We collect your personal information in several ways, including when you:

• Graduate from the University, when contact information is transferred from your student record to our Alumni support team
• Enquire about or register for University programs, events, or services
• Update your details
• Donate to or fundraise for the University
• Volunteer or participate in University activities
• Interact with us online, by phone, in writing, or in person
• Complete an alumni or donor survey and provide us with your information.

We may also collect information from publicly available sources, including websites, news publications, and social media such as LinkedIn, to maintain up-to-date contact information.

• Name, contact details (address, email, phone), date of birth
• Participation in University events, including dietary and accessibility requirements
• Records of correspondence with the University
• Details of volunteer roles or committee memberships
• Employment and professional information
• Communication preferences and interests, including philanthropic interests
• Educational details and University affiliations
• Family, spouse, and other relevant relationships with the University
• Connections to other alumni, donors, and supporters
• Communications logs and data (e.g., emails opened/clicked)
• Usage data for University services and digital platforms
• Photographs or images from events or University publications
• Records of donations, including bank or payment information (which is destroyed after processing, per PCI DSS requirements)
• Details about fundraising events, crowdfunding, donor agreements, and bequests
• Engagement with the University through digital and social platforms, user experience research, or surveys
• Demographic and graduate tracking data, and affinity insights

You are not required by law to provide this information; however, if you choose not to provide it, we may not be able to offer you certain services or communications.

We also collect your consent and preference information regarding University communications and activities. You can update and change this preference information at any time by contacting alumni.office@sydney.edu.au

With your consent, your personal information will be used by University staff responsible for alumni and supporter engagement to:

• Build and foster lifelong relationships with alumni, supporters, and friends
• Communicate University news, activities, events, opportunities, and fundraising initiatives
• Manage donations and process related transactions
• Maintain your profile within our systems and databases
• Support University volunteering activities you may wish to participate in
• Seek feedback and improve engagement activities and services
• Provide relevant services, including technology and event management
• Perform analysis, reporting, and quality assurance
• Comply with other legal or University obligations.

We may use artificial intelligence (AI) technologies, including generative AI technologies 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 AI technologies are used, we are committed to take fair and reasonable steps to ensure that personal information is handled in accordance with Information Protection Principles (IPPs) in the Privacy and Personal Information Protection Act 1998 (NSW) and the Health Privacy Principles (HPPs) under the Health Records and Information Privacy Act 2002 (NSW). This may include: 

• using AI technologies only where reasonably necessary to support our functions and activities
• using AI technologies in a manner that is lawful and fair
• limiting the use of personal information in AI technologies
• limiting the use and disclosure of personal information to the primary purpose for which it was collected unless you have consented or it is otherwise permitted under the IPPs or HPPs
• maintaining human oversight of AI-generated outputs to ensure accuracy and appropriateness
• being transparent about use of AI technologies. 

Personal information may be processed outside Australia, including for the purpose of generating responses, providing technical support, maintaining the service, or enabling certain platform capabilities. The University takes reasonable steps to ensure appropriate contractual, technical, and organisational safeguards are in place. 

The University may use compliance logging, auditing, and monitoring capabilities of its AI technology environments for purposes outlined in the Acceptable Use of ICT Resources Policy.

We may also use your personal information to assist with our internal research to help support our alumni and donor activities and to support our predictive modelling and data cleansing.

You can opt out of any of this use at any time by contacting alumni.office@sydney.edu.au

We may disclose your personal information to:

• University affiliated organisations such as Sydney Uni Sport & Fitness and residential colleges
• Event partners for hosting and event coordination purposes
• Contractors and service providers (e.g., banks, mailing houses, ICT services)
• Digital platforms for content personalisation, analytics, and reporting
• Your nominated financial institution and relevant government agencies (such as the Australian Tax Office)
• Agencies involved in quality assurance and higher education planning (e.g. TEQSA, government departments)
• Emergency services or law enforcement (in urgent situations)
• University affiliated organisations you may be donating to, so your contribution can be acknowledged.

Any third-party vendors or organisations who we share your information with are subject to contractual controls and are required to store your information securely and only use it for authorised purposes.

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

• Cyber Security Policy (pdf, 218KB)
• Acceptable Use of ICT Resources Policy (1.3MB)
• Recordkeeping Policy (254KB)

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

If you live or are located outside Australia, you may have additional rights under international laws. For more information, contact privacy.enquiries@sydney.edu.au.

To update your information as an alumni, supporter or friend, contact alumni.office@sydney.edu.au or update your details via our online form.

If you believe that the University or a member of staff has not handled your personal information in a way that you expect, you can make a complaint. Find out more about making a privacy complaint.