Because creating your GEN involves collecting some information about you, the Public Service Commission (PSC) has developed the Privacy Code of Practice & Management Arrangements for the GEN, in consultation with the NSW Privacy Commissioner. The Privacy Code of Practice was authorised by the Attorney General and published in the Gazette on 5 March 2015.
The Privacy Code of Practice is designed to ensure the privacy and security of your information.
Download the Privacy Code of Practice & Management Arrangements for the Government Employee Number (GEN) (PDF 419KB)
Download the GEN:Your Privacy FAQs (PDF 57.3KB)
What is the GEN (Government Employee Number)?
- The GEN is a unique identifier for all NSW government sector employees – you can find more information about the GEN on the main GEN web page.
- GENs are stored and used in the NSW Identity Hub, a whole of public sector system managed by the Department of Finance, Services & Innovation (DFSI) that verifies employees’ identity to authorise access to computer applications.
What is the information that will be provided to the Identity Hub by my employing agency in relation to the GEN?
- Your name – first name, middle initial(s) if any, last name
- Your ‘known as’ or preferred name if you have asked your agency to record such a name
- Your gender
- Your date of birth
- Your work email address if you have one
- Division (the agency or subdivision of an agency that employs you)
- Your employee number or other unique ID in your agency’s HR system
- Date you started your employment in your agency
- Date of separation (if/when you leave this agency)
- Employee status – whether you are currently employed or not
- Employment Category (type of employment such as ongoing, temporary, casual)
- Job title of your current role or position
- Role band – only for executives employed under the Government Sector Employment Act 2013 (GSE Act)
Is that all? What about other information my agency HR has such as my address, work location, diversity information, etc?
- No, that is the complete list – no other information about you is collected by your agency in relation to the GEN.
- You may also choose to add your own private email address and mobile phone number to your information in the Identity Hub yourself.
What will the GEN and GEN related information be used for?
- The Identity Hub will use the information to allocate you a GEN and will then use the GEN to confirm who you are and authorise your access to cross sector computer applications.
- It will be used by the PSC and your department/agency for workforce planning, reporting, analysis, research and communications with employees.
- The PSC will collect the GENs in its regular Workforce Profile collection, which provides the evidence base for the development of workforce management policy for the sector, but this will not include nor allow any link to personal identifying information such as your name.
- The GEN will improve the research and analytical ability of PSC and the sector, using anonymised data - for example it will enable better quality analysis on the level of mobility in the sector as employees move between agencies or in and out of the sector.
- In future the GEN will help employees to develop their careers through cross-agency job searches to be enabled across new human capital management (HCM) systems, managers to ‘talent search’ outside their own agency, and bringing information from former agency employments into your current agency systems.
Who will see the GEN and related information?
- PSC and DFSI administrators of the GEN and Identity Hub have access to the information for the purposes of managing the GEN and Identity Hub.
- Agency HR administrators have access to the information for the purposes of ensuring its accuracy and the authenticity of the GEN as a unique employee identifier for NSW government employees, for instance to confirm whether a new employee already has a GEN.
What features does the Identity Hub offer?
- Access over the next few years to a number of computer applications using your GEN as your user ID (with the option of using your email address if you prefer) rather than having multiple logins and passwords – the number of applications available through the Identity Hub is expected to increase rapidly over the next year or two.
- Employee requests for access to an application via the Identity Hub with the click of a button, replacing lengthy approval and set-up processes.
- Self-service password reset and 24 hours, 7 days a week support for the Identity Hub.
- Cross-agency email distribution lists and a ‘white pages’ corporate directory to be developed.
- Potential for cross-agency social media such as chat rooms and communities of interest.
- Option for agencies to implement single sign-on so that employees log in once to their personal device and can then connect to other systems they are authorised for, without entering additional account names or passwords – some agencies are already planning to take up this option
- Access to GovDC marketplace services enabling the shift to as-a-service and connection by employees to cloud applications such as e-recruitment and human capital management.
- A modern, safe, secure, and reliable environment to assure privacy and information protection in accordance with the NSW Government Digital Information Security Policy and certified to international standards for information security management, with audit logs which will show who is accessing what information, when and from where.
- Potential for a sector wide email address – @nsw.gov.au – retained when you move between agencies.
Can I have access to the information about me collected in relation to the GEN?
- Yes – if your agency has supplied your work email address you will have access to your GEN and all GEN related information by logging in to the Identity Hub
- If you do not have a work email address you will need to contact your agency HR to access this information.
Can I correct that information if I believe it is wrong?
- Yes, though you will need to go through your agency HR to make any corrections to the information they have supplied, to ensure that the Identity Hub always matches your local HR records.
- You can amend your private email address or mobile phone number if you have chosen to provide it.
Do I have the right to request that my information not be provided by my agency to the PSC in relation to the GEN and what are the consequences?
- It is expected that employees will have a GEN. However, you may decide that you do not want your agency to provide your information for that purpose. If so, you will need to advise your agency HR area.
- If your information is not provided to the Identity Hub then you will not be allocated a GEN and therefore will not be able to access the computer applications that are accessed through the Identity Hub, which are expected to increase significantly in number over the next few years and may include some necessary to your job.
Which agencies are collecting and holding the information?
- The PSC, located at level 14 Bligh House, 4-6 Bligh Street Sydney NSW 2000, collects the GEN related information.
- The Department of Finance, Services & Innovation, located in the McKell Building, 2-24 Rawson Place, Haymarket NSW 2000, holds the information in the Identity Hub.