Marketing, Engagement and Enquiries
The University handles visitor and enquirer 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 visitors and enquirers’ personal information (referred to as visitor and enquirer information).
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 visitor and enquirer information during the University’s marketing, engagement and student recruitment activities and events, as well as via University enquiry mechanisms and contact centres. It is intended to outline non-exhaustively:
- how the University collects visitor and enquirer information;
- the purposes for which it is collected;
- what the University uses such information for and to whom it may be disclosed;
- how the University considers its obligations to international visitors and enquirers; and
- the main consequences if information is not provided.
If you have made a formal application to become a student of the University, please refer to the Student Privacy Collection Notice.
If, through your visit or enquiry to the University you become a friend or supporter of the University, your personal information will be processed in accordance with the La Trobe Advancement Privacy Collection Notice .
This Privacy Collection Notice is regularly updated, and it is important that visitors and enquirers 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).
The relevant law
The University’s handling of visitor and enquirer information is primarily governed by the Privacy and Data Protection Act 2014 (Vic). The University is also subject to the federal Privacy Act 1988 (Cth) and other federal legislation in respect to certain information (e.g. tax file numbers and government issued unique student identifiers), as well as international laws in so far as they are applicable (together referred to as privacy legislation).
The University will only collect visitor and enquirer information when it is necessary for, or directly related to, one or more of its functions or activities. This includes:
- to facilitate your interactions with the University, including responding to your enquiry, and to help the University improve your experience;
- communicate with you about various La Trobe products, services, offers and opportunities; and
- to fulfill our obligations to you, e.g. when you sign up to attend an event or receive further information regarding course or study options that may interest you.
In some circumstances, the specific purpose for processing personal information will be communicated to you at the time that we first interact with you about that matter, and you may be asked for your consent for use for this purpose.
Visitor and enquirer information may be collected by the University or via its contracted service providers, including when you:
- provide information in person or via telephone;
- submit online and paper forms; and
- attend campuses or facilities managed by the University (e.g. CCTV cameras may be in operation) and/or participate in University events which may be photographed or recorded for marketing purposes.
Collection from third parties
Wherever practicable, the University will collect visitor or enquirer information directly from you. However, where necessary and/or appropriate, the University may also collect visitor and enquirer information from third parties.
The types of third parties from whom the University may collect visitor or enquirer information includes parents (enquiring on behalf of their child), international agents and secondary schools.
Wherever practicable, the University will make you aware of the type of information collected from the third party.
The following is a non-exhaustive summary of examples where the University may use visitor and enquirer information within the University and disclose it to third parties.
Unless the use/disclosure is permitted by law, we will obtain your consent to the use/disclosure of your personal information where it is not covered by this Notice at the time it is collected.
Use of visitor or enquirer information within the University
The University will use visitor and enquirer information to support and manage all aspects of marketing, recruitment and engagement activities, which lead to formal applications to become a student at the University. Visitor and enquirer information may be shared and used by different parts of the University where there is a legitimate need and having regard to the nature of the information. This includes:
- to correspond with you and respond to your enquiry;
- to attend to day-to-day administrative matters;
- to fulfill our obligations to you, e.g. when you sign up to attend an event or receive further information regarding course or study options that may interest you
- to seek feedback of your experiences as a visitor or enquirer of the University;
- as part of a data matching program, for purposes including alignment of enquirer information collected via various mechanisms on different occasions, where this is in compliance with law and after a Privacy Impact Assessment has been completed;
- for benchmarking, analyses, quality assurance, review and planning purposes;
- to compile statistics and conduct research for internal and statutory reporting purposes; and
- to use the information as otherwise permitted or required by the law.
Disclosure of information to third parties
Visitor and enquirer information may be disclosed to third parties in order to meet the University’s legal obligations or in circumstances where there is a legitimate need, and the University is satisfied that the third party will handle the information to the same standard as the University. For example:
- for general enquiries, we will not share your information with third parties outside the University unless doing so is required for the purposes of fulfilling your request;
- contracted service providers which the University uses to perform services or conduct reviews on its behalf (such as IT service providers external consultants and professional advisors and caterers for University events);
- off-shore affiliated third party education providers, where you are or will be engaging with this entity and subsidiary companies and affiliates of the University (‘University affiliates’), and contracted services providers located off-shore;
- your parent/s or guardians, where deemed appropriate and under applicable laws; and
- as required or permitted by law, e.g. for law enforcement or other purposes.
The University may transfer your information outside of Victoria or Australia. This may occur where you are engaging with the University via an overseas-held event or agent acting on behalf of the University; where the University uses contracted services providers based off-shore; or when the University stores information in a cloud-based application located outside of Australia.
In the event this occurs, the University will take all reasonable steps to:
- ensure the receiving or contracted party handles your personal information in a manner consistent with Australian privacy laws; and
- ensure the minimum amount of personal information is disclosed, taking into account the relevant circumstances; or
- in certain circumstances, seek your consent.
What are my individual rights?
Access and amendment to visitor and enquirer information
La Trobe will take reasonable steps to ensure that the information it collects, uses and discloses is accurate, complete and up to date. To ensure the quality and accuracy of the information that La Trobe holds, you can make a request to the University to correct information which it holds. Such requests can be made by contacting Marketing via dme@latrobe.edu.au
Subject to any exceptions in relevant laws, you may request to inspect your own personal information by contacting Marketing via dme@latrobe.edu.au
Opting out of communication
The University acknowledges that you may wish to opt out of University communications regarding future events or further information regarding course or study options that may interest you. The University will ensure there are simple ‘Opt out’ mechanisms available via its communication channels and that opt-out requests are processed within a reasonable period. You can also make an enquiry regarding communication channels you are currently subscribed to by contacting Marketing via dme@latrobe.edu.au
International visitors and enquirers
In addition to your rights to access and correct your personal data and opt out of University communication, if the GDPR or other jurisdiction’s data and privacy law applies, you may, under certain conditions, have the following rights available:
- to object to any processing of your personal data that we process on the lawful basis of legitimate interests, unless our reasons for the underlying processing outweighs your interests, rights and freedoms;
- to withdraw your consent where we have processed any of your personal data based on consent;
- to object to direct marketing (including any profiling) at any time;
- to ask us to delete personal data that we no longer have lawful grounds to process; and
- to object to the use of automated decision making (if applicable).
Consequences if visitor and enquirer information is not provided
You may elect not to provide La Trobe with your personal information. However, without this information, enrolment may not be possible and/or the University may be restricted in its ability to respond to your enquiry or provide you with access to its products, events, offers and related services.
Further information
Questions about the collection, use and disclosure of visitor and enquirer information should be directed to privacy@latrobe.edu.au.