VTAC Privacy Policy
1. Purpose of this Privacy Statement
The Victorian Tertiary Admissions Centre Limited (VTAC) values the privacy of every individual's personal information and is committed to handling your personal information consistent with its obligations under the Privacy Act 1988 (Cth) (Privacy Act) and the 13 Australian Privacy Principles (APPs) in the Privacy Act and any other appliable privacy and/or health records legislation.
This Privacy Statement sets out how VTAC aims to protect the privacy of your personal information, your rights in relation to your personal information managed by VTAC and the way VTAC collects, holds, uses and discloses your personal information.
VTAC is the central office that administers the application processes for places in tertiary courses, Scholarships and Special Entry Access Schemes (SEAS) at universities, TAFE institutes and private tertiary colleges in Victoria and a few outside Victoria. VTAC also undertakes some other functions and services. Details of VTAC's range of functions and services can be found on the VTAC website.
If you do not agree to any of the provisions of this Privacy Statement, you should not use VTAC's website, lodge an application with VTAC, access any of VTAC's other functions or services, or provide VTAC with any personal information or sensitive information.
By visiting the VTAC website, applying for acceptance into a tertiary course, applying for Scholarships or SEAS via VTAC, creating a VTAC account, accessing any of VTAC's functions or services and/or providing VTAC with your personal information, you agree to your personal information and sensitive information being collected, held, used, stored and disclosed in accordance with this Privacy Statement.
2. What kinds of personal information does VTAC collect?
Personal information is information or an opinion about an identified, or reasonably identifiable individual. During the provision of its functions and services to you, VTAC may collect your personal information.
Depending on which of VTAC's functions or services you access, VTAC may collect the following kinds of information:
- your contact details and identification information including your name, address, telephone number, email address and date of birth
- your Unique Student Identifier (USI)
- your citizenship details
- your gender
- details of your proficiency in English
- your VCE (including other year 12 equivalents) and other examination results
- your educational achievements
- your professional qualifications
- your course preferences
In addition to the above information, you may also be asked to provide in connection with your application:
- information related to any disability you may have
- information which you have consented to us obtaining from Centrelink
- sensitive information (including health information) which you consent to us collecting in connection with an application under SEAS or a Scholarship application
- your Australian Tertiary Admission Rank (ATAR)
- your status as an Aboriginal or Torres Strait Islander
- payment details for services provided
VTAC also collects information it is required by the Federal Government to collect, including:
- highest education level of parent(s)/guardian(s)
- language spoken at home
- country of birth
- year of arrival in Australia
- number and gender of parent(s)/guardian(s)
In some circumstances, VTAC may also collect and hold other personal information provided to VTAC by you or on your behalf in connection with the provision of its functions and services to you.
3. How does VTAC collect your personal information
Generally, VTAC collects your personal information directly from you, through your online course application and other documentation and information you submit in support of your application. VTAC may also collect your personal information, including sensitive information (in hardcopy, electronic or verbal form) via any of the following methods:
- other online applications, functions and services you access via VTAC's website
- you accessing your online account to update your personal details
- calculation of the ATAR, if necessary
- electronic information submitted to VTAC as part of your application(s)
- surveys you may complete for VTAC
- digital images captured for applicant identification purposes
- your exam and tertiary studies results provided to VTAC by relevant participating institutions
VTAC also collects your personal information from other sources, such as from an educational institution you have attended, other interstate Tertiary Admission Centres or a government authority or agency such as the Victorian Curriculum and Assessment Authority (VCAA) in order to obtain your results or otherwise confirm details you have provided in support of your application including your results, clearance requirements from Victoria Police and/or from your referees.
VTAC may also collect personal information or sensitive information from others that you have authorised to provide information on your behalf, such as a health practitioner, an employment agency, a former employer or contractor. By providing the contact details of such third parties to VTAC, you consent to VTAC's collection of your personal information and sensitive information from them.
Generally, VTAC will only collect your personal information and, if relevant, sensitive information, from sources other than you if it is unreasonable or impracticable to collect your personal information from you (including where necessary for the purposes of confirming the information you have provided in your application or to maintain the integrity of the application process (eg by obtaining results directly from an educational institution)).
VTAC collects only the personal information and sensitive information reasonably necessary for it to fulfil one or more of its functions or services. Such collection will be by lawful and fair means and will not be unreasonably intrusive.
Sensitive information (including health information) will only be collected if it is reasonably necessary for VTAC to provide one or more of its functions or services or as required by law or with your specific and informed consent. By proceeding to submit an online application to VTAC, you consent to the collection of your personal information and sensitive information for these purposes.
If VTAC receives unsolicited personal information about you, it will determine as soon as reasonably practicable whether it could reasonably have collected the personal information in accordance with the APPs. If VTAC determines it could reasonably have collected such personal information, it will retain the personal information. If VTAC determines it could not have collected the personal information in accordance with the APPs it will, as soon as practicable (and provided it is lawful and reasonable to do so), destroy the information or ensure the information is deidentified.
4. Why does VTAC need your personal information?
VTAC collects, holds, uses and discloses your personal information where it is reasonably necessary for the purposes outlined below.
