Requesting access to information about another person

UTS will not provide access to an individual’s personal information or make amendments to personal information unless:

• consent from the affected individual has been obtained, or
• it is required or permitted by law, or
• we are verifying the authenticity of documents and academic qualifications issued by the university or its antecedent institutions (refer verifying university-awarded qualifications).

Accessing someone's information with their consent

Access to personal information may be provided to another individual where they have written consent from the individual the information is about.

We must be provided with the written consent. This may be in the form of another agency authority that provides consent for UTS to disclose information, a letter providing consent, or a completed third party authority form (.docx) from the affected individual.

We will assess each request on a case-by-case basis, to verify the validity of the request. This will involve confirming the identity of the individuals concerned (see also providing proof of identity).

If the consent is not considered valid, the personal information will not be provided to the third party. The individual the information relates to may make a direct request to access their own information or ensure valid consent is provided to allow us to deal with the nominated third party.

These requests should be sent to the area of UTS that holds the information. See addressing requests to find out where to direct different types of requests.

Emergencies

If you are requesting information from us in relation to an emergency situation, direct your request to UTS Security and Emergency Management (dial 1800 249 559) or visit level 4, Building 1, 15 Broadway Ultimo. 

An emergency is considered a situation where there is a serious and imminent threat to the life, health or safety of any individual, Further information is provided under section 1.9 of the Privacy Management Plan (available at Privacy regulations). 

For requests from law enforcement that are not related to a serious or imminent threat, see requests from law enforcement agencies. 

Requests from family members

Consent also applies in relation to UTS providing personal information to a family member. If consent has been provided, we will need to verify the identity of the person who provided the consent, and the person who is acting on their behalf to ensure they are who they claim to be. 

Exemptions may be made in the event we need to communicate with the next of kin or an emergency contact identified by the student or staff member. 

Although UTS is unable to provide personal information to family members, we are committed to assisting parents and families in helping both current and prospective students. Parents and families can liaise with us about general information relating to courses or processes without requesting an individual’s personal information.

For information about consent where the information relates to a minor refer to section 1.10 of the Privacy Management Plan (available at Privacy regulations).

Serving a court order, warrant or subpoena

The Legal Unit has authority to accept service of subpoenas and notices to produce as part of court or tribunal proceedings on behalf of UTS. Refer to instructions at Subpoenas and requests for information.

Requests from government agencies or investigative bodies

Access to personal information may be provided to a federal or state agency where it is proven that they have the legal authority to request access to the personal information or where they have consent from the affected individual.

Making a request

A request from a government agency to access personal information must:

• be in writing on the agency’s letterhead
• specify the authority or relevant Act that requires or permits UTS to provide the information (usually the relevant section of the agency’s enabling legislation), and
• specify what information is required and why. This ensures that the personal information being requested can be identified and to ensure the request complies with the agency’s authority to request the information.

If the agency has evidence that the affected person has given consent for them to collect the personal information from UTS, that evidence should also be provided.

See addressing requests for information about where to direct your request.

Assessment of requests

UTS will assess requests on a case-by-case basis to verify each request’s validity, by considering:

• the nature of the information in question, and
• the authority of the agency to request such information.

If there are no legal requirements or authority for us to provide the personal information, or the request is deemed invalid, the personal information will not be provided. In such cases, the agency will need to provide the appropriate legal authority or consent from the individual in order to continue with the request.

Requests from law enforcement agencies

Access to personal information may be provided to a law enforcement agency where it is proven that the information is being requested for a lawful purpose that is consistent with law enforcement exemptions under privacy legislation.

Making a request

A request from a law enforcement agency to access personal information must:

• be in writing on the agency’s letterhead
• specify what information is required and why it is required. This ensures that the information being requested can be identified and to ensure the request complies with law enforcement exemptions under the privacy legislation.

If the agency has evidence that the affected person has given consent for them to collect the information from UTS, that evidence should also be provided.

See addressing requests for information about where to send your request. If a request is urgent and the situation is considered an emergency all requests, either in person or by phone, must be directed to UTS Security and Emergency Management. 

Assessment of requests

UTS will assess requests on a case-by-case basis to verify each request’s validity, by considering:

• the nature of the information in question
• the authority of the requesting agency, and
• the relevant law enforcement exemptions under privacy legislation.

If it is identified that we are not permitted to provide the personal information, or the request lodged is deemed invalid, the personal information will not be provided. In such cases, the agency will need to organise a court order, warrant or subpoena to further the request.

Verifying university-awarded qualifications

My eQuals

We will automatically issue certified authentic digital versions of official academic records to graduating students via the secure online platform, My eQuals.

See My eQuals for more information about this service.

Qualification Verification Service

Where a student has not provided their qualifications through My eQuals, UTS provides a verification service to protect the integrity of the UTS qualifications.

See Qualification Verification Service to access the service and for further information about verifying qualifications. 

Any other requests for information about students needs to be referred to the student records team at verifications@uts.edu.au

If you believe an individual is falsely claiming to have obtained a qualification from UTS, contact verifications@uts.edu.au with the relevant information.

Addressing requests

Requests for different types of personal information should be addressed to the relevant UTS area.

Further contact details and UTS postal and street addresses can be found in privacy contacts.

Note: In this section on privacy at UTS, the term ‘personal information’ refers to both personal and health information, unless specified otherwise. Both terms are explained in Privacy definitions.