This notice applies to all current students at the University of Sydney, including undergraduate, postgraduate, higher degree by research and international students.

For more information on how the University of Sydney collects and manages your personal information and data, see Privacy at the University page and our privacy procedures.

Personal information is defined broadly and means any information or opinion about an individual whose identity is apparent or can be reasonably ascertained from the information or opinion.

Types of personal information include:

• names and addresses
• identity documents, for example copies of passports, licences, visas
• student records
• credit and bank information
• tax file numbers
• photographs, video.

Personal information we collect from you

We collect your personal information to support your study and experience at the University. This includes:

• information you provide during application and enrolment (name, contact details, date of birth, student number, and home address)
• details about your course, academic progress, and results
• records of your participation in University activities, mobility programs, surveys, and feedback
• information about financial aid, scholarships, and payments
• data from your use of University facilities and systems
• details about any disciplinary, conduct, or academic integrity matters
• sensitive information (where relevant) to support your studies, such as disability adjustments, health or vaccination status, or other information required to support degree related educational placements.

We use your personal information to manage your student experience from application to graduation and for other purposes you would reasonably expect as part of your studies at the University of Sydney. This includes the following:

Managing your student experience

We use your information to:

• process your application, enrolment, academic progress, and graduation
• maintain your student record and administer your degree or program
• issue your University student card (including storing your digital photograph, which is used for University purposes only and not published without your consent)
• confirm and publish your graduate status (your name, degree(s), and graduation date will appear in official graduation materials and University records)
• support your career goals and career readiness
• provide you with access to University systems and facilities.

Supporting your wellbeing and safety

We may use your personal information to:

• contact you, your nominated emergency contact, or relevant authorities if there are concerns for your welfare or safety
• provide support services, including counselling, wellbeing programs, mentoring, and adjustments for disability or health needs
• monitor, detect, and respond to cyber security threats or incidents.

Communicating and engaging with you

We use your contact details to:

• correspond with you about your studies, important deadlines, events, and University updates
• invite you to participate in surveys, feedback, or approved research, both during your studies and after graduation
• personalising communications to you via MySydney Uni app
• share opportunities to contribute to the University community, such as volunteering or philanthropy
• maintain contact with you as an alumni.

Analysis, reporting, and improvement

We may use your information for:

• benchmarking, compiling statistics, and meeting internal and statutory reporting requirements
• quality assurance, evaluating student outcomes, and improving University services
• strategic planning and infrastructure development to ensure the University supports students now and, in the future,
• personalising your educational experience and tailor support services to you.

Academic integrity

We may use your personal information to:

• investigate suspected breaches of academic integrity, including contract cheating, plagiarism, or unauthorised use of artificial intelligence tools
• review and analyse submitted work as part of academic integrity investigations
• address academic misconduct in accordance with University policies if it is detected
• provide information and resources to help you understand academic integrity requirements and the risks and consequences of contract cheating.

We may share your personal information with third parties to manage and support your experience as a student.

Technology and service providers

We use external providers to deliver digital and administrative services and support your student experience. These providers are contractually bound to meet the University’s privacy and security requirements. Examples include:

• cloud storage and email providers (e.g. Microsoft 365)
• learning management and course administration platforms
• digital card and payment providers (e.g. Transact, SydPay)
• academic transcript and qualification platforms (e.g. My eQuals)
• ICT service, support and infrastructure providers.

Government agencies

We share information with government bodies and agencies to meet legal and regulatory obligations, such as:

• Australian Taxation Office
• Australian Government Department of Education
• Department of Employment and Workplace Relations
• Department of Home Affairs
• NSW Department of Education
• regulatory and quality assurance agencies (e.g. TEQSA, UAC, Universities Australia)
• Transport for NSW (for concession Opal card eligibility and related administration)
• Australian Government agencies that administer programs you participate in (e.g. Indigenous Student Success Program, MySydney Scholars, Commonwealth Prac Payment Program).

For international students, compliance obligations under the Education Services for Overseas Students Act mean we are required to report information about you, your course and ongoing enrolment to the Australian government. If you are an international student who is under 18, we will also be required to report on your nominated guardian or your supported accommodation details.

Education institutions and partners

If you participate in cross-institutional study, exchange, or mobility programs, we may share your information with:

• partner universities (in Australia and overseas)
• affiliated education institutions
• English language testing services and admissions partners
• affiliated residential colleges

If you are a postgraduate research student, your name and research topic may be published in media promoting University research unless you request otherwise.

Industry, community, and accreditation partners

To support your learning, placements, and professional registration, we may disclose information to:

• industry and community partners for work integrated learning, internships, or placements
• health and professional accreditation bodies (including for health, teaching, and other regulated professions)
• professional registration or licensing authorities
• organisations providing mentoring and student support programs.

Student services and University operations

To manage and support your experience as a student, we may share your information with:

• providers of security services, parking, information technology, and residential services
• University-affiliated organisations (e.g. University of Sydney Union, SUPRA) for membership, student elections, and related communications
• insurance providers where applicable
• external research partners for surveys or feedback invitations.

Emergency, law enforcement, and health services

In urgent situations involving your safety, health, or welfare, we may share your personal information with:

• police, ambulance, or hospital staff
• your nominated emergency contact or authorised representative.

The University may use generative artificial intelligence (AI) and other machine learning tools to:

• support teaching and learning activities
• undertake research and analysis
• improve administrative processes and service delivery
• perform quality assurance and planning.

Where these tools are used, your personal information will be handled in accordance with the University’s Privacy Policy and applicable privacy laws.

Your personal information is stored securely in University systems in accordance with:

• Cyber Security Policy 2019
• Acceptable Use of ICT Resources Policy 2025
• Recordkeeping Policy 2017

We will hold your personal information for the minimum retention periods set out in the State Records Act 1998 (NSW), and will dispose of your information securely when we no longer required it for a lawful purpose.

Under NSW privacy laws, you have the right to request access to, and correction of, any personal information the University holds about you. Retention of your personal information is subject to the requirements of the State Records Act 1998 (NSW).

Enquiries for access should be directed to the Privacy Team. If you live or are located outside Australia you may have additional rights. For more information, contact privacy.enquiries@sydney.edu.au.