VTAC collects and uses your personal information and, in some circumstances, your sensitive information (e.g. regarding your health), or personal information about someone else (e.g. a parent), in order to:
- process your application for admission to a participating tertiary institution;
- assess special consideration through its SEAS;
- assess scholarship eligibility; and
- administer the other functions of, and services provided by, VTAC.
VTAC also uses the contact details you provide to VTAC to communicate with you. These communications will relate to your application, including reminders and other notifications including about assessment requirements, and may also contain information and advice about VTAC's other functions and services such as SEAS, scholarships and careers services. You consent to VTAC using your contact details for the above communication purposes.
The personal information you provide to VTAC may also be used for research and analysis. Data provided to third parties for research and analysis purposes will be deidentified and aggregated to ensure your privacy.
VTAC may also use your personal information for purposes related to the above purposes and for which you would reasonably expect VTAC to use your personal information in the circumstances, or where you have consented, or the use is otherwise in accordance with law.
Where personal information is used or disclosed, VTAC takes steps reasonable in the circumstances to ensure it is relevant to the purpose for which it is to be used or disclosed.
You are under no obligation to provide your personal information or sensitive information to VTAC. However, without certain information from you, VTAC may not be able to provide its services to you and in particular it may not be able to process your application(s).
Some of VTAC's functions and services are subject to terms and conditions with third parties such as VCAA or QTAC, which may impact the way VTAC uses and discloses the personal information it collects. Those terms and conditions, if applicable, will be notified to you and should be read in conjunction with this Privacy Statement.
5. To whom does VTAC disclose your personal information?
VTAC discloses your personal information for the purposes for which VTAC collects it. That is, generally, VTAC will only disclose your personal information for a purpose set out at paragraph 4 of this Privacy Statement.
This may include VTAC disclosing:
- your personal information and, where applicable, your sensitive information, to universities, other tertiary institutions and tertiary admission centres in Australia to which you have applied;
- your results and ATAR and confirming your results or enrolment to agencies involved in the release of tertiary education results both in Australia and overseas;
- your personal information to the VCAA, Department of Education (Victoria), the Australian Government Department of Education, TEQSA or its successor, as lawfully required.
To perform its business functions, VTAC may from time to time contract the services of third party providers, such as technology companies. In these circumstances, and to the extent necessary, your personal information may be shared with these third parties for the express purpose of that third party providing the specified service to VTAC and for no other purpose. Before disclosing any personal information to a third party provider, VTAC will enter into appropriate contractual arrangements with such provider to ensure that they handle personal information in accordance with the Privacy Act and APPs or other applicable privacy or health records legislation.
Your personal information may also be shared with any organisations with which VTAC is required by law to share such information.
Personal information gathered by VTAC may also be used for reporting, research and analysis purposes. Any personal information used in this way will be aggregated and deidentified before being disclosed to ensure the privacy of your information.
6. Security of your personal information
Your personal information and, if applicable, sensitive information is held in both hard copy and electronic forms in secure archive databases and held securely on secure premises within VTAC and/or with VTAC's IT service provider, which resides outside the offices of VTAC. Your personal information and, if applicable, sensitive information, is accessible only by authorised staff. Staff are bound by security policies and confidentiality agreements, which are regularly revised and re-issued.
Arrangements with VTAC's IT service provider/s require personal information VTAC collects to be stored on a server in Australia and for VTAC's service provider/s to comply with the APPs.
For any payments you make via VTAC's website, over the telephone or face to face, VTAC uses a recognised payment service provider that is required to take reasonable steps to protect your personal information. VTAC also takes reasonable precautions to ensure that any personal information (including credit card details) you provide to VTAC through its website is transferred and treated securely.
VTAC otherwise takes such steps as are reasonable in the circumstances to ensure that the personal information it holds is protected from misuse, interference and loss and from unauthorised access, modification or disclosure.
Irrespective of whether your course application is successful, your personal information will become part of VTAC's archive and will be held and retained by VTAC in accordance with the Privacy Act. VTAC will destroy or de-identify personal information in circumstances where it is no longer required, unless VTAC is otherwise required or authorised by law to retain the information.
Important note
It is important to note that no data protection and security measures are completely secure. Despite all the measures VTAC has put in place, VTAC cannot guarantee the security of your personal information, particularly in relation to transmissions over the internet. Accordingly, any personal information which you transmit to VTAC is transmitted at your own risk. You must take care to ensure you protect your personal information (for example, by protecting your VTAC ID and passwords) and you should notify VTAC as soon as possible after you become aware of any security breaches.
7. Overseas disclosure
VTAC may disclose personal information to overseas recipients in order to provide its services and for administrative or other business management purposes, primarily in circumstances where VTAC needs to confirm the personal information you have provided to VTAC in respect of a course of study at an overseas institution attended by you. It is impracticable to list all countries in which recipients may be located.
Overseas recipients may have different privacy and data protection standards. However, before disclosing any personal information to an overseas recipient, VTAC takes steps reasonable in the circumstances to ensure the overseas recipient complies with the APPs or is bound by a substantially similar privacy scheme, unless you consent to the overseas disclosure, or it is otherwise required or permitted by law. If you have any queries or objections to such disclosures, please contact VTAC's Privacy Officer on the details set out in paragraph 13.
