Who does this Data Protection and Privacy Collection Statement apply to?

This Research Privacy Collection Statement applies to anyone who participates in research activities or studies conducted by Chisholm (‘Research Collection Statement’) and it should be read alongside Chisholm’s General Privacy Collection Statement and Privacy Policy.

What types of personal data will be processed by Chisholm?

We process personal data directly from you through a variety of forms. The types of personal data processed by Chisholm will depend on the nature of your interaction with us and the research activity or study that you are participating in.

We will provide you with specific details of the personal data that will be processed by the Chisholm at the time that we first interact with you.

Personal data processed by Chisholm may also include any follow up information or supporting documentation collected from you after you have participated in the research activity or study.

Where you provide Chisholm with the personal data of others (e.g. information about your family members) you are encouraged to inform them that:

  • you are disclosing that information to Chisholm
  • the information will be retained and
  • they can access that information in accordance with Chisholm’s Privacy Policy.

Your personal data is created, stored and transmitted securely in a variety of paper and electronic formats. This includes databases that are shared across Chisholm. Access to your personal data is limited to Chisholm employees and representatives who have a legitimate interest in it for the purpose of carrying out their duties.

Why do we need your personal data, what is our legal basis for processing it, and how will we use it?

All research projects are different and the information we collect will vary depending on the scope and purpose of the research project. Researchers will only collect information that is essential for the purpose of the research. Research data is usually de-identified (or where possible made anonymous) as quickly as possible after data collection so that individuals cannot be identified and your privacy is protected. Once data is de-identified, you will not be able to withdraw your data.

Some data e.g. survey data is frequently collected anonymously so cannot be withdrawn once you have given permission for it to be used.

Where you may be identifiable in a research publication (e.g. an attributable quote or a photograph), we will seek your explicit consent.

The information processed by us, or on our behalf, in the course of conducting research activities or studies is needed for the purpose of furthering knowledge in the relevant field of academic study and administering activities that are incidental to the fulfilment of that purpose (e.g. to enrol you in a particular research activity or study). If you choose not to provide your personal data, it may not be possible for you to register your interest or to participate in the relevant research activity or study.

The lawful basis for the processing of your personal data as a participant in a research activity or study is that it is necessary for the pursuit of the legitimate interests of Chisholm and other institutions or organisations we may partner with to conduct the research to further knowledge in the particular fields of study.

For certain research activities or studies we will obtain your consent for specific use of your personal data or where that personal data includes special category data (and there is no other lawful basis available to us), which we will collect from you at the appropriate time. You can withdraw your consent to our specific use of such data at any time.

Who will Chisholm share my personal data with?

If Chisholm is working in collaboration or consultation with researchers at other education and training providers or other third party organisations and your personal data will be shared in the course of this collaboration or consultation, you will be notified of this at the time that we first interact with you.

We may also share your personal data with a range of third parties, including the following:

  • the funding organisation of your research activity or study;
  • government departments including the Victorian Government Department of Education and Training, Department of Health and the Department of Families, Fairness and Housing and Commonwealth Departments such as the Department of Industry & Science and Department of Education, Skills and Employment
  • agencies and organisations involved in regulation of research, quality assurance and planning for vocational education such as federal and state government, ASQA and NVETR;
  • contracted service providers which Chisholm uses to perform services on its behalf (such as banks, mailing houses, logistics, IT service providers); and
  • in the event of an emergency, police, medical or hospital personnel, civil emergency services, your legal representative or nominated emergency contact person, or other persons assessed as necessary to respond to the emergency.

Where personal data is disclosed to third parties, it will be done so only to the extent necessary to fulfil the purpose of such disclosure. If you have further questions about collaboration or consultations in regards to your research participation, please contact the research activity or study with which you are involved.

What rights of access and correction do you have?

You have the right to access and correct personal information about yourself under Victorian laws. As a research participant you should contact the Chisholm department or teaching area conducting the research to access and change some information held about you.

There may be circumstances where access to information cannot be granted as it may compromise the privacy of another individual or your data may already be de-identified so access is not possible. Chisholm may require requests for access to be sought through the Freedom of Information Act 1982. Further information about this process is available on our Freedom of Information page.

How to make a complaint

If you think that we have breached your privacy, or if you wish to make a complaint about the way we have handled your personal information, you can contact us using any of the details on set out below under the 'Contact us' heading. Please include your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period of time. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about the further steps that you can take. 

How to contact us

For further information about our Privacy Policy or our privacy practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

The Privacy Officer
121 Stud Road, Dandenong, Victoria, 3175
Email: privacy@chisholm.edu.au.