New Privacy provisions in the Privacy Act 1988 (Commonwealth) affecting the private sector came into operation on 21 December 2001. The following Policy Statement provides an overview of how Ormond College is meeting these privacy compliance obligations. Ormond College is committed to protecting the personal information of students, other resident visitors to the College and College Alumni. When or before we collect personal information from you we will make every reasonable attempt to inform you of:

• The purpose for which the information is collected and its intended use;
• To whom we will disclose that information;
• Where applicable, any law requiring information to be collected; and
• The main consequences if all or part of the information is not provided.

In general, the purposes for which we collect your personal information include, to:

1. assess applications for admission to the College;
2. manage your residency at the College;
3. monitor your academic performance and conduct;
4. assess applications for scholarships and prizes;
5. assess applications for financial assistance;
6. assist your participation in sporting, social and cultural activities offered by the College;
7. provide references;
8. provide information for the College alumni data-base.

Personal information means information or an opinion concerning you. It may include your contact details, academic results, references, opinions about your academic performance, work experience or performance and any other information obtained by the College relevant to your residency.

Personal information may include sensitive information, including information or opinion about criminal records or health issues. We generally do not seek to collect such sensitive information however sometimes it may be important to your well being. Such sensitive information, in most cases, may only be collected and disclosed with your consent or if required by law.

We obtain most of our information from you directly:

• when you submit an application or fill out our forms;
• each time we have contact with you;
• when we collect particular personal information about you;
• individually from enquiries of your academic institutions, employers and others who have offered to act as your referee.

Your personal information may be used by us in connection with:

• Your participation in the various courses and activities within the College and University of Melbourne;
• Management of your residency including payment of fees, room allocation and student IT network;
• Assessment of performance or conduct;
• Management of any investigation in which you are involved;
• Your referral to other Colleges;
• Providing references at your request to third party such as Real Estate Agents or potential employers.

Your personal information may be used by us in connection with:

• To establish membership of the Ormond College Association (OCA).
• Management of the Alumni data base
• To enable us to inform members of the OCA about alumni activities.
• To publish details about OCA members in the OCA newsletter, New & Old.
• Fund raising activities.

Your personal information may be disclosed to:

• College Council, staff, advisers and tutors;
• The University of Melbourne and other Colleges;
• Insurers contractors and suppliers;
• Other resident students;
• Our auditor;
• Your referees;
• Any person with lawful entitlement to obtain the information.

Your consent to the above disclosures is taken to have been given when you submit your personal information to Ormond. Further, as we have a public interest duty to co-operate with law enforcement agencies and to prevent any threat to life, health or safety of any person, we may have to disclose your personal information for such purposes.

If for any reason you decide not to provide certain personal information, we may be restricted in our ability to admit you to residency. The personal information collected from you at the time of your application for admission and initial interview is assumed by Ormond to be accurate, complete and up to date. If at any time you believe this personal information is no longer accurate, complete or up to date please advise us accordingly. We have taken reasonable steps to protect your personal information from misuse or loss or unauthorised access. We hold your personal information in computers and paper based files and other records. These facilities and records are located on site at the College.

Ormond College outsources the management of its website and computer network to external contractors. These are important alliances to the College and we have entered into agreements with these parties to protect your information.

Our policy is to maintain your personal information in the College archives after receipt.

You have a right to access your personal information held by us and if necessary to have information corrected, updated or made more complete.

If you wish to contact us about your personal information, you should contact:
Graeme Leonard
Manager Finance & Administration Ormond College
The University of Melbourne,
Parkville Vic. 3052
Telephone: (03) 9344 1100
Fax: (03) 9344 1111
or by email.
Normal office hours are between 9.00 am and 5.00pm.

There are some exemptions to your right of access. For example, we are not required to provide you with access where a request:

• is frivolous or vexatious;
• concerns information relating to existing or anticipated legal proceedings between Ormond and yourself;
• requires access that would be unlawful;
• would be likely to prejudice the prevention, investigation and prosecution of any criminal offence or seriously improper conduct.