ÌìÃÀ´«Ã½app

ÌìÃÀ´«Ã½app will not collect sensitive information unless: 

• you consent to the collection and the information is reasonably necessary for, or directly related to, one or more of ÌìÃÀ´«Ã½app’s functions or activities; or  
• the collection is required or authorised by or under an Australian law or a court or tribunal order; or  
• the information is necessary to provide a health service to you.  

Some of the main reasons ÌìÃÀ´«Ã½app collects personal information include: 

• to correspond and communicate with you  
• for administrative and operational purposes  
• to undertake University-commissioned research  
• to facilitate student elections  
• to meet legal, regulatory, and reporting obligations  
• to inform you about your course, programs, services, or University events  
• to confirm eligibility for Commonwealth assistance  
• to allocate and maintain a Victorian Student Number and update the Victorian Student Register  
• to verify VET FEE-HELP, FEE-HELP, or OS-HELP balances  
• to facilitate or verify the allocation of a Commonwealth Higher Education Student Support Number (CHESSN). 

If you study a ÌìÃÀ´«Ã½app University of Technology course, program or unit through a third party, such as a partner provider, joint-venture provider, service provider, or other education provider, your personal information may also be collected, used, and disclosed by that third party in accordance with its own privacy statement or collection notice.

ÌìÃÀ´«Ã½app may also disclose relevant personal information to those third parties where necessary to deliver, administer, support, or improve the course, program, unit, or related services.

In many cases, you may choose not to provide ÌìÃÀ´«Ã½app with some or all of your personal information. However, some personal information is necessary for ÌìÃÀ´«Ã½app to provide educational services, employment-related services, access to University systems, student support, or government assistance.

If you do not provide the information requested, ÌìÃÀ´«Ã½app may be limited in its ability to provide those services or support. In some cases, this may mean ÌìÃÀ´«Ã½app cannot process an application, complete enrolment, provide access to systems or services, confirm eligibility for government assistance, or meet legal and regulatory obligations.

ÌìÃÀ´«Ã½app may use personal information to support marketing and digital communications relating to its courses, programs, services, events, and other University activities.

This may include using personal information to:

• plan, deliver, and manage marketing communications across digital and non-digital channels 

• create and manage audience segments for marketing and digital advertising campaigns  

• securely share limited audience data, in hashed or de-identified form where possible, with third-party advertising platforms, such as Google, Meta, TikTok and others, for purposes such as audience suppression, audience matching, retargeting, and the creation of lookalike audiences 

• measure, analyse, and improve the effectiveness of marketing communications, advertising, and user journeys 

• tailor content and communications to better align with individual interests, preferences, or interactions. 
   

Where third-party platforms are used to support these activities, personal information may be processed by those providers in accordance with their own privacy policies. ÌìÃÀ´«Ã½app takes reasonable steps to minimise privacy risks, including the use of data hashing, secure transfer processes, and ensuring that personal information is used in line with applicable privacy laws. 

ÌìÃÀ´«Ã½app may use automated processes and profiling techniques to better understand user behaviour and preferences, and to deliver more relevant content and communications. These activities do not produce legal or similarly significant effects on individuals. ÌìÃÀ´«Ã½app may combine information collected across its digital platforms, systems, and services to better understand engagement and improve user experience.

ÌìÃÀ´«Ã½app will only collect personal information by lawful and fair means.

ÌìÃÀ´«Ã½app generally collects personal information directly from you unless:

• you consent to collection from another person or organisation; or 

• ÌìÃÀ´«Ã½app is required or authorised by or under an Australian law, or a court or tribunal order, to collect the information from another source; or  

• it is unreasonable or impracticable to collect the information directly from you. 

ÌìÃÀ´«Ã½app stores personal information in both electronic and hard-copy forms and complies with the requirements of the Victorian Public Records Act 1973. Further information is available from the Public Record Office Victoria.

If ÌìÃÀ´«Ã½app holds personal information about you that was collected for a particular purpose, known as the primary purpose, ÌìÃÀ´«Ã½app will not use or disclose that information for another purpose, known as a secondary purpose, unless: 

• you have consented to the use or disclosure; or  
• you would reasonably expect ÌìÃÀ´«Ã½app to use or disclose the information for the secondary purpose, excluding sensitive or health information where additional restrictions apply.  

