Admissions privacy notice
On this page
Collecting your information | How we use your information | Who receives your information | How long we keep your information | Why you are receiving communication from us | Your rights in relation to your information | Contact us | Additional information
This notice explains how and why we collect and process your personal information when you are applying to study at UTS and when you are admitted.
For the purpose of this notice, the University of Technology Sydney will be referred to as we, us, our or UTS.
In summary, the information we collect will be used to:
- assess and process your application and admission, and
- provide support and improve admissions processes.
We will only disclose your information if it is required for these purposes or where required or permitted by law. We do use contracted parties to support us and perform some of our functions on our behalf. You have certain rights in relation to the information we hold about you, including the right to access or correct your information.
Collecting your information
We collect information from you when you first set up your UTS student portal account and during the application process, including:
- information about you, such as your name, date of birth, contact details, residency and citizenship
- information supporting your application, such as previous study, work history, professional registrations or certifications
- for international students coming onshore, additional information such as visa details and supporting information, and details about health cover, welfare and accommodation arrangements where required.
This information may be collected from other parties. For example, from an agent or other organisation if they are applying on your behalf.
We need the information we collect to assess your application and admit you as a student. If we don’t have this information we may not be able to do this or respond to your enquiries.
How we use your information
We use your information:
- to manage your UTS student portal account
- to help and communicate with you in response to your enquiries, your application and your admission
- to process your application and admission, including verifying your information and documents
- to meet our legislated obligations, such as managing Commonwealth supported places, reporting, or meeting our obligations under the Education Services for Overseas Students Act 2000 (Cth) (ESOS Act)
- for quality improvement and planning, including strategic planning, in relation to our admission processes, courses and marketing strategies, and to evaluate overall student outcomes through to course completion
- to support further engagement with us or future applications.
Who receives your information
We will only disclose your personal information:
- for the purpose for which it was collected, or for a directly related purpose
- where you have provided your consent, or
- if we are required or permitted to do so by law.
The following are examples of other parties who may receive your information for our legitimate purposes:
- other educational institutions or bodies to verify your information and documents, or to facilitate student exchange, overseas study, or transfers between institutions
- Australian or New South Wales government agencies for mandatory reporting and other legislated obligations, such as managing Commonwealth supported places, or meeting obligations under the ESOS Act
- our contracted service providers who perform some of our functions on our behalf, including hosting information systems, providing webinars, student welfare, student retention and support, for communications, or who recruit and engage with you on our behalf. Some service providers store data outside Australia, in the cloud, or may access data from overseas locations. When we provide your information to a service provider we take measures to ensure that they have appropriate arrangements and practices in place
- your agent, organisation, or other educational institution, if they have registered or applied on your behalf. This may include details about enrolment, course completion and payment of course fees
- UTS College, if you ask about courses that are run by UTS College, are applying for or studying pathway programs. Refer also to the UTS College privacy notice
- for sponsored students, to your sponsor, embassy, cultural mission or party appointed to these roles. This may include details of academic progress, results, attendance and financial standing.
How long we keep your information
Your information will be kept for as long as it is needed for the purposes in this notice and the purposes in the student declaration if you are admitted as a student, and in line with our requirements to keep records under the State Records Act 1998 (NSW).
Why you are receiving communication from us
In addition to communicating with you about your account and admissions, you may receive other communications.
When you set up your UTS student portal account you are indicating your interest in studying at UTS. We may contact you to provide you with information about our courses and opportunities to study. We may also contact you directly or through re-targeting on advertising channels about events and related services that may be of interest to you.
You can choose not to receive this marketing information by changing your preferences. This can be done by following the unsubscribe option in communications you receive. Refer to the marketing privacy notice for further information on our marketing practices.
Your rights in relation to your information
You can contact us to:
- request access to or correct your information if you can’t do this directly in your UTS student portal account, or to request further details about what information is held about you and how it is used.
- request us to stop processing your information or to restrict how your information is processed. This may limit or prevent us from processing your application. Your information may still be processed if we are required by law to do so.
- request us to transfer your information to another party if this is technically possible or feasible.
- request us to delete your information. Restrictions may apply depending on our legal obligations.
- make a complaint about how your personal information has been handled.
Contact us for all the contact details you need to exercise your rights.
Contact us
Please contact the relevant team below if you have any questions about this notice or wish to make a request in relation to it:
Applicant type | Contact | Additional details |
Coursework applicants | student.records@uts.edu.au | prospective students contacts |
International applicants | internationalstudent@uts.edu.au | |
Higher degree research (HDR) applications | grs@uts.edu.au | Graduate Research School contacts |
Study abroad and student exchange applicants | studyabroad.exchange@uts.edu.au | Study abroad and exchange contacts |
UTS Online students | enquiries@studyonline.uts.edu.au | UTS online contacts |
If you have any concerns or wish to complain about how your information has been handled you can also contact the Student Complaints Resolution Office by completing the student complaints form in your UTS student portal account or by emailing student.complaints@uts.edu.au. Refer to privacy complaints for further information.
Grounds that we rely on to process your information
In addition to this notice, we rely on the following grounds to collect, use and otherwise process your personal information:
- where it is required as part of any agreement we have with you, such as student exchange agreement
- where it is necessary for our legitimate interests and the purposes under this notice
- with your consent in situations where consent is requested from you.
Additional information
Refer to our website privacy notice for what is collected when you use our website.
Refer to our student declaration which will apply to your information once you are admitted and will be presented each time you enrol.
Refer to our privacy at UTS for further information about privacy at UTS, including our privacy contacts.
This notice may be updated at any time. Check this notice periodically to ensure you are aware of our current practices.