The University collects personal information from you (including digital images) during the enrolment process and throughout your time as a student with the University. This includes information collected from you when you obtain your campus card, change your unit details, defer your units or your course, enrol by distance, enrol for non-award study or apply for summer enrolment or amend or vary your personal information.

Where the information collected from you includes health information as defined under the Health Records and Information Privacy Act 2002 (NSW), this notice will apply to the collection of that information.

Your personal information is recorded and stored on the University's electronic databases and in paper format.  University staff members responsible for administering the enrolment processes, facilitating your course and providing you with access to University services use your information for the following purposes:

  • corresponding with you in relation to your enrolment, fees, academic progression and graduation applications;
  • issuing you with a campus card;
  • informing you about your courses and other University courses and events;
  • attending to day to day administrative matters relating to your on-going enrolment or your cessation or suspension of enrolment;
  • verifying your attendance at the various learning and teaching environments on campus (such as classes, tutorials, placements and exams);
  • providing you with access to student services such as residential services, online courses, interactive management systems (such as iLearn) and for information technology services such as providing you with an email address;
  • placing your name on the student electoral roll and the alumni database on graduation including publishing your name and award in graduation publications and on our on-line graduate register;
  • publishing your name on the University’s website and/or in alumni publications if you receive any academic awards/commendations (such as the Vice-Chancellor’s commendation);
  • providing you with assistance in the event of an emergency; and
  • complying with legislative reporting requirements.

You are not required by law to provide us with your personal details for the above purposes, however, if you choose not to provide the information requested, it may not be possible for the University to enrol you.

The information collected may be disclosed to the following types of organisations:

  • external organisations such as professional bodies, hospitals or government agencies, if the disclosure is necessary in order for you to undertake a practical or clinical placement as part of your course;
  • other educational institutions, if necessary for exchange programmes or overseas study or when transferring to another University;
  • to Macquarie University's controlled entities for the purposes of providing University services to you e.g. U@MQ Ltd and Access Macquarie Ltd;
  • service providers and consultants such as mailing houses, logistics and IT service providers whom the University engages to facilitate your access to the University's services and facilities on offer;
  • Commonwealth and State government departments and agencies such as the Australian Taxation Office, Transport for NSW (in connection with travel concessions offered to you), the Department of Education, Employment and Workplace Relations, Centrelink and the Department of Immigration and Citizenship (in connection with your visa or travel status) and the NSW Ombudsman or their equivalent or replacement entity;
  • to courts or tribunals or similar judicial agencies whether under subpoena or by force of law;
  • if you are sponsored by a body or person nominated in your enrolment application, information which the sponsor reasonably requests in relation to your enrolment;
  • student accommodation service providers and landlords for the purposes of sourcing suitable accommodation for you (if required); 
  • to government departments and agencies and their appointed third party providers for the purposes of administering University related surveys and for other lawful purposes; 
  • in the event of a crisis requiring urgent attention, police, medical or hospital personnel, your nominated emergency contact person, or other personnel as is necessary to respond to the emergency; and
  • IT service providers who may (or use third party hosting providers that may) store data outside Australia or in the 'cloud'. When the University discloses your information to overseas recipients, it takes measures to ensure those recipients treat your information in accordance with applicable privacy legislation.

The University will not otherwise disclose your information without your consent unless required or authorised by law.

You have a right to access personal information that Macquarie University holds about you, subject to any exceptions in relevant legislation. If you wish to seek access to your personal information or inquire about the handling of your personal information, please contact the University Privacy Officer by email at: privacyofficer@mq.edu.au

This privacy collection notice applies to all methods by which the University collects your personal information, including by electronic or verbal means or in written form.

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