MMS Approvals Request: Privacy Notice

• administer approval requests that require Head of School or School Manager approval;
• inform general business analysis, quality assurance, reporting and planning activities.

The "processing" of personal information refers to all activities relating to the management of your personal information, from its collection and use, through to its storage and disposal, and everything in between.

How we will process your personal information

We will process your personal information as necessary for our legitimate interests, in accordance with applicable privacy laws, and only under the following circumstances:

• for the purpose for which it was collected; or
• a related purpose which you might reasonably expect; or
• where you have consented to the processing; or
• if we are required or permitted to do so by law.

We will collect your personal information directly from you wherever possible. We may share your personal information with contracted service providers or partners engaged by us to perform legitimate functions on our behalf.

MMS uses third party platform Smartsheet to manage approval request forms. The University recommends that you review Smartsheet's Privacy Policy to understand how they manage personal information. Smartsheet primarily hosts and processes data in the United States.

In some instances, your personal information may be transferred outside of Victoria or Australia (for example, where providers are located internationally or use a cloud-based system with servers based in international jurisdictions). We take all reasonable steps to ensure that the interstate or overseas transfer of personal information is in accordance with our privacy obligations as outlined in the University's General Privacy Statement.

Once your personal information is no longer required for the purpose it was collected, and in accordance with our other legislative obligations, it will be securely destroyed in compliance with the University's retention and disposal authority.

If you choose not to provide the information requested, we may not be able to process your approval request.

Further privacy information

Refer to the University’s General Privacy Statement or other privacy statements for general information about how we process and protect personal information, including:

• our lawful basis for processing personal information;
• collection, use and disclosure of personal information;
• accuracy, security and storage of personal information;
• retention and disposal of personal information;
• your individual rights; and
• applicable privacy laws.

Your rights

You may request access to, or correction of, your personal information we hold, or exercise your individual rights as applicable under relevant privacy laws, unless this would have an unreasonable impact on the privacy of others or would contravene the University’s other legislative obligations.

If the lawful collection of your personal information is based on your consent, you have the right to withdraw your consent at any time. However, this will not affect the lawfulness of our processing of your information prior to you withdrawing your consent.

Contact

For further information you can contact the Melbourne Medical School (MMS) at mms-enquiries@unimelb.edu.au.

For further information about how the University manages personal information, and for details of how to make an enquiry, lodge a complaint, or to contact the University’s Privacy and Data Protection Officer, please refer to our Privacy webpage, view the University's Privacy Policy or contact privacy-officer@unimelb.edu.au.

Last updated: December 2024