Work Email in South Australian Schools: What You Need to Know
Email is part of everyday life in schools, but it’s important to pause and think about what it means to use an employer-provided account. In South Australia, there is no specific workplace surveillance law. Instead, staff emails are covered by the federal Privacy Act 1988 (Cth) and the State Government’s Information Privacy Principles Instruction.[1]
These frameworks mean employers can monitor staff emails for legitimate purposes, especially where employees have been notified of monitoring.[2]
The Fair Work Ombudsman advises that good workplaces have clear policies on how email, social media, and devices should be used – and that employees are made aware that monitoring is part of the system.[3]
Take for example, the Department of Human Services’ Workplace Surveillance Devices Policy, which makes this very clear. It states that electronic communications — including emails, internet use and databases — may be monitored to ensure systems are used appropriately, to investigate suspected breaches of policy, or as part of a misconduct or unlawful activity investigation.[4]
This means that under certain circumstances, senior leaders can authorise access to and disclosure of staff email records.
Put simply, even if you feel your day-to-day email use is routine, you should not consider it private.
There are also practical risks. Emails that contain personal information – for example, union correspondence or bank details – may fall outside the “employee records exemption” in the Privacy Act.[5] That means they are subject to additional privacy protections, but also potential exposure if accessed.
In addition, sharing resources or articles by email can sometimes raise copyright issues — you need to be certain that you can legally share that information outside of your workplace.
The best advice? Keep in mind the popular saying: “Dance like no one is watching; email like it’s being read aloud at your deposition.”
Work email is a professional tool, not a private one. Use personal email accounts for personal or union matters and double-check your school’s ICT policies.
The message is simple: be thoughtful, not fearful. A little care in how you use work email helps protect you, your colleagues and your students.
References
[1] Law Handbook SA – Privacy (South Australia). Available at: https://www.lawhandbook.sa.gov.au/ch34s01s02.php
[2] AustLII – Workplace surveillance commentary. Available at: https://www.austlii.edu.au/
[3] Fair Work Ombudsman – Workplace Privacy Best Practice Guide. Available at: https://www.fairwork.gov.au/tools-and-resources/best-practice-guides/workplace-privacy
[4] Department of Human Services (SA) – Workplace Surveillance Devices Policy, March 2021. Available at: https://dhs.sa.gov.au/__data/assets/pdf_file/0015/140235/Workplace-Surveillance-Devices-Policy.pdf
[5] OAIC – Employee Records Exemption guidance. Available at: https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/organisations/employee-records-exemption
