Privacy collection notice

The collection of personal information by the University of Melbourne (University) is governed by the Privacy and Data Protection Act 2014 (Vic) and Health Records Act 2001 (Vic) (together, Privacy Laws). The University is also considered to be a data controller for the purposes of the EU General Data Protection Regulation 2016/679 (GDPR)regarding the collection of personal information from individuals located in the EU, when conducting certain activities. The University is committed to protecting your privacy and processing your personal information fairly and lawfully in compliance with the Privacy Laws and the GDPR, as applicable.

The information you provide will be collected by the University for the legitimate interest of administering your University IT access. The University is using third-party service provider, Okta, to assist in administering multi-factor authentication. Okta has established a privacy policy to help users understand how Okta collects and uses personal information. Please refer to Okta’s Privacy Policy for details:

The information may also be used by the University or Okta for analysis, quality assurance and planning purposes. We may be unable to provide you with IT access if you do not provide the personal information requested. The provision of your biometric data is voluntary and based on your consent.

The information you provide will be used by authorised staff for the purpose for which it was collected. It will not be transferred outside Australia unless to an entity operating under substantially similar privacy obligations. We will not disclose your personal information to anybody else without your consent, unless we are authorised or required to do so by law. We take all reasonable steps to ensure that the information we hold is accurate and complete, and that appropriate technical and organisational security measures are in place and maintained to protect personal information that is transmitted, stored or otherwise processed, from accidental or unlawful destruction, misuse, loss, alteration, unauthorised access or disclosure.

We will only retain your personal information for as long as required for the purpose for which it was collected and in accordance with our legislative obligations. This information will then be securely destroyed in accordance with the University’s retention and disposal authority.

You may also request access to, or correction of your personal information held by the University, or exercise data subject rights under the GDPR or withdrawal of your consent if applicable.  To do so, students may contact 13 MELB (13 6352) or Staff can log a request with Staff Services

For further information about how the University manages personal information, to make an enquiry or complaint, or for contact details of the University’s Privacy and Data Protection Officer, please view the University’s Privacy Policy, visit our Privacy Webpage, or contact the University’s Privacy Office at

For students, any issues regarding system access or queries prior to completing online forms should be directed to 13 MELB (13 6352) or Stop 1

For staff, any issues regarding system access should be directed to the University of Melbourne Service Centre on (03) 8344 0888. If you have any queries about this application prior to completing your online form please contact your supervisor or their nominated administrator.