Student privacy collection notice

In context for this Privacy Collection Notice, a University Student means students both domestic and international currently enrolled at the University in one or more units towards a qualification, a Prospective student who might apply to study at the University; and/or the University Alumni, former students who have completed a qualification at the University in the past.

The University Education Portfolio is responsible for maintaining the information of current students and future students, whereas the Development and Alumni Relations areas maintain Alumni information.

What personal information do we collect about you?

We collect personal information about you if you are a prospective, current or past student. This may include:

Name, date of birth, gender and/or gender identity, personal email address, phone numbers and residential address
Government and other institutional identifiers such as tax file numbers, bank account and/or credit card details
Academic progress, performance and assessment
Personal information connected with providing services and support to you.
Access to and use of Student IT systems
Health and welfare information, where essential to the provision of health and welfare support or services only
Student photos and CCTV images (either directly with consent, or incidentally in relation to, and only for the security of individuals, the campus and facilities)

Wherever possible, we collect your personal information directly from you. We may collect your personal information indirectly in certain circumstances for specific purposes where direct collection is not practicable. Examples include:

The collection of data via the University’s wireless networks for space utilisation and campus management purposes; and
Collecting data from student IT systems, such as the Learning Management System (LMS) and other related platforms. This information is used for reporting and analytics, including monitoring academic performance and tracking student progress. This collection also supports requirements under the Student Accord and the Services for Students Policy (Cth), which require the University to track student engagement factors to support fair and comprehensive student support practices.

Where possible, if indirect collection of your personal information can be avoided or made voluntary without affecting the services you receive or University functions, we will provide an opt-out option. However, opting out may reduce the quality of the service you receive.

Why we collect your Personal Information

Personal information is collected for several key purposes related to the effective administration of your studies, the University’s internal planning, governmental reporting requirements, and the organisation of relevant health and welfare programs.

Establishing and Maintaining Student Entitlements and Obligations: To provide students with the necessary services and support throughout their time at the University.
University Activities: To administer University courses and programs, University events, and other opportunities.
University Surveys and Research: To facilitate research, teaching and learning functions.
Alumni Relations: To manage and maintain alumni networks and stay connected with graduates.
Future Students: To communicate with and provide information to prospective students regarding admissions, courses, and University offerings.
Recruitment: To collect information necessary for recruitment processes and employment at the University.
Strategic Planning: To enhance student support, develop physical and digital infrastructure, and ensure the sustainability of resources.
Government Reporting: To comply with Commonwealth or State Government legislation such as, the administration of the Higher Education Loan Programme (HELP) and the Youth Allowance (Austudy and Abstudy).
SFS Policy / Accord Australian 2024: To comply with the new Services of Students (SFS) Policy and the Accord Australian 2024 requirements, ensuring fair and supportive practices for all students.

How we use and disclose your Personal Information

The University will use or disclose your personal information if fair and reasonable only:

For the primary purpose for which it was collected; or 
For a related purpose (or secondary purpose) which you might reasonably expect; and 
- When UWA has your permission to do so; or 
- Where you have entered into a contract or agreement which requires it; or 
- Where it is necessary to prevent or lesson a serious threat to life, health, safety or welfare; or
- As otherwise permitted or required to do so by law.

This means that the University will not disclose any information it holds about you, including results, addresses or other information, to any third-party including relatives such as parents or spouse, without your consent. The University will not confirm you are or have been a student at the University, except as outlined in this statement, unless you have a record of graduation as this is a public document.

The following are examples of instances where the University will use and disclose your personal information for legitimate purposes:

Releasing a student's academic progress and relevant government-funded research training entitlements to another tertiary institution or admissions centre if the student applies for a transfer of studies.
Releasing the names of recipients of prizes, scholarships or similar awards to the respective official student sponsors or scholarship providers.
Releasing examination results, academic and administrative information under official student exchange, cross-institutional studies, dual degrees, shared teaching programs, industry or clinical experiences, or other collaborative arrangements.
Exchanging relevant personal information between appropriate student services staff for the purpose of offering and providing student support services.
Protecting a student or someone else from a serious and imminent threat to their life or health.
Space utilisation and campus management purposes.
Developing or refining services offered by the University.
Providing a list of enrolled students to the returning officer or other appointed electoral bodies to enable students who wish to vote at elections for student organisations to be able to do so (but not for the purpose of contacting students for marketing or promotional purposes)
Providing relevant personal information to external companies or individuals that have been engaged under legal contract to perform some of the University’s functions such as student surveys or academic services.
Providing relevant personal information to government agencies as required by law or under a legal obligation, such as:
- Centrelink
- The Department of Education
- Department of Home Affairs (DHA)
- The Australian Taxation Office (ATO)
Releasing relevant information, including to the Department of Foreign Affairs and Trade (DFAT) and to external parties (such as the University's preferred travel agency and health insurance provider) under the Australia Awards Scholarship program for the administration of Australia Awards Scholarships.
Disclosing necessary information in compliance with the new Services for Student (SFS) policy to ensure alignment with the Australia Student Accord 2024.
Providing information for law enforcement purposes where required or authorised by law.
Providing information in response to a subpoena or summons or a written demand from a government authority with the power to demand the information.
When you graduate, providing relevant information to the Alumni Office so you can be contacted about services for University alumni.

Your rights to your Personal Information

As a student, you have the right to access, correct, delete, or amend your personal information held by the University. For access to personal information the University holds about you, you should contact the department that holds the information. If this information is incorrect, or needs to be updated, you will be able change it. Depending on the type of change, this can be done:

online through Ask UWA or
by application at Student Central.

At times, the University may require requests for personal information to be made in accordance with its Information Privacy policy or where required more formally under the Freedom of Information Act 1992 (WA).

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