Forwarding staff email to a non-UQ address
The Email and Bulk Messaging Procedure states that staff email accounts should not be forwarded to non-UQ addresses (e.g. Gmail, Yahoo).
This is because UQ cannot provide content backup and information security, and cannot protect intellectual property rights that may arise via email correspondence.
In certain circumstances, staff can forward their work email to a non-UQ address, however these exceptions must be approved by the relevant Head of Organisational Unit.
These circumstances might include:
- being seconded to another organisation, or
- entering into a joint appointment agreement and working from a non-UQ site.
To request email forwarding to a non-UQ address, complete the Staff email forwarding request form, and once approved submit an IT request with the form attached. Heads of Organisational Units should use the guidance below to authorise or reject requests for staff email forwarding.
Emails forwarded to non-UQ accounts are kept on non-UQ servers. Unfortunately, this means ITS can't help you if there is a problem with the non-UQ account. We're unable to retrieve or recover emails from any non-UQ accounts.
Guidance for assessing staff email forwarding requests
Before approving requests for staff email forwarding, the relevant Head of Organisational Unit should review the guidance below.
UQ’s obligations and expectations regarding the management of personal information are set out in its Privacy Management Policy and Procedures. UQ may also have obligations and expectations in relation to information that is confidential or commercially valuable. You may wish to contact Legal Services for advice if you have any concerns.
Disclosure of personal information
- Staff email forwarding may, in some circumstances, constitute a disclosure of personal information by UQ.
- Personal information may only be disclosed in accordance with the Privacy Management Policy and Procedures.
- Email forwarding does not constitute a disclosure of personal information in circumstances where UQ retains control over the information (e.g. through an agreement or contract). Therefore, consider the privacy provisions of relevant data-sharing agreements and/or joint appointment agreements (where applicable) when assessing a request for staff email forwarding.
Transfer of personal information outside Australia
- You must consider the location of the receiving entity’s mail servers when assessing a request for staff email forwarding. You can submit an IT request to check this information if you are concerned.
- Personal information may only be transferred outside of Australia in accordance with the Privacy Management Procedure and section 33 of the Information Privacy Act 2009 (IP Act).