What are collection notices?
Collection notices are a requirement under the Privacy legislation. Giving notice to individuals is essential in promoting transparency about an organisation's collection and handling of personal information, and for ensuring individuals are aware of their rights and obligations in relation to providing and accessing their information. This allows individuals to make an informed decision about whether they want to proceed with their interaction with the organisation.
Collection notices (presented in writing or verbally) inform the individual of:
- Who is collecting the information
- What it will be used for
- Whether the collection is required by law
- Who else the information will usually be disclosed to
- What the main consequences,if any,are there if they do not provide the information
- How they can get access to their information
Completing a privacy statement
Insert where indicated from the Reference table* to complete the following privacy statement.
Privacy statementLa Trobe University respects the privacy of your personal information. We [insert 1] collect personal information about you to [insert 2 and 3]. For this purpose, we will use this information and typically disclose it to [insert 4]. If your personal information is not provided to us then [insert 5]. You may have the right to access the personal information we hold about you subject to any exemptions in relevant laws, by contacting us on [insert 6].
|Insert 1||Enter the name of the department collecting the personal information.|
You may not need to include this information if such details are provided elsewhere on the collection item.
|Insert 2||Enter the primary purpose as to why the personal information is being collected.|
The primary purpose is the fundamental reason for collecting the personal information.
|Insert 3||If applicable, enter any laws requiring the collection of information. If there is a law requiring collection,|
then make specific reference to the name of the law. This entry does not require reference
to specific sections of legislation.
|Insert 4||Enter the organisations or types of organisations in which the collected personal information will be disclosed to.|
Disclosure refers to external organisations or when internal use does not fall within the.primary purpose.
If a typical disclosure does not occur then enter "We will only use this information for this purpose".
|Insert 5||Enter the main consequence if all or part of the personal information is not provided.|
For example, what process will not take place because it is dependent
upon the provision of personal information.
|Insert 6||Enter contact details (usually an email address and telephone number) of the department collecting the|
personal information so that the individual has a reasonable
opportunity to request access to their personal information.
Example of a collection notice
La Trobe respects the privacy of your personal information. We are collecting your personal information to register your attendance to this annual event and will only use your information for this purpose. If your personal information is not provided to us then you will not be registered to attend this event. You may have the right to access the personal information we hold about you subject to any exemptions in relevant laws, by contacting us on firstname.lastname@example.org
Reasonable steps when giving a collection notice
An organisation must take reasonable steps to inform individuals of matters defined in a collection notice at the time of collecting their personal information or before the time of collecting their personal information. Reasonable steps will depend on a number of factors and some practical examples where collection notices are given are:
- Included in a written notice which is:
- Available on the organisations website
- Sent with the initial correspondence when the individual commences their interaction with the organisation
- Included in forms which are used by the organisation to collect information
- Made available on public notice boards or in advertisements
- Displayed in a reception area or contact point of the organisation
- Included in an automated recorded message where individuals provide information to an organisation over the telephone or set out in a standard script which is read out to individuals by staff of the organisation.
- Included in brochures, posters and counter signage displayed at locations where individuals make contact with an organisation or where personal information is collected.