Advancement Information
The University handles alumni and donor information in accordance with the Privacy and Data Protection Act 2014 (Vic) and other applicable legislation.
La Trobe University (University) is committed to the responsible collection, use and disclosure, storage and disposal of the personal information of alumni, donors and friends of the University (together referred to as alumni and donor information in this Notice).
The University holds information in hard copy and electronic forms. The University uses a range of measures to protect the information it holds, including (but not limited to):
- education and training - to ensure staff understand their obligations when handling personal and health information;
- technological security measures - including firewalls, anti-virus software, access controls, and multi-factor authentication (where possible); and
- physical security measures - such as security passes to access offices.
This Privacy Collection Notice applies to the collection of alumni and donor information as part of our alumni and advancement operations and fundraising campaigns. It is intended to outline non-exhaustively: -
- how the University collects alumni and donor information,
- the purposes for which it is collected,
- what the University uses such information for and to whom it is may be disclosed, and
- the main consequences if information is not provided.
This Privacy Collection Notice is regularly updated and it is important that all staff regularly check the Notice for changes.
For information about how the University handles personal and health information more generally, please also refer to the University’s Privacy Policy.
- Personal information is information or an opinion (including information or an opinion forming part of a database) that is recorded in any form, whether true or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion (see Privacy and Data Protection Act 2014 for the full definition).
- Health information includes information or an opinion about the physical, mental or psychological health of an individual; or a disability of an individual (see Health Records Act 2001 (Vic) for the full definition).
The relevant law
The University’s handling of alumni and donor information is governed by the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic). The University is also subject to the federal Privacy Act 1988 (Cth) and other federal legislation in respect to certain information (e.g. credit card numbers), as well as international laws in so far as they are applicable (together referred to as privacy legislation).
Your personal information is only collected where necessary for, or directly related to one or more of La Trobe Advancement’s functions and activities. This includes:
- processing your gift or donation;
- contacting you to let you know about events, alumni benefits, donor relations and fundraising activities you may be interested in;
- contacting you about supporting philanthropic gifts to support prizes, scholarships or research; and
- ensuring your information is up to date in the University’s relationship management system.
Photographs taken during La Trobe Advancement events may be used by the University in University publications, promotional material, on the website and in social media.
Alumni and donor information may be collected directly by the University or via its contracted services providers, including when you:
- provide information in person or by telephone;
- submit online and paper forms or applications;
- access the University’s IT systems or its contracted service providers digital resources (e.g. event management platforms), which may include analytical data; and
- attend campus or facilities managed by the University (e.g. CCTV cameras may be in operation), for alumni or donor events.
Collection from third parties
Wherever practicable, the University will collect alumni and donor information directly from you. Where this is not practicable, we may also collect information from public announcements, contracted third parties, alumni and donor events and public professional profiles such as LinkedIn.
The following is a non-exhaustive summary of examples where the University may use your personal information as necessary to carry out the functions and activities of La Trobe Advancement, in accordance with applicable privacy laws:
- maintaining the advancement database;
- correspond with you;
- processing gifts or donations;
- to inform you about University courses or events;
- to inform you of opportunities to engage with and support the University; and
- to fulfil and monitor our responsibilities to comply with legislative reporting requirements.
Disclosure to third parties
We may also share your information, confidentially and securely with contracted third party providers to deliver the functions and services outlined in this Notice, including:
- third parties engaged by the University to provide alumni and fundraising related services such as banks, mailing houses, logistics IS Service providers and social media platforms;
- event venue providers and caterers;
- digital platforms and contracted third parties which help us match our records, improve data accuracy and perform statistical analysis to understand our engagement; and
- your nominated financial institution and government departments such as the Australian Taxation Office (where you make a gift or donation).
La Trobe may occasionally transfer your information outside of Victoria or Australia. This may occur when La Trobe stores information in a cloud-based application located outside of Australia.
When this occurs, La Trobe will take all reasonable steps to:
- ensure the receiving or contracted party handles your private information in a manner consistent with Australian privacy laws; and
- ensure the minimum amount personal information is disclosed, taking into account the relevant circumstances; or
- in certain circumstances, seek your consent.
Access and amendments to staff information
You may request access to, or amendment of, your personal information we hold, or exercise your individual rights as applicable under relevant privacy laws, unless this would have an unreasonable impact on the privacy of others or would contravene the University’s other legislative obligations. If the lawful collection of your personal information is based on your consent, you have the right to withdraw your consent at any time. However, this will not affect the lawfulness of our processing of your information prior to you withdrawing your consent.
Opting not to share your personal information
You may elect not to provide La Trobe with your personal information. However, without this information:
- you are unlikely to be able to make a donation or gift to the University; and
- where applicable, it will likely significantly impact on your alumni experience.
Further information
To find out more about how we use your information, or to change the way we communicate with you, contact us on 9479 2011 or at alumni@latrobe.edu.au.
Additionally, La Trobe's website privacy statement outlines how the University will manage personal information collected through its website.