OA Privacy Notice

This online applications website ('Website') is operated by The University of Queensland ABN 63 942 912 684 ('University').

This Website is used for preparing, storing, submitting and administering Applications for admission to study with the University. This includes all required forms, related documentation, data, personal information and other information provided as part of or in relation to an Application. This Website may also enable Users to track and accept Applications, enrol in courses and engage in other activities in relation to Applications or study.

An Applicant may also be assisted by an Authorised Partner, an agent and/or by their parent or legal guardian and such persons may have access to and prepare and submit an Application for an Applicant.

When a User (including Applicants and other persons) uses this Website and prepares and/or submits an Application, the University collects 'personal information' about them and the Applicant and possibly about other persons depending on the information provided to the University. For example, if you are an Authorised Partner or an Applicant's agent, parent or legal guardian, the University will also collect information about the Applicant and possibly about an Applicant's agent, parent, legal guardian, referees, sponsors and other persons (depending on the circumstances).

Such information may also be collected for the University by its contractors or their subcontractors, such as service providers that are involved in the supply and maintenance of this Website.

The University is subject to the Information Privacy Act 2009 (Qld) and the University's policy and procedures in relation to the collection, use, disclosure, storage and other treatment of personal information is set out in 1.60.02 Privacy Management in the University's Policies and Procedures Library (this may be found at https://ppl.app.uq.edu.au/content/1.60.02-privacy-management) ('Privacy Policy').

A reference to 'dealing with' personal information, an Application or other information includes preparing, submitting, disclosing and administering (including storing, processing, evaluating and verifying) the Application or other information.

In this notice, the terms 'Applicant', 'Application', 'Application Information', 'Authorised Partner', 'User' and 'User Data' have the same meaning given to them in the OA Terms of Use.

Dealing with personal information and your consents

The University will deal with personal information in accordance with the Privacy Policy and the consents Users provide to the University.

Please note that the OA Terms of Use contain important terms setting out consents you provide to the University, and to other persons, to use and disclose personal information and other User Data, how to limit or withdraw those consents if you require and the consequences of doing so.

If you are an Applicant's agent, parent or legal guardian you may be providing your own consents as well as consents on behalf of an Applicant or another person. You must ensure you have the other person's authority to provide those consents.

What is personal information?

'Personal information' means information or an opinion, including information or an opinion forming part of a database, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.

The purposes for which the University is collecting and otherwise dealing with the personal information

The University and its personnel (including contractors) need to collect, use, disclose and otherwise deal with personal information and Applications to enable Users to use this Website, to enable Users to prepare, store and submit Applications and to enable the University and its personnel (including contractors) to administer Applications (which includes storing, processing, evaluating and verifying Applications).

If Users do not provide the personal information the University requests they may not be able to use this Website or submit an Application and the University may not be able to administer an Application or provide certain services to students or prospective students.

The purposes for which the University is, and its personnel (including contractors) are, collecting the personal information include:

• to enable Users to use this Website, including to prepare, store and submit Applications to the University;
• to assist the University to administer Applications (which includes storing, processing, evaluating and verifying Applications);
• to assist the University to make offers for study and to enrol students;
• to provide this Website (including to monitor its use and to maintain and improve it and to store User Data);
• to give effect to and enforce the OA Terms of Use and the OA Submission Terms;
• to assist the University and its related entities to comply with the law;
• to assist the University to undertake its business and statutory functions, including administration and governance of the University and its related entities;
• to assist the University and its personnel (including contractors) and its related entities to offer or provide services, and carry out their functions, as they relate to Applications, students, prospective students or use of this Website, including in relation to:
  • University courses, offers, enrolment and, if the Applicant is or becomes a student, participation as a student;
  • attendance at University campuses and compliance with University requirements;
  • other services available to Applicants, students, agents and other Users;
  • processing payments made in relation to Applications, students, services and other matters;
  • accommodation for students and prospective students;
  • activities such as University or affiliated functions, events, memberships, clubs and the like;
• for scholarship applicants:  your personal information is collected for the purpose of assessing your eligibility for the scholarship, selecting scholarship recipients, and administration of the scholarship;
• to ensure or assist with compliance with University requirements such as University statutes, rules, codes and policies; and
• administration in relation to the foregoing.

How the University might use and disclose the personal information

The University and its personnel (including contractors) may collect personal information from and may disclose personal information to:

• persons identified as being an Applicant's agent, parent or legal guardian;
• an Applicant (if the User is an agent, parent or legal guardian);
• persons you permit to have access to your Website User account or Application;
• persons permitted or required by law to have access to the personal information;
• donors of scholarships and prizes;
• contractors (and their subcontractors), related entities and other affiliates that assist or work with the University in the exercise of its functions or the operation of its business, including in relation providing this Website, dealing with Applications and providing services to, or that are used by, students and other persons; and
• persons, organisations, government bodies and other entities for any of the purposes described in this Privacy Notice or in the OA Terms of Use or the OA Submission Terms.

For example, the University and its contractors and other personnel may use personal information to make enquiries or disclose information about an Applicant or an Application as part of the process of evaluating and verifying the Application or processing an offer or enrolment related to a successful Application, including contacting and seeking information from or providing information to:

• entities that work with the University in relation to requested courses, preferences and enrolments, such as the Queensland Tertiary Admissions Centre (QTAC) or the Australasian Conference of Tertiary Admissions Centres (ACTAC);
• universities, institutions, schools and other entities (such as Qualsearch and Universities Australia), in relation to current or past research or study (for example, information about enrolments, academic results, courses of study and disciplinary proceedings);
• an Applicant's parents, legal guardians, sponsors, agents and referees, in relation to the Applicant or an Application;
• entities with which an Applicant worked;
• government bodies concerned with immigration, in relation to visa applications and issued visas;
• government bodies concerned with regulating the University, including in relation to student details, visas, placements and fees (for example, the University must collect and disclose certain information under the Education Services for Overseas Students Act 2000 (Cth) and its related regulations and the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007);
• medical professionals and other persons, in relation to health information required or provided for or in relation to an Application or Applicant; and
• banks and other entities used for processing payments.

If you require any further information please contact:

Right to Information and Privacy Office
Phone: +61 (0)7 3365 2571
Email: rtip@uq.edu.au