You should read this statement in conjunction with the material located on the Privacy Centre. This statement is under continuous review and it’s your responsibility to monitor it for changes.
Deakin collects, uses and discloses personal and health information to enable it to operate as an innovative and effective educational institution and to provide you with opportunities and support throughout your student journey.
1. Personal and health information
A reference to 'student information' or 'your information' means both personal information, as defined in the Privacy and Data Protection Act 2014 (Vic):
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
and health information as defined in the Health Records Act 2001 (Vic)
information or an opinion about the physical, mental or psychological health (at any time) of an individual; or a disability (at any time) of an individual; or an individual's expressed wishes about the future provision of health services to him or her; or a health service provided, or to be provided, to an individual - that is also personal information.
2. How we collect your information
Your information may be collected by any means, including hard copy, electronic or verbal. Deakin will, where practicable, collect your information directly from you.
The University collects your information directly from you when you submit information in person, in hard copy, electronically or by telephone. Your information may be collected on application forms, web forms, online event registration forms, and in materials you submit to the University as part of your studies (e.g. portfolios, assessment materials).
Where appropriate, the University collects student information from third parties. The types of third parties may include tertiary admission and testing centres, 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.
Digital tools and resources
Your information may be collected when you submit forms via the website or when you use digital tools and resources. These may be hosted internally by Deakin or hosted externally by a third-party provider such as FutureLearn and Studiosity. You may also, as part of your unit enrolment, have access to digital learning resources owned and managed by third parties, in which case the provider will share information about your access to those resources and your assessment outcomes with Deakin.
Your information may also be collected when Deakin uses its digital tools and resources. For example, your voice and image may be collected during recording of lectures or streaming of online tutorials. CCTV cameras around Deakin’s premises may also capture your image.
Learning analytics
Your access to digital tools and resources creates information about you that the University collects and uses to analyse your learning patterns. The purpose of learning analytics is to allow the University to understand how individuals learn and how you in particular learn, to provide students with a more personalised learning experience, and to develop teaching and learning environments that enhance the student journey.
3. How we use your personal information
Deakin will use your information to manage and administer all aspects of your progression through your chosen course of study, your participation in the University community, and your access to and use of Deakin’s business and support structures. The following is a non-exhaustive list of the way your information may be used.
Your information is used to:
undertake selection into a Deakin course
enrol/re-enrol you in Deakin courses and units
determine your eligibility for scholarships, bursaries and similar awards
enable timetabling
facilitate your study at Deakin and your completion of course requirements
facilitate your participation in academic exchanges, practical placements, industry-based learning and volunteer opportunities
assess your academic work and course-related requirements
monitor your academic progress
manage plagiarism detection, using the Turnitin plagiarism detection service
process your graduation, including publishing your name of student, date of graduation, and award obtained in the graduation booklet, which is a public document. Webcasts of the graduation ceremonies, which include images and voices of individuals, are made publicly available on the same basis
process changes to your status at Deakin, including intermission, exclusion and withdrawal.
Your information is used to:
provide you with access to, and support from:
Deakin’s information technology services
Deakin Library
CloudDeakin
register you with third party learning resource providers, for example, publishers providing on-line learning resources licensed to the University
register you with third parties hosting Deakin course materials, such as FutureLearn.
Your information is used to:
provide you with access to, and support from University services, including:
student services
disability support
equity and diversity
tutoring programs, including peer tutoring
personal counselling
health services
recreational services
career counselling
Safer Community service
insurance and travel services
communicate with you and/or your nominated contact in the event of an emergency. (You should notify the person that you have nominated as your designated emergency contact that their contact details have been provided to Deakin.)
Your information is used to:
enable you to pay tuition fees and other charges
enable processing and payment of scholarships, loans and bursaries.
Your information is used to:
provide and manage teaching and learning spaces
provide and mange on-campus accommodation through Deakin Residential Services
provide security and parking services.
Your information is used to:
investigate and report on incidents relating to general misconduct, breach of academic integrity and breach of research integrity
operate Deakin’s Safer Community service
process complaints and appeals.
Your information is used to:
undertake audit, planning and statistical analysis, benchmarking, quality assurance activities, internal training, continuous quality improvement and research (for internal use and for statutory reporting).
Your information is used to:
register you as a member of Deakin’s Alumni (students are encouraged to view the Alumni collection statement).
Your information is used to:
communicate with you throughout your student journey and as a member of the Deakin Alumni community
Student information collected by one faculty or division may be shared with staff of another faculty or division where legitimately needed to carry out the activities of the University. For example, your photograph may be shared within the University to help identify you when you attend classes or access support services.
4. Why we disclose your information
Deakin will disclose your information to the extent necessary to facilitate your progression through your chosen course of study, your participation in the University community and to enable you to access the services and resources provided by the University. It also discloses your information where necessary for the University to carry out its normal functions and activities. The following is a non-exhaustive list of the types of disclosures of your information.