8. Direct marketing
VTAC may use and disclose your personal information in order to inform you of additional services that may be of interest to you. In the event you do not wish to receive such communications, you can opt-out by contacting VTAC via the contact details set out in paragraph 13 or through any opt-out mechanism contained in a marketing communication to you.
9. Cookies
When accessing VTAC's website, VTAC uses 'cookies' which are small pieces of information sent from the website and stored by your browser on your computer's hard drive. Cookies that VTAC uses enable its systems to provide features of its services to personalise and improve your experience, and improve the functionality and user-friendliness of its services and monitor how its website is used through your computer.
This information is used by VTAC to improve and tailor its website functionality and better understand how you interact with VTAC's services and to monitor aggregate usage and web traffic routing on its website. You can modify your browser setting by editing your browser options to reject VTAC's cookies or to prompt you before accepting a cookie. However, if a browser does not accept cookies or if you reject a cookie, some portions of VTAC's online services may not function properly.
10. Can you access and correct the personal information that VTAC holds about you?
Much of the personal information you provide to VTAC will be held in your VTAC account and will be accessible by you.
VTAC otherwise takes reasonable steps in the circumstances to ensure that the personal information it holds is accurate, complete, up to date, and relevant to the purpose for which it was collected and not misleading.
You must take care to ensure that the personal information you submit to VTAC, including at the time of submitting your application or at any other time, is accurate, relevant, complete, up to date and not misleading and you should notify VTAC as soon as possible if you become aware of any inaccuracies, omissions, or discrepancies. Unless VTAC disagrees with you about the accuracy or completeness of a record, VTAC will generally correct it upon request, or suggest alternative arrangements for updating its records.
Under the Privacy Act, you have a right to access and seek correction of your personal information that is collected and held by VTAC. If at any time you would like to access or correct the personal information that VTAC holds about you, or you would like more information on VTAC's approach to privacy, please contact VTAC's Privacy Officer on the details set out in paragraph 13 below. VTAC will grant access to the extent required or authorised by the Privacy Act or other law and take steps reasonable in the circumstances to correct personal information where necessary and appropriate.
Outside of accessing your VTAC account, to obtain access to your personal information held by VTAC:
- you will have to provide proof of identity to ensure that your personal information is provided only to you and that the privacy of others is protected;
- VTAC requests that you be reasonably specific about the personal information you would like to access; and
- VTAC may charge you a reasonable administration fee, which reflects the cost to VTAC, for providing access in accordance with your request.
If VTAC refuses your request to access or correct your personal information, VTAC will provide you with written reasons for the refusal and details of complaint mechanisms. VTAC will also take steps reasonable in the circumstance to provide you with access in a manner that meets your needs and the needs of VTAC.
VTAC will endeavour to respond to your request to access or correct your personal information within 30 days from your request.
10.1 Access to personal information by authorised nominees
An authorised nominee is a person who has been nominated by an applicant to manage on their behalf, or to assist with managing, the administration of their application and whose name and contact details have been included in the applicant's application or supporting documentation submitted to VTAC. For details as to what personal information an authorised nominee can access see Authorised nominee: definition, rights and responsibilities.
10.2 Access to personal information by an authorised agent
An authorised study agent is a person who has been nominated by an applicant to manage on their behalf, or to assist with managing, the administration of their course application for a particular institution/s and whose name and contact details have been included in the applicant's course application or supporting documentation submitted to VTAC. Authorised study agents will not be able to enquire about SEAS or scholarship applications unless they have been listed as authorised nominees. For details as to what personal information an authorised agent can access see Authorised nominee: definition, rights and responsibilities.
11. Privacy complaints
Please direct all privacy complaints to VTAC's Privacy Officer, either by email to The Privacy Officer, or by post to Level 7, 130 Lonsdale Street, Melbourne VIC 3000. If possible, please include in your complaint details of:
- the name/s and position/s of VTAC staff who have contacted you;
- your VTAC application number; and
- copies of any correspondence that illustrates your privacy concern.
VTAC's Privacy Officer will ensure that your complaint:
- is treated seriously;
- is dealt with promptly;
- is dealt with in a confidential manner; and
- does not adversely impact your application.
VTAC's Privacy Officer will commence an investigation into your complaint. You will be informed of the outcome of your complaint following completion of the investigation. In the event that you are dissatisfied with the outcome of your complaint, you may refer the complaint to the Office of the Australian Information Commissioner.
12. Changes to this Privacy Statement
VTAC reserves the right to review and amend this Privacy Statement from time to time and to notify you by posting an updated version on VTAC's website at www.vtac.edu.au.
13. How to contact us
If you would like further information about or clarification of VTAC's information handling practices, if you have any enquiries regarding your personal information, or if you would like to opt out of receiving any promotional or marketing communications, please contact VTAC's Privacy Officer at:
Privacy Officer
VTAC
Level 7, 130 Lonsdale Street
Melbourne VIC 3000
Telephone: (03) 9926 1020
Email: privacy@vtac.edu.au