au.

Privacy Policy Payroll and STP Schedule Data Processing Addendum Data Retention, Export and Deletion Complaints Subprocessor Register Child Safety Accessibility