Student Information – Privacy Collection Notice

• 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 student 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 student 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 student information when it is necessary for, or directly related to, one or more of its functions or activities. This includes:

• establishing and maintaining your entitlements and obligations as an enrolled student;
• facilitating your participation in opportunities and services offered by the University, including post-enrolment as an alumnus of the University; and
• assessing and improving the quality of learning, teaching, research and related services.

Laws Requiring Collection

The University will also collect student information in order to meet its obligations under various legislation including the:

• Higher Education Support Act 2023 (Cth)
• Tertiary Education Quality Standards Agency Act 2011 (Cth)
• Education Services for Overseas Students Act 2000 (Cth)

Student 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/applications;
• access the University’s IT systems or its contracted service providers digital resources (e.g. online learning systems operated by third parties), which may include learning analytical data;
• attend campus or facilities managed by the University (e.g. CCTV cameras may be in operation) and/or participate in learning activities, which may recorded;
• access University support services; and
• submit materials to the University (e.g. portfolios/assessments, special consideration requests etc).

Collection from third parties

Wherever practicable, the University will collect student information directly from you.  However, where necessary and/or appropriate, the University may also collect student information from third parties.

The types of third parties from whom the University may collect student information includes the Victorian Tertiary Admissions Centre and similar testing and admission bodies, secondary schools, other tertiary institutions, government agencies, referees, clinical/professional placement supervisors, supervisors of experiential learning, employment agencies, professional accreditation and registration bodies, and contracted service providers.

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 your student 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 Student Information Privacy Collection Notice at the time it is collected.

Use of student information within the University

The University will use your student information to manage all aspects of the student lifecycle as summarised below.   Student 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.

Student Services and Administration

• Facilitate and manage admission and enrolment at the University.
• Provide access to, and support from, University services including the learning and teaching support, Accessibility Hub, recreational services and counselling.
• Facilitate and manage scholarships, bursaries and other financial aid.
• Administer participation in work-based and experiential learning, academic exchanges and volunteer opportunities.
• Manage student complaints, misconduct processes and appeals.
• Assess your entitlement to Commonwealth Assistance under the Higher Education Support Act 2003 (Cth) and for the allocation of a Commonwealth Higher Education Student Support Number.

Academic

• Grade assessments and other material submitted by students as part of teaching and learning.
• Analyse learning information, including usage of learning support and digital resources such as the Library and Learning Management System, to identify and contact students who may need additional support.

University Operations

• Manage space and timetabling requirements.
• Facilitate and manage the payment of course tuition and other fees.
• Conduct research and analytics to improve the quality of learning, teaching and research at La Trobe and the education sector in general.  This may involve reporting amalgamated, de-identified findings at conferences or in research publications
• As part of a data matching program, for purposes including reporting and analytics (which will be aggregated wherever practicable), policy development, statistical research and evaluating current and future operational needs. A data matching program will only occur where this is in compliance with law and after a Privacy Impact Assessment has been completed.
• Provide you with information about events and alumni relations activities following your graduation.

Disclosure of student information to third parties

Student 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. This may include:

• Disclosure to government departments or entities as part of our reporting and funding requirements including:
  • Department of Education Skills and Employment
  • Department of Immigration and Border Protection
  • Services Australia including Centrelink
  • Australian Taxation Office.
• Providing information to the University's Overseas Student Health Care (OSHC) Provider, as required, where students have purchased their OSHC through the University.
• Disclosures to the University’s Insurer for the purpose of managing claims/potential claims.
• Disclosures to allow third parties including interstate and offshore partner organisations to administer enrolment and program delivery, e.g. other educational institutions where you are undertaking an academic exchange or cross-institutional study.
• Disclosures to enable third parties (such as IT service providers e.g. electronic voting service providers) to provide services on the University's behalf.
• Responding to requests to provide information in connection to your studies to external agencies such as professional registration bodies (e.g. the Victorian Legal Services Board and the Victorian Legal Admissions Board to verify your qualifications) or hospitals to facilitate placements.
• Disclosures to law enforcement agencies investigating alleged criminal activity, where it is necessary to lessen or prevent a serious threat to an individual or where there may be a serious threat to public health and safety.
• Circumstances where the University is legally compelled to provide information such as pursuant to a legal subpoena or warrant.

La Trobe may transfer your information outside of Victoria or Australia. This may occur where you are enrolling or engaging with the University via an overseas partner organisation; undertaking a component of your studies through collaboration with an overseas institution, or when La Trobe stores information in a cloud-based application located outside of Australia.

In the event 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.