Privacy Policy
Our commitment to your privacy
The Swinburne Student Association (SSA) respects your right to privacy and this policy sets out how we collect and treat your personal information.
We recognise that any personal information we collect about you will only be used for the purposes indicated in our policy, where we have your consent to do so, or as otherwise required or authorised by law. It is important to us that you are confident that any personal information we collect from you or that is received by us will be treated with appropriate respect ensuring protection of your personal information.
Our commitment in respect of personal information is to abide by the Privacy Act 1988 (Cth) and any other relevant law. “Personal information” is information we hold which is identifiable as being about you.
Please be aware that we may change this Privacy Policy in the future. The revised versions will be uploaded onto our website, so please check back from time to time.
The information that we collect
We may collect the following types of personal information from you:
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name
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date of birth
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address
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email address
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phone number
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student identification numbers if you are a student
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information about the goods or services you have ordered
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information from enquiries you have made
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communications between us
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credit card information
In addition, from time to time the SSA may take photos and video footage on campus for marketing and promotional purposes and images of you may be collected incidentally. These are also considered ‘personal information’ for the purposes of the Australian Privacy Principles and may contain sensitive information as defined by the Privacy Act 1988 (Cth).
Why?
We collect and receive personal information about you in order to conduct our business and for marketing and promotional purposes. From time to time we may offer other products and services.
Where do we source the information from?
We may collect personal information from you in a variety of ways. It could be interactions with us electronically or in person; when you access our website; when we provide our services to you; and, incidentally, when we commission photography and videography on campus.
If you do not provide the information requested by us, we may not be able to provide you with our services.
Where reasonable and practical we will collect your personal information only directly from you.
However, we will also collect information about you from third parties such as from our contractors who supply services to us, or from other individuals or companies as authorised by you. Where we plan to conduct photography/videography on campus, we will notify you via signage or via prior notification through a ticket registration process.
If you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us and that, without us taking any further steps required by privacy laws, we may collect, use and disclose such information for the purposes described in this Privacy Policy.
For example, you should take reasonable steps to ensure the individual concerned is aware of the various matters detailed in this Privacy Policy. The individual must also provide the consents set out in this Privacy Policy in respect of how we will deal with their personal information.
How we use your information
We use your information to provide our service to you. We also use it to improve our service to you and, in relation to photography/videography, to market or profile our services.
We generally do not provide your information to third parties, except that we may provide your information to our business partners who assist us in the provision of our services to you, including Swinburne University.
Other than via the internet, we will not disclose your information to overseas recipients.
Security
We take reasonable steps to protect your personal information from misuse and loss and from unauthorised access, modification and disclosure.
However, we are not liable for any unauthorised access to this information.
Marketing
We may use or disclose personal information (other than sensitive information) about you for the purpose of marketing if:
We collected the information from you;
you would reasonably expect us to use or disclose the information for that purpose;
we provide a simple means to request not to receive direct marketing communications from us; and
the individual has not made such a request to SSA.
Data integrity, security and storage
We will endeavour to ensure that personal information held is current and accurate. We will also provide the opportunity for members to access and update their personal details when requested. We reserve the right to ask you to confirm or validate your identity in order to access our Student Service Areas.
The SSA takes all reasonable steps to secure personal details. SSA stores personal information on secure servers which are housed in controlled environments to protect against loss, misuse or alteration of the information collected through our website account portal.
To ensure that the personal information we hold is accurate, complete and up to date, we will periodically review our electronic databases to remove personal information that we no longer require. Further, SSA will correct any errors that an individual brings to its attention.
Accessing your personal information
You have the right to request access and request correction to your personal information. You can access and update your personal information by contacting us at the SSA Reception Desk or via email.
We may charge a fee for our reasonable costs in retrieving and supplying the information to you.
There may be situations where we are not required to provide you with access to your personal information. For example, such a situation would be information relating to an existing or anticipated legal proceeding with you, or if your request is vexatious.
If we deny you access to your personal information, we will provide you with reasons why and tell you how to make a complaint about our decision.
Issues around privacy?
We take complaints very seriously and will respond within a calendar month after receiving written notice of your complaint. Your complaint can also be made to the Office of the Australian Information Commissioner at www.oaic.gov.au.
Website collection
When you visit our website we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc. This information is used in an aggregated manner to analyse how people use our site, such that we can improve our service.
Privacy Policy Complaints and Enquiries
If you have any queries or complaints about our Privacy Policy please contact us at: studentlife@swin.edu.au