UWA College is a controlled entity of INTO Perth Pty Ltd and a pathway provider to The University of Western Australia (UWA), and we are committed to protecting your privacy and processing your personal information fairly and lawfully. Personal information (including sensitive information) collected in relation to future or current students may be disclosed to UWA.
This notice will help you understand how UWA College looks after your personal information. We must manage some of the information you give us under the Higher Education Support Act 2003 (Commonwealth) and align our processing activities with the Australian Privacy Principles (APPs), set out in the Privacy Act 1988 (Commonwealth) (the “Act”). We will only collect, use or disclose personal information in accordance with the Act and this Privacy Notice.
If you have any questions about this privacy notice or generally how your personal information is processed by us, please contact us by email at: privacy.UWACollege@intolgobal.com or as specified in the “How To Contact Us” section below.
In this privacy notice, the terms "we", "our", and "us" refer to UWA College at Level 2, Student Central Building, The University of Western Australia, M506, 35 Stirling Highway, Crawley, Western Australia 6009; and INTO Perth Pty Ltd of registered office address: Central Park Tower, Level 29, 152-158 St Georges Terrace, Perth, Western Australia 6000.
UWA College and INTO Perth Pty Ltd are also considered to be Controllers for the purposes of the European Union General Data Protection Regulation (EU GDPR) and the United Kingdom GDPR (UK GDPR) when we collect personal information from individuals located in either the EU or the UK.
We give you the power to share in the world of international education as part of our mission to connect you through our innovative partnerships with leading universities, to expand your opportunities for higher education and help you succeed and transform your lives. This privacy notice describes what information we collect from you and how it is used and shared.
We reserve the right to update this privacy notice at any time by changing it as it applies to your use of our services.
Your trust is very important to us, and we are committed to processing your personal information fairly and lawfully, protecting your privacy, and using your personal information in a transparent manner, and in accordance with the Act. This includes any information you may provide when submitting an enquiry, requesting a brochure, making a direct online application for a course, or entering your details onto and use our websites.
It is important that you read this privacy notice, together with any other privacy notice or fair processing notice we may provide to you on specific occasions when we are collecting or processing personal information about you. This privacy notice supplements the other notices and is not intended to override them.
Please see our further privacy notice if you are an applicant for employment here.
It is important that the personal information we hold about you is accurate and current. Please contact us if your personal information changes during your relationship with us.
If you have any questions about this privacy notice, please contact us by email at: privacy.uwacollege@intoglobal.com
This privacy notice does not apply to any externally linked third-party websites to our site. UWA College is not responsible for these third-party websites or their privacy practices when collecting or using your personal information. When you leave our website, we encourage you to read the privacy notice of every website you visit.
We may collect different kinds of personal information of prospective, current and past students – this may include the following which we have grouped together:
Identity Information includes first name, last name, marital status, title, date of birth, photograph, video recorded image which may include recordings of lessons or CCTV images (either directly with consent or incidentally in relation to the security of individuals and UWA College’s facilities) and gender identity.
Contact Information includes home address, term time accommodation address, email addresses and telephone numbers, and emergency contact information including parent/guardian/next of kin information.
Education Information includes your qualifications, certifications, English language test scores, and your academic progress while studying with us.
Compliance Information includes government and other institutional identifiers, details regarding your visa, and your status as a domestic or international student.
Financial Information includes bank account and payment card details; and information provided by a third party in relation to your funding (for example your sponsor).
Transaction Information includes details about payments to and from you and other details of the services you have purchased from us.
Technical Information includes internet protocol (IP) address, your login information, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our services.
Profile Information includes your username and password, courses selected by you, your interests, preferences, feedback and survey responses.
Usage Information includes information about how you use our websites and services.
Marketing and Communications Information includes your preferences in receiving marketing from us and related third parties and your communication preferences.
Sensitive Information such as health and welfare information, where essential for providing student support and welfare support services.