Deakin may disclose your information to:
organisations involved in your study, for example other educational institutions or international academic partners where you are undertaking an academic exchange, cross-institutional study or a program of study offered in cooperation with another educational institution (e.g. a dual or joint degree, a cotutelle program or a program of in-country supervision
organisations providing you with, or involved in organising practical placements, industry-based learning, overseas activities or volunteer opportunities
providers of educational resources and services, to enable you to access course-related materials and activities and to take advantage of services provided. e.g. Studiosity
third parties hosting and administering Deakin materials on an electronic platform. e.g. FutureLearn
providers of plagiarism detection services, currently Turnitin
external assessors, where disclosure of your identity is necessary to protect the integrity of the assessment process
the donor of your scholarship or sponsor of your enrolment
your care provider, if you are an international student under 18 years of age
your parent or guardian, if you are under 18 years of age
(i) health care insurance providers if you are an international student with Overseas Student Health Cover
foreign governments administering student loan schemes for the benefit of students enrolled at Deakin (e.g. the US government FFEL program)
Tertiary Admission Centres across Australia
the Golden Key International Honour Society.
Deakin discloses student information to
the Deakin University Student Association (DUSA) to enable communication with students and to prepare its electoral role
discipline-based student associations (e.g. Deakin Law Students' Association, Deakin Medical Students' Association and international professional bodies with student branches)
its wholly-owned entities where you are using their services, e.g. Deakin Residential Services in the case of students living on-campus
organisations undertaking student surveys endorsed by Universities Australia
its legal and other professional advisors, as required.
Deakin discloses student information to accreditation and registration bodies relevant to your program of study to verify your qualifications, professional registration and conduct, and the accreditation of your course.
Deakin may disclose student information to the extent necessary to enable us to maintain our accreditation as a university and the registration of our courses with professional regulatory bodies.
Deakin may also disclose student information to agencies and organisations undertaking quality assurance and planning activities. These include government departments and agencies, the Tertiary Education Quality Standards Authority and Universities Australia.
Legislation may require Deakin to disclose your information to government departments. These may include:
Department of Education
Department of Industry, Science and Resources
Department of Home Affairs
Centrelink
Australian Tax Office and
Victorian Department of Health, in the case of prescribed communicable diseases.
Note:
The Higher Education Support Act 2003 (Cth) (HESA) permits the Commonwealth Government to further disclose your information obtained from the University to authorised bodies for the purpose of regulating, undertaking research into and improving higher education in Australia. HESA contains a list of authorised bodies.
Deakin will disclose your Personal Information to the Commonwealth Department of Education, if you are appealing a decision made by Deakin under the provisions of the Higher Education Funding Act 1988 (Cth).
Deakin may disclose your information where permitted by law. We are permitted to disclose personal information to assist law enforcement agencies, to manage a serious and imminent risk to any individual or where there is a risk to public health and safety. Additional information on permitted disclosures is set out in the Privacy and Data Protection act 2014 (Vic) at IPP 2 and in the Health Records Act 2001 at HPP 2.
5. Additional information
Deakin engages consultants and contractors to perform services on its behalf, (e.g. Digitary Australia Pty Ltd, which has been engaged by us to operate the Digital Student Data Network and to provide secure digital documents to authorised recipients).
As such, service providers may have access to or create student information Deakin enters into contracts with the service provider that contain appropriate privacy protections .
If you provide personal information directly to a contracted service provider, it is your responsibility to review their terms of service and privacy statement. For example, Deakin uses Eventbrite to schedule and arrange ticketing for Deakin events.
If Deakin has recorded lectures or other teaching and learning activities in which your image or voice has been recorded in audio, video or other media, it may be viewable online.
Deakin does not disclose your information to members of your family unless authorised by law. If you want the University to provide information to a family member you should contact Student Central and provide written authority for disclosure.
Your Deakin email address and username are provided to you to facilitate your study and your involvement in the University community. Deakin may use your email address or username to register you for services provided by its service providers. For example, this may include publishers who make learning resources available to Deakin students.
Your email and username provide limited personal information and do not disclose other personal information. You must never provide any third party with your password as this, when combined with your username, may allow broader access to your information.
Deakin may transfer your information outside of Australia to countries that do not have the same levels of privacy protection as apply in Australia. This happens, for example, if you are undertaking a component of your studies through collaboration with an overseas institution, or when Deakin stores information in a cloud-based application located outside of Australia. Deakin will take reasonable steps to ensure the receiving party handles your information in a manner consistent with Australian privacy laws. If Deakin is not satisfied that reasonable privacy protections are in place it will ask for your consent.
Deakin maintains the Gradsearch services, an online facility that allows third parties to confirm if an individual has received a Deakin award. Gradsearch requires two of three items of identifying information which must be provided to the third party by the student to enable confirmation to be provided.
Consequences of not providing information when requested
The University will only ask you to provide information that it needs. If you choose not to provide information when requested then it may not be possible for you to be admitted to or enrolled in the University or, if enrolled, you may not be able to access the full range of opportunities, facilities and services available to a member of the Deakin community.
Access to your information
Access to your personal information is provided through the Freedom of Information Act 1982 (Vic). Administrative units of the University may have processes in place to allow access to documents which are not exempt from disclosure under the Freedom of Information Act. You are encouraged to speak with the relevant administrative unit before making a formal request under the Freedom of information Act.
Further information
Questions about the collection, use and disclosure of student personal information should be directed to +61 3 5227 8524 or by email to privacy@deakin.edu.au.
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