RMIT University (RMIT) is committed to safeguarding student privacy and requires all students to read and understand the following privacy statement.
Privacy statement – applies to all RMIT students
RMIT provides this notice because we have sought your personal information to provide education and education support services in any of our English, non-award studies and courses, vocational education and higher education including higher degree by research programs.
This collection statement applies to all methods of collecting your personal information (including hard-copy, electronic or verbal means) and explains the purpose of that collection. We take all reasonable steps to ensure that the personal information we hold is accurate and complete and that it is protected from misuse, loss, unauthorised access or disclosure.
What we collect and why
RMIT requires your personal information to fully and properly administer your enrolment or candidature in accordance with our policies, procedures and processes.
We also collect your information for a related purpose, such as to:
- inform you about global experiences and career opportunities, professional associations or future programs that may be of interest
- facilitate access to learning and general support services
- provide events and alumni relations following your graduation
- inform you about arts, sports or leisure activities that may be of interest.
Failure to provide the information requested may mean we cannot provide services to you such as enrolling you in a program or course of study or granting you access to systems and services to support our education provision to you.
We will always try and collect the information directly from you. If you provide your information through an agent, we will only share information where we have a relationship with that agent and you have given your consent.
How we use student personal information
RMIT will only use your information as described in this statement and in accordance with the RMIT Privacy Statement.
These are some of the ways RMIT uses or discloses your personal information for legitimate reasons:
- Verifying information we hold about you and we use third party services to help us. We use Vix Verify, an external company, to conduct the online verification of students’ citizenship at RMIT. As part of that process, the information you provide to us is matched to information held by the issuer or official record holder to confirm your identity.
- Starting and operating externally hosted applications as part of providing education and candidature services to you. These services include: Google, Microsoft, our Learning Management System (LMS), Canvas, online courses and pre-enrolment testing providers, where applicable, such as BKSB for pre-training reviews. We will only use and disclose information that is necessary to effectively operate these services or applications.
- Releasing information to external agencies and government departments/agencies to facilitate activities such as bulk mail outs, debt collection activities, student surveys, and for enrolment and award verification purposes.
- Releasing your student number, program name, conferral/graduation date and grades to external agencies and and/or institutes to prevent the fraudulent use of RMIT qualifications.
- Analysing student information, including usage of learning support and management systems such as Canvas, the RMIT network and library systems to enable analytics, and to identify and contact students who may need additional support in their studies.
- Improving learning and teaching and/or student experience, and for the purpose of undertaking strategic planning, research and analytical activities. We will use de-identified data for this purpose wherever possible.
- Providing space and timetabling services, such as delivery or class scheduling and assessments, including exams.
- For RMIT students studying at a partner location or online, releasing student information and data including examination results, academic and administrative information to partner institutes for the purpose of administering enrolments and program delivery in those locations (whether in Australia or overseas).
- Accessing student data to conduct duly authorised research or to seek specific consent to participate in such research. The identity of the individuals will not be disclosed in any resulting report or publication unless specifically authorised by the individual concerned.
- Releasing enrolment and statistical information as required by law to Australian and Victorian Government agencies including the Victorian Department of Education, the Australian Department of Education and Training (DET), Centrelink, the Department of Home Affairs and the Australian Taxation Office (ATO).
- For students eligible for FEE-HELP, HECS-HELP, VET-FEE HELP or VET Student Loans, to assess you entitlement to Commonwealth assistance under the Higher Education Support Act 2003 and VET Student Loans Act 2016, and allocation of your Commonwealth Higher Education Student Support Number (CHESSN). The CHESSN is a number that uniquely identifies a Commonwealth assisted student. You can use your CHESSN to access information on your Commonwealth assistance through myUniAssist.
- For vocational education students, releasing information to assist with the allocation of a Victorian Student Number (VSN) and updating personal information on the Victorian Student Register.
- Reporting vocational education student and training activity data to the Department of Education and Training in accordance Victorian VET Student Statistical Collection Guidelines, which may include information provided during enrolment and unique identifiers such as the VSN and the Commonwealth’s Unique Student Identifier (USI). See also: special acknowledgments for vocational education students, below.
- Reporting relevant information to the Department of Foreign Affairs and Trade (DFAT) and other external parties engaged by the University to provide services under the Australia Awards Scholarship program for the administration of Australia Awards Scholarships.
- Assisting students with purchasing overseas student health care, where relevant.
- Releasing the names of recipients of prizes, scholarships or similar awards to the respective student sponsors, scholarship providers and in RMIT publications
- Releasing information between RMIT entities that you are or will be engaged with during your enrolment.
- Facilitating alumni relations on your graduation including adding you to the RMIT alumni database.
- Facilitating university elections and voting process that you may participate in during your enrolment.
- Providing information for law enforcement purposes where required or authorised by law.
- Notifying you of emergencies. For example, we provide student information to an SMS service provider who may text you in the event of an on-campus emergency.
- Using digital photos or identifications – i.e. for your student card, class lists, and for security purposes.
Your information and third parties
Your personal information may be held in externally hosted applications. Some of these are located outside of Victoria and/or Australia and, as a result, personal information collected and held by RMIT may be transferred outside of Victoria (but within Australia) or outside Australia. These host organisations and contracted service providers are required to provide the same privacy safeguards as RMIT. Information stored in externally hosted applications is still managed and controlled by RMIT.
Your personal information such as your Student ID, name and email may be disclosed to these service providers for the purposes described in this statement. Third parties include, but are not limited to:
- Google and Microsoft applications
- our learning management system, Canvas and associated plug-in applications
- library databases provided by third party publishers accessed via the Library webpage
- RMIT partner applications used in the delivery of RMIT programs and courses to you online and at on-campus locations such as in Singapore, Hong Kong, China, Vietnam, India and the United Kingdom
- other third party applications that RMIT identifies as necessary for the purposes described in this statement.
Special acknowledgements for vocational education students
As an RMIT student studying a vocational education program or course, you acknowledge that you have been advised by RMIT that you may be contacted and requested to participate in a National Centre for Vocational Education Research survey or a national/state government department endorsed project or audit or review.
The Victorian Department of Education and Training is authorised under the Education and Training Reform Act 2006 (Vic) to collect and handle enrolment data and VSNs. The Australian Department of Education and Training is also authorised to collect and handle USIs in accordance with the Student Identifiers Act 2014 (Cth) and the Student Identifiers Regulation 2014 (Cth).
The Department uses student and training data, including personal information, for a range of VET purposes including administration, monitoring and planning. A student’s USI may be used for specific VET purposes including the verification of student data provided by RMIT, the administration and audit of VET providers and programs; education related policy and research purposes, and to assist in determining student eligibility for training subsidies.
For these and other lawful purposes, the Department may also disclose information to its consultants, advisers, other government agencies, professional bodies and/or other organisations.
For further information about Unique Student Identifiers, including access, correction and complaints, go to the Australian Government USI webpage.
Accessing your information
You have the right to request access to and/or correct any personal information concerning you that is held by RMIT. For the most part, you can do this via myRMIT. For further information please contact RMIT Connect.
Complex access requests may require a formal application under the Freedom of Information Act 1982 and such requests should be directed to the RMIT University Freedom of Information Officer.
RMIT periodically refines the student privacy statement to reflect appropriate information flows. The overall level of privacy protection is maintained when changes or inclusions are made. If you have a query about your personal information and the way it is handled, please check online for the current privacy statement. This statement was last updated 26 July 2018.
For more details on how information is handled at RMIT:
Assistant Director, Governance & Compliance