The University of Wollongong Law Students’ Society (UOWLSS) is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au.
What is Personal Information and why do we collect it?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, addresses, email addresses, phone and student numbers.
This Personal Information is obtained in many ways including interviews, correspondence, by telephone, by email, via our website uowlss.net, from your website, from other publicly available sources, information from UOWLSS events and from third parties. We do not guarantee website links or policy of authorised third parties.
We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.
When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive information will be used by us only:
- For the primary purpose for which it was obtained
- For a secondary purpose that is directly related to the primary purpose
- With your consent; or where required or authorised by law.
Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
All references to ‘third parties’ includes the world at large.
Disclosure of Personal Information
Your Personal Information may be disclosed to the following people in the following circumstances:
- To the University of Wollongong and its affiliates in any circumstances;
- Social media platforms and our website where the personal information is only your name;
- Third parties where the information released is only your name and email address;
- Third parties where the release is required to carry out services to the member which the information relates or to the person who provided the information;
- Third parties where you consent to the use or disclosure; and
- To any person where required or authorised by law.
Release of Photographs
Photographs may be taken at all events hosted by UOWLSS and events in which the UOWLSS are involved, by either the UOWLSS or by third parties.
Photographs taken at events hosted by the UOWLSS and events in which the UOWLSS are involved may be released on this website and over social media platforms without further permission given by subjects of the photographs. Such events includes events in which members of the UOWLSS or participants in UOWLSS events appear in groups participating in activities related to the objects of the UOWLSS.
Photographs may also be provided to third parties:
- For the purpose of promotion the UOWLSS, it’s objectives and other reasons deemed reasonable by the UOWLSS Executive;
- For the purpose of reporting news (including but not limited to the achievements of members or UOWLSS events), research and obtaining legal advice; and
- Where you consent to the photograph being shared.
The UOWLSS is not responsible for improper use of photographs released to third parties or the public where the release of the photographs was reasonable or in line with this policy.
The names of subjects of photographs may be released with the photographs, as well as those involved in producing the photograph.
Security of Personal Information
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure. In judging reasonableness, consideration is paid to how publicly available the information already is.
Personal Information will be stored in locations including the UOWLSS’ nominated web host’s premise, on UOW Campus, any location nominated by the Executive of the UOWLSS which is reasonably secure, digitally or physically, by any Committee member in order to carry out their duties or by any person nominated by the Executive of the UOWLSS to assist the Committee with any of their duties. (This shall include past committee members who have previous versions of documents containing personal information).
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.
Access to your Personal Information
You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.
The University of Wollongong Law Students’ Society will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.
In order to protect your Personal Information we may require identification from you before releasing the requested information.
Maintaining the Quality of your Personal Information
It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
This Policy may change from time to time and is available on our website.
c/o University of Wollongong Law School
McKinnon Building (BLG 67), University of Wollongong, Northfields Avenue
Keiraville, New South Wales, 2522
If a member believes their complaint has been handled incorrectly they may raise this in the business of the next General Meeting of the Committee.