Personal information may be disclosed to external organisations, including: 

• Commonwealth and state government departments such as the Australian Taxation Office, Department of Education, Department of Home Affairs, Skills Victoria, and the Victorian Department of Education and Training, where required or authorised by law  
• professional bodies, hospitals, government agencies, or other organisations in connection with your studies  
• partner or joint-venture providers, service providers, or other education providers where you study a ÌìÃÀ´«Ã½app course, program, or unit through those organisations, for the purpose of delivering and improving those services  
• external companies or individuals engaged under contract to perform University functions, such as student surveys, academic services, or the provision of official University documentation. 

ÌìÃÀ´«Ã½app may use or disclose personal information, other than sensitive information, for the purpose of direct marketing where: 

• ÌìÃÀ´«Ã½app collected the information from you  
• you would reasonably expect ÌìÃÀ´«Ã½app to use or disclose the information for that purpose  
• ÌìÃÀ´«Ã½app provides a simple means by which you may opt out of receiving direct marketing communications  
• you have not made such a request. 
   

ÌìÃÀ´«Ã½app may only use or disclose sensitive information for direct marketing where you have provided consent. 

ÌìÃÀ´«Ã½app may use or disclose personal information for a secondary purpose where it reasonably believes this is necessary to lessen or prevent a serious and imminent threat to life, health, safety, or public welfare, or where required for law enforcement purposes, in accordance with applicable laws and guidelines.

Before disclosing personal information to an overseas recipient, ÌìÃÀ´«Ã½app will take reasonable steps to ensure that the recipient does not breach Australian privacy laws. 

Personal information may be disclosed overseas where, for example: 

• a research supervisor or examiner is located outside Australia; or  
• ÌìÃÀ´«Ã½app uses cloud-based IT services hosted outside Australia, which may include locations in the Americas, Europe, or the Asia-Pacific region.

ÌìÃÀ´«Ã½app will take reasonable steps to ensure that personal information it holds is accurate, up to date, complete, relevant, and not misleading. 

Subject to legal limitations, you may request access to personal information held about you and request correction where information is inaccurate, out of date, incomplete, irrelevant, or misleading.

ÌìÃÀ´«Ã½app may collect information when you visit its websites or use the ÌìÃÀ´«Ã½app App, including IP address, device type, browser type, pages accessed, documents downloaded, and referring websites.

ÌìÃÀ´«Ã½app uses cookies, tracking pixels, and similar technologies to understand how individuals interact with its websites and applications, improve content and services, and support marketing and personalisation activities. In some cases, third-party providers may also collect information for these purposes in accordance with their own privacy policies.

ÌìÃÀ´«Ã½app uses a consent management platform to provide users with transparency and, where required by applicable laws, control over the use of non-essential cookies and similar technologies. Depending on your location and applicable privacy requirements, the consent management platform may provide options to manage preferences or withdraw consent for non-essential cookies and similar technologies.

You can also adjust your browser settings to block or delete cookies. However, disabling certain cookies may impact the functionality and performance of ÌìÃÀ´«Ã½app websites or applications. 

Some University pages and sites contain links to external sites. ÌìÃÀ´«Ã½app is not responsible for the privacy practices of external sites and encourages you to review the privacy policy or collection notice of each website.

You should also be aware that ÌìÃÀ´«Ã½app has IT acceptable use guidelines, which set appropriate use parameters for University information technology systems.

If you believe ÌìÃÀ´«Ã½app has breached its privacy obligations, you may lodge a complaint with ÌìÃÀ´«Ã½app’s Privacy Officer at infoprivacy@swinburne.edu.au. 

If you are not satisfied with ÌìÃÀ´«Ã½app’s response, you may escalate the matter to the Office of the Victorian Information Commissioner, the Health Complaints Commissioner for health information, or another relevant privacy authority. 

This Collection Notice may be updated from time to time. You are encouraged to check this page periodically. The most recent update was made on [insert updated date].