We use different methods to collect information from and about you, including through:
Information you provide. You may give us information including your Identity, Contact, Education and Financial Information by filling in application forms, either in hard copy or online, or by corresponding with us by post, phone, email or otherwise. This includes personal information you provide when you:
apply for a place on a course or make an enquiry with us;
accept a place to study on a course;
apply for a place in accommodation managed by UWA College in conjunction with contracted third party providers;
request marketing material be sent to you;
take part in a survey;
share information about studies and/or employment options you followed after studying with us; or
give us some feedback or get in contact with us.
From websites and apps that use our services. As you interact with our websites, we may automatically collect Technical Information about your equipment, browsing actions and patterns. We collect this personal information by using cookies and other similar technologies. To find out more about the way INTO’s websites use cookies and similar technologies please see below.
Contracted Student Accommodation providers. We may collect personal information from third party student accommodation providers about student residents or other students accessing accommodation, for purposes such as investigating matters including student misconduct.
Third parties or publicly available sources. We may receive personal information about you from various third parties including Technical Information from analytics providers and search information providers; Contact, Financial and Transaction Information from payment providers who administer payments from you on our behalf; Identity, Contact and Education Information from education counsellors that you engage to act on your behalf and/or from universities who we work with; and Compliance Information from regulatory agencies, for example, Australia Department of Home Affairs and Department of Education.
UWA College collects personal information to perform its core functions and activities and to ensure students are provided with the agreed services during their time studying with us, including the administration of courses and programs, and to support our teaching, learning and student service functions. We may also use your personal information to help us provide, improve, and develop our services for you, where we consider that this is compatible with the original purpose.
Examples of where your personal information will be used by us include:
registering your enquiries about studying with us so that we can respond to you as necessary;
processing your application to study on a particular course with us: from arranging and conducting interviews with you, verifying your identity and completing statutory visa compliance checks, to sending you an offer letter through to processing your acceptance;
to understand your academic progress to be able to assess the performance of our academic staff where this is necessary for the purposes of our legitimate interests;
to provide you with advice on study options, or respond to questions about courses where such processing is necessary for the performance of a contact with you or for the purpose of our legitimate interests;
to provide you with details of the student accommodation options available to you;
providing you (or if you are under 18, your guardian or next of kin) with information about your application with us where such processing is necessary for the performance of a contract with you;
to assess your financial eligibility and advise you about the financial statements needed as necessary for our performance of a contract with you;
helping you settle in at UWA College and being your first point of contact for any additional support you may need while you study with us;
assisting with your access to UWA’s virtual learning environments (VLE) when accessing and participating in the VLE is necessary for our performance of a contract with you;
to provide you with relevant lectures, tutorials, and presentations for your academic program, the accreditation of your participation, and other learning initiatives where this is necessary for our performance of a contract with you or for our legitimate interests;
collecting and processing any payments you may owe us in accordance with the relevant student terms and conditions for the course that you have applied to and/or are studying for, as necessary for the performance of our contract with you;
to send you notifications about courses and updates, and details of services which may be of interest to you, including events held in the College as well as online teaching sessions;
sending text messages with essential information to the mobile phone number you have given us to use during term time, for example to let you know about a change to the room where a lecture is being held;
maintaining our alumni network and engaging with you after completing your studies for the purpose of our legitimate interests or where you have provided your consent;
conducting analysis, historical research, budget forecasting and management planning where such processing is necessary for the purposes of our legitimate interests in the smooth running of our business;
participation in any surveys or any promotions we may be running to evaluate and improve existing products and services or develop new products or features;
to deal with any requests from you regarding your rights under this notice to enable us to comply with the Act or with your rights conferred by either the EU GDPR or UK GDPR, as relevant;
to deal with any requests from third parties for disclosure of your personal information where such disclosure is to comply with a legal or regulatory obligation.
Marketing: We aim to provide you with choices regarding how we contact you, around the marketing and advertising of our services. We may use your Identity, Contact, Technical, Usage and Profile Information to form a view on what we think you may want or need, or what may be of interest to you: for example, in respect of a new promotion that we are running.
You will receive marketing communications if you have requested information from us or purchased services from us, or if you provided us with your details when making an enquiry to us; and, in each case, you have not opted out of receiving communications from us.
