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Privacy Statement
Australian Catholic University Library (hereafter the Library) is committed to the National Privacy Principles articulated in the Privacy Amendment (Private Sector) Act, 2000, and the application of these as expressed in the University’s Statement on Privacy.
Privacy applications specific to the Library include:
1. Collection of information
1.1 The Library collects personal information, including names, addresses, telephone numbers and email addresses about:
(i) All students enrolled at the University. This information is supplied by the University’s Student Administration directly to UNILINC Limited. Additional information collected about students includes their student number, level of enrolment and course.
(ii) Staff employed within the University. This may be provided by the University or by individual staff members. Additional information collected about staff includes the functional area and capacity in which they are employed (e.g. in the case of academic staff members the School in which they are employed and whether they are continuing staff or sessional staff).
(iii) Other individuals who wish to register as borrowers or Library users. Additional data collected includes any information required to verify the eligibility of the applicant to register as a Library borrower.
(iv) Individuals who request information or service from the Library, or who provide comments about aspects of library service in person or online.
1.2 In this statement, all these individuals may be referred to as the Library’s clients.
1.3 UNILINC collects data about those of the Library’s clients who are eligible to register as borrowers, either through direct data transfer from the University’s Student Administration, or from information entered about individuals at the campus libraries. This information is stored on the Library Management System administered by UNILINC.
1.4 Only information relevant to the Library’s operations is collected.
2. Use and disclosure
2.1 The information collected enables the Library to:
(i) register its clients so that they can use and borrow Library resources.
(ii) provide and control access to Library resources and other information.
(iii) generate reports on activities and operations.
(iv) evaluate services and plan for future developments.
(v) respond to inquiries or comments.
3. Data quality
3.1 Information about Australian Catholic University students is obtained through a direct link with the University’s student records system (Banner).
3.2 Information about other clients including University staff is provided directly by them (in person or online), or via an appropriate official University channel (e.g. an Academic School Office or University Personnel Relations staff).
4. Security of information collected
4.1 UNILINC and its member libraries use information about the Library’s clients only for purposes specified by the Library – that is to administer the loans-related and other information-providing activities of the Library. No information about any person is provided to third parties by UNILINC except with the explicit approval of all members of UNILINC.
4.2 Within the University, access to personal information about the Library’s clients is restricted to those members of staff who need it to perform their duties. The computers on which the data is stored and displayed are not for public access and are protected by password.
4.3 The Library has protocols in place to ensure that personal information about its clients is not viewed, read or heard by third parties.
4.4 Personal information about Library clients, including any aspect of their loans activities will not be released to any third parties (other than an Australian Catholic University staff member acting within the course of their duties or to UNILINC member libraries as set out in 4.1) unless authorised by the client or required by law.
4.5 Personal information about Library clients may be required by other sections of the University so that they can fulfil their duties, e.g. information about outstanding financial charges may be provided to Student Administration to assist it to administer the University Academic Regulation about debts to the University. In the event of a law enforcement, legal or emergency situation, the Library conforms to Section 6.10 of the Student Administration Privacy Policy (2002). The Library retains personal information about clients for no more than six years of Library inactivity.
4.6 The Library has established agreements that permit Australian Catholic University students and staff to register as borrowers in libraries of a number of other institutions. The Library explicitly advises staff and students who wish to take advantage of these agreements that personal information including their loans history and status will be provided to the other library on request.
5. Openness
5.1 All forms used by the Library to collect personal information include an explicit statement about our commitment to privacy.
5.2 Library loan and access conditions, and Library policies are publicly available in a range of formats and locations including the Library website, and Library publications and notices.
6. Access and correction
6.1 On request the Library will provide clients with access to the personal information collected about them, and will correct promptly any errors demonstrated.
7. Identifiers
7.1 The Library uses several unique identifiers for its clients – the University Student Number (for students), a barcode allocated to clients for controlling loans, and a unique System number generated by the Library Management System. These identifiers (alone or in combination with another identifier such as a PIN) are used to provide access to data including personal data. The Library does not use government assigned identifiers.
8. Anonymity
8.1 The Library provides statistical data for a number of purposes, including the annual collection of University Library Statistics (the CAUL statistics). These statistics do not provide information about any individual client.
8.2 The Library protects the anonymity of clients except when they must be identified in order to receive service, and when as specified in clause 4 (Security of information collected), personal information must be disclosed for legal or emergency reasons.
9. Transborder flows
9.1 The Library does not provide personal information outside Australia except with the explicit consent of the individuals concerned.
10. Sensitive information
10.1 The University’s Disability Advisers provide to a designated Library staff member on each campus, information about students or staff who have registered as requiring accommodations in the Library. This information is made available only to Library staff who require this information in order to be able to provide the accommodations needed.
10.2 Where, in order to obtain Library service, clients are required to provide any information that may be considered sensitive, they are explicitly advised that the information will be protected in accordance with the University’s privacy principles and the Privacy Amendment (Private Sector) Act 2000.
Appendix A
Extract from Student Administration Privacy Policy 22/8/2002
6.10 Law enforcement, legal and emergency situations:
(i) Police
The University may receive requests for information from the Police. Such requests must be in writing and oral requests (in person or via telephone) will not be acted upon. Normally any such requests will be supported by a search warrant or subpoena. Any such requests must be approved by the Executive Director, University Services or nominee.
This procedure may be varied in cases where there is an imminent threat to life or safety; however even then reasonable attempts will be made to obtain the approval of the Executive Director before releasing information to the Police.
(ii) Government departments and statutory authorities
The University is required to provide students' personal information to certain government departments and statutory authorities and will do so only upon receipt of a formal written notice identifying the statutory provisions under which the request is made. Any such request for information should be referred to the Executive Director, University Services or nominee for determination.
(iii) Legal requirements
The University on occasions is required by subpoena or court order to provide students' personal information required as evidence in court and/or tribunal proceedings. Such subpoenas/orders should be addressed to the Executive Director, University Services, and will only be acted upon with the approval of the Executive Director or nominee.
