Desk and Locker Booking System - Privacy Collection Notice for Staff

The Department of Infrastructure, Transport, Regional Development, Communications and the Arts (us, we, our) has commissioned a desk and locker booking solution (the System) to manage the use of flexible workspaces in our offices where the System is enabled. The System will collect your name, email address, staff ID pass serial number, desk or locker number and the date and time of the booking.

System bookings can be made through the Floorsense App, or the Floorsense web-portal or by swiping your RFID-enabled staff ID pass at a locker kiosk or desk puck.

By making a booking on the System we will use your personal information to allocate desks and lockers and populate an office floorplan occupancy map viewable by us and by staff. We will also use your personal information to compile aggregated and de-identified statistics in relation to desk and locker use and occupancy rates. We may also use your personal information in connection with employment and workplace health and safety matters and  workplace investigations including but not limited to workers compensation claims and performance and Code of Conduct matters.

We will share your personal information with the System’s hardware and software provider (Floorsense Limited) for them to administer the System (including providing technical support to us) manage your bookings and to issue RFID stickers. Attaching an RFID sticker to your staff ID pass enables you to use your pass with the System.

If required we may also share your personal information to our contractor Zenith Interiors Pty Ltd who provides software and hardware support for the System.

We will not otherwise use or disclose your personal information except as authorised by law.

You are not compelled by law to provide your personal information however if you do not then you may not be able to use the System.  Desks can only be booked using the System but you may use an available desk without using the System for such time as the desk remains un-booked by another user. Lockers may only be used via the System.

Your personal information will be stored securely by us and within Floorsense’s network on servers located in Sydney.

Our privacy policy contains information regarding complaint handling processes and how to access and/or seek correction of personal information held by us.  For more information see Privacy | Department of Infrastructure, Transport, Regional Development, Communications and the Arts.  Suspected data breaches should be reported immediately to privacy@infrastructure.gov.au

By using the System you acknowledge that we will collect, use and share your personal information in the manner described above.

Document Version 14 November 2024