Cookies: We use cookies and similar technologies to provide and support our services. Please read our Cookies Policy to learn more.
Sensitive information: The Act defines ‘sensitive information’ as information or an opinion about an individual’s racial or ethnic origin; their political opinions, or membership of a political association; or religious beliefs or affiliations; or someone’s philosophical beliefs; or membership of a professional or trade association; or their membership of a trade union; or sexual orientation or practices; or criminal record. Sensitive information also includes health information about an individual; or genetic information that is not otherwise health information; or biometric information that is to be used for the purpose of automated biometric verification or biometric identification.
UWA College may hold sensitive information about you but will only use it with your consent or in circumstances where it is legally required that we do so. For example, where it is necessary for us to meet our obligations in ensuring an appropriate level of care and facilities can be offered to students with a disability; or where we are required to report on equal opportunities monitoring; or to use temperature testing to ensure the safety of our College in the context of a pandemic.
We will only use information relating to criminal convictions where we are permitted to do so by the Act and when it is necessary for us to comply with the law or for another reason where there is a substantial public interest in us doing so, for example, including the processing of any visa application in line with Australia’s Immigration requirements.
We may make assumptions about your interests based on the information you provide to us and the context in which you provide it. For example, if you enquire about a Foundation course at the University of Western Australia, we may infer that you are interested in pre-university education in Australia. Similarly, we may infer that you speak certain languages based on your nationality or country of residence and, having informed you, we may use AI tools to provide translation in our live communications.
We may also use AI tools to assist in processing certain information that we believe would be helpful to you, such as identifying and suggesting relevant courses, services or information in response to your enquiry or to read and categorise documents in your application. These tools are designed to support our staff by highlighting appropriate options, improving the relevance and timeliness of the information we provide to you and making our services more efficient.
Human involvement: decisions that may affect you, such as admissions outcomes or course offers, are made by appropriately trained staff. We do not rely on solely automated decision-making to make decisions that have a legal or similarly significant effect on your rights or interests. A trained staff member will always review outputs and apply independent judgement before any recommendation is provided or any action is taken.
Types of personal information used: in these processes, we may use the following categories of information (please see section 2. above for more details about these categories):
Identity and Contact information
Education information
Profile information
Application and enquiry information
Impact on individuals: our use of AI tools supports, rather than replaces, human decision-making and is not intended to independently produce decisions that significantly affect you, however they may contribute to processes such as course recommendations, admissions assessments and student support services.
Your choices and control: where we rely on your consent, you may withdraw that consent at any time and you may also contact us to request further information about how automated processing is used in relation to your personal information.
If you require any further information regarding any automated decision making, please contact us at: privacy.UWACollege@intoglobal.com
We may share your personal information with selected external third parties including:
UWA whose courses are delivered on their behalf by UWA College – the University’s systems will be used for relevant disclosures of academic progress information and its own privacy notice sets out their obligations regarding the collection and use of your personal information;
INTO University Partnerships Limited or other INTO Group companies as required;
an education counsellor that you have engaged to act on your behalf and manage your application to study – no further information about your academic progress will be shared without your explicit consent;
a sponsor or employer who is supporting you through your studies;
external examiners and assessors;
third party suppliers, service providers and sub-contractors who perform any services for us: for example, providers of student accommodation; payment processing companies who process your payments on our behalf; technology companies whose systems we use; education service providers who provide online proctoring and online testing; or agencies who provide services to carry out marketing campaigns on our behalf;
analytics and search engine providers that assist us with the improvement and optimisation of our website;
releasing the names of recipients of prizes or similar awards to official student sponsors or scholarship providers;
third parties with whom either we or UWA have a duty to disclose, for example, where disclosure is necessary due to a legal process or an enforceable governmental or regulatory request, such as a request from Australia’s Department of Home Affairs;
relevant electoral body to enable students who wish to vote in elections that may occur while you are studying with us;
emergency services (for example, Ambulance, Police etc.) where we are concerned about your safety/wellbeing or consider you to be a risk to yourself or others to ensure appropriate support is available for you;
UWA’s Students’ Union to enable the provision of membership services;
professional advisers including solicitors, auditors and insurers who provide legal, insurance and other consultancy services; and
third parties to whom we may choose to sell, transfer or merge part of our business to or with. Alternatively, we may seek to acquire other businesses or merge with them.
