1. Name of policy
This policy commences on 1 February 2017.
3. Statement of intent
3.1 St John’s College collects personal information in the course of carrying on its business as an independent residential college within the University of Sydney.
3.2 The College respects the privacy of personal information and observes the Australian Privacy Principles contained in the Privacy Act 1988 (Cth).
4. What is personal information?
Personal information is any information, including opinions, about an identified or identifiable individual, whether true or not, or recorded in a material form or not.
5. What kind of personal information does the College collect?
5.1 The College collects personal information, including sensitive information, for the purposes of its core business of providing educational and academic programs and residential accommodation for its resident and affiliate students.
5.2 The information collected may be about:
5.3 The personal information collected about a person may include but may not be limited to: name, contact details, date of birth, nationality, gender, medical information, dietary requirements, occupation, qualifications, relationship to students or residents, enrolment and academic results, IT network usage, misconduct and discipline.
6. How is personal information collected?
6.1 Personal information is collected in digital form, on paper, and in photographs, film and video recordings.
6.2 Information is collected -
6.3 Personal information is collected by College staff during the day-to-day administration of the College and attendance of students in the College. Personal information is also collected by automated systems within the College’s IT network resources.
6.4 The College may seek to collect and update personal information via email or the internet, by telephone, by mail or in person.
7. Use and disclosure of personal information
7.1 The College collects, holds, uses and discloses personal information for the following purposes:
7.2 Personal information about individuals is authorised to be used for the purposes for which it was collected.
7.3 Where carrying out the above purposes reasonably requires disclosure of personal information to another party, disclosure will only be made on a confidential basis and subject to the application of the Australian Privacy Principles to that party, if it is reasonable and practical to do so.
7.3 Personal information about an individual may be disclosed:
8. Security of personal information
8.1 The College stores personal information under the control of the Rector and authorised staff:
8.2 The College has implemented measures to ensure protection of personal information from misuse, loss, unauthorised access and modification, or improper disclosure.
8.3 Except as otherwise provided in this Policy, the College does not grant access to personal information to outside parties unless legally required to do so.
8.4 The College takes reasonable steps to destroy or de-identify information that is no longer required for use, after any period of time for which the College is legally required to retain the information.
9. Access to your personal information
9.1 You may apply for access to the personal information about you held by the College and you may inform the College of any information held which you believe is not correct.
9.2 If your personal details change, such as your mailing or email addresses, or telephone number, please contact the College to update your details online through the website or by sending us an email or letter. When we become aware that your details have changed, we will update them.
9.3 To access personal information the College holds about you, please contact the Director, Corporate Services, who is the College’s Privacy Officer, at firstname.lastname@example.org.
10. Sending information overseas
10.1 The College may send personal information about an individual to overseas recipients. This is most likely to occur when providing information about students or alumni who have applied for positions or scholarships at overseas institutions or employers, or to facilitate exchanges with overseas educational institutions.
10.2 The College may also send personal information overseas when storing it with cloud service providers situated outside Australia.
10.3 The College will not disclose personal information to an overseas recipient without:
11. Information Technology
11.2 The College website may contain links to other sites. The College is not responsible for the privacy practices or the content of other sites.
11.3 Information about yourself that you disclose by posting it on bulletin boards, chat rooms or social media and similar digital media platforms may become public information. If you disclose your personal information, or that of other residents and staff, while resident in College, the College cannot protect that personal information.
11.4 The College encourages all residents and staff to respect and protect the personal information of others. For more information, contact the College Privacy Officer at email@example.com.
12. Questions or complaints
12.2 If you have a complaint about the collection, use or destruction of your personal information, your complaint should be directed in the first instance to the College Privacy Officer at firstname.lastname@example.org. We will investigate your complaint and attempt to resolve any breach of the Australian Privacy Principles that might have occurred in accordance with the Privacy Act.
12.3 If you are not satisfied with the outcome of this procedure, then you may request that an independent person (usually the Office of the Australian Information Commissioner) investigate your complaint.