Privacy Policy

Privacy collection notice for University of Melbourne research ethics applications

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.

Personal information displayed and/or entered is sourced directly from you, or securely from Themis Self Service where required for the legitimate interest of administering your ethics application with the University. The information may also be used for analysis, quality assurance, reporting and planning purposes. If the information requested is not provided, we may be unable to process your ethics application. You may update your personal information by logging into Themis Employee Self Service or contacting the University on 13 6352.

Information you provide will be used by authorised University staff for the purpose for which it was collected. 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 request access to, correction of, or withdrawal of your consent to your personal information being held by the University, or exercise data subject rights under the GDPR if applicable, by contacting the University.


A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the browser each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We use session cookies on the Website to keep track of you whilst you navigate the Website. Session cookies will be deleted from your computer when you close your browser.

To maintain and improve the quality of the Website, we use Google Analytics. Google Analytics generates statistical and other information about the Website use by means of cookies, which are stored on user's computers. The information generated relating to our Website is used to create reports about the use of the Website. Google will store this information. Google’s privacy policy is available here.

Third party websites

The Website contains links to other websites. University of Melbourne and Infonetica are not responsible for the privacy policies or practices of third party websites.


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