Search:
Handbooks
Privacy and Personal Information Policy
Student Handbook > Policy Register  >  Policies & Procedures  >  Student-Non-Academic Policies & Procedures
Print Version
Overview

In the course of its business, the Institution may collect information from students or prospective students, either electronically or in hard copy format, including information that personally identifies individuals.  The Institution may also record various communications between individuals and the Institution.

In collecting personal information the Institution complies with the requirements of the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth) as amended by the Privacy Amendment (Enhancing Privacy Protection) Act 2012.

Collection and use of personal information

The Institution only collects personal information from individuals by fair and lawful means, which is necessary for the functions of the Institution. The Institution only collects sensitive information with the consent of the individual and if that information is reasonably necessary for the functions of the Institution.

The information requested from individuals by the Institution will only be used to provide details of study opportunities, to enable efficient course administration, to maintain proper academic records, to assess an individual’s entitlement to FEE-HELP assistance, to allocate a Commonwealth Higher Education Student Support Number (CHESSN), and to report to government agencies as required by law.  If an individual chooses not to give the College certain information then the Institution may be unable to enrol that person in a course or supply them or the authorities with appropriate information.

Through its website (icms.edu.au), the Institution collects non-personal information via cookies or through server access logs. ICMS uses standard industry accepted tools with this information to measure traffic patterns, to improve the online experience of visitors, and to remarket adverts to visitors across the Internet. These tools collect no personal information. Site visitors that wish to opt out of Google AdWords remarketing, can visit Google's Ads Preferences Manager. Alternatively visitors can also opt out of any third-party vendor's use of cookies by visiting www.networkadvertising.org/choices/.

Disclosure of personal information

The information that an individual provides may be disclosed to organisations that run courses in conjunction with the Institution.

Personal information about students studying with the Institution may be shared with the Australian Government and designated authorities, including the Tertiary Education Quality and Standards Agency (TEQSA), the Commonwealth Department with responsibility for administering the Higher Education Support Act 2003Higher Education Support Act 2003, the Tuition Assurance Scheme manager (via The Independent Tertiary Education Council Australia (ITECA)), the Tuition Protection Service (TPS) and the Department of Home Affairs (DHA). This information includes personal and contact details, course enrolment details and changes, and in the case of international students the circumstance of any suspected breach of a student visa condition.

The Institution will not disclose an individual’s personal information to another person or organisation unless:

  1. the individual concerned is reasonably likely to have been aware, or made aware that information of that kind is usually passed to that person or organisation;
  2. the individual concerned has given written consent to the disclosure;
  3. the Institution believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or of another person;
  4. the disclosure is required or authorised by or under law; or
  5. the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue

Where personal information is disclosed for the purposes of enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the purpose of the protection of the public revenue, the Institution shall include in the record containing that information a note of the disclosure.

The Institution only discloses information to an overseas recipient if that disclosure relates to an individual’s course containing an overseas component (study or practicum). The Institution takes all reasonable steps to ensure that any overseas recipient complies with the APPs. Overseas agents may collect required information on behalf of the Institution where an individual from a foreign country seeks to study in Australia.

Any person or organisation that collects information on behalf of the Institution or to whom personal information is disclosed as described in this procedure is required to not use or disclose the information for a purpose other than the purpose for which the information was collected by them or supplied to them.

Right to access and correct records

Individuals have the right to access or obtain a copy of the personal information that the Institution holds about them. Requests to access or obtain a copy of personal information must be made in writing. There is no charge for an individual to access personal information that the Institution holds about them; however the Institution may charge a fee to make a copy. Individuals will be advised of how they may access or obtain a copy of their personal information and any applicable fees within ten (10) days of receiving their written request. Where it is reasonable to do so, access to the information will be provided in the manner requested by the individual.

If an individual considers their personal information to be incorrect, incomplete, out of date or misleading, they can request that the information be amended.  Where a record is found to be inaccurate, a correction will be made as soon as practical.  Where an individual makes a request that a record be amended because it is inaccurate but the record is found to be accurate, the details of the request for amendment will be noted on the record. There is no charge for making a request to correct personal information.

Written requests for access to, to obtain a copy of, or correct personal information held by the Institution should be sent to:

Attn: Registrar

[email protected]

Complaints about an alleged breach of the APPs

Where an individual believes that the Institution has breached a Privacy Principle in relation to that individual, he or she may lodge a complaint, using the Institution’s Complaints and Appeals Policy and Complaints and Appeals Procedures, which enables students and prospective students to lodge grievances of a non-academic nature, including grievances about handling of personal information and access to personal records.

Publication

This Privacy and Personal Information Policy is made available to students and prospective students on the Institution's website (www.icms.edu.au) and via the Student Hub. 

In order to ensure that students have given their informed consent for their personal information to be disclosed to certain third parties as outlined in this policy, the Institution will advise students on enrolment about these policy and where they are located.

Responsible Officer

The Registrar is responsible for the development, compliance monitoring and review of this procedure and any associated guidelines.

Approved by Executive Management Group on 14 July 2015