We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and require them to process your personal information for specified purposes in accordance with our instructions.
The information we collect from you may be transferred to, and stored at, destinations outside Australia. It may also be processed by staff operating outside Australia who work for another INTO entity, an external third party or one of our suppliers. Such staff may be involved in advising you as to which course you wish to apply to, helping you with your application to study with us or providing a support services as required by us.
By submitting your personal information to us, you acknowledge that it could be transferred, stored or processed in a location outside Australia, and if you communicate with us through a social network service such as Facebook or WhatsApp, the social network provider and its partners may collect and hold your personal information overseas as well.
We place great importance on the steps we take, including our use of technology, and the physical and organisational measures we have in place to protect your personal information from misuse, loss, unauthorised access, alteration, disclosure, destruction, and damage. Procedures are in place to maintain the security of personal information from the point of collection to the point of destruction, and we will only transfer personal information to third parties if they agree to comply with those procedures and policies, or if they put in place adequate measures themselves.
The confidentiality of any password that enables you to access, for example, the virtual learning environment, is your responsibility, whether you have been given the password or you have chosen it yourself. We ask you to please not share your password with anyone; we will not be liable for any unauthorised transactions entered into using your username, personal information, and/or password.
UWA College will only retain your personal information for as long as it is required for the purposes it was collected and in accordance with our other legislative obligations such as under the State Records Act, 2000 (WA), or our accounting or reporting requirements.
On conclusion of your studies at UWA, in conjunction with UWA we will retain certain personal information that forms part of the student records archive. This provides a record of your registration as a student and your achievements whilst studying with UWA and with UWA College, and will allow us to respond to future requests for information from you, and to report on performance or any other relevant aspect of our student body.
We consider a number of factors in deciding how long to keep your personal information: the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements (i.e. whether particular laws mean we have to keep certain types of document for a certain length of time).
In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for statistical purposes, in which case we may use this information indefinitely without further notice to you. We may also retain a record of your stated objection to the processing of your personal information, including in respect of an objection to receiving communications, for the sole purpose of ensuring that we can continue to respect your wishes to not contact you further, during the term of your objection.
Under APP 12, you have a general right to ask for access to the personal information that we hold about you.
Under APP 13, you have the right to correct the personal information that we hold about you if it is inaccurate; out of date; incomplete; irrelevant; or misleading.
Prospective, current or past students can contact us to request access to their personal information or to correct or update their personal information, by contacting us via privacy.uwacollege@intoglobal.com or by completing our Online Rights' Request form. Only you or a person you authorise, such as a legal guardian or authorised agent, can request the correction of your personal information.
We must be satisfied that a request came from you or the person you authorised to act on your behalf so you may be asked for information that helps to identify you. This is a security measure designed to ensure that your personal information is not disclosed to any person who has no right to receive it. We will confirm the specific information required from you when you contact us. We may also contact you to ask for further information in relation to any request you make to speed up our response.
Time limit to respond: We aim to respond to all legitimate requests as soon as possible and within 30 days of receiving your request. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Where we need to collect your personal information and you fail to provide that information when requested, we may not be able to provide the service you have asked us to. In this case, we may have to cancel the service you require from us, but we will notify you if this is the case at the time.
We aim to work to the highest standards when handling your personal information. If you have any questions or comments about how we have handled your information, please contact us as indicated below:
Email: privacy.uwacollege@intoglobal.com
By post: F.A.O. UWA College Director, UWA College, M506, 35 Stirling Highway, Perth WA 6009 Australia.
If you are not happy with how UWA College has handled your personal information, or a decision we have made about accessing or correcting your personal information, then you can lodge a complaint with the Office of the Australian Information Commissioner. More information is available on their website: https://www.oaic.gov.au/privacy/privacy-complaints
Thank you for taking the time to read our privacy notice.