When you register your interest in our programs, subscribe to a mailing list, or attend/register for an event, we may collect the following personal information to support event operations and your engagement with the University:

• Name
• Email address
• Postcode
• Job title and organisation
• Relationship to the University
• Accessibility requirements
• Dietary requirements

Depending on the event or activity, we may also collect additional information for related purposes such as processing payments, updating records, responding to enquiries, quality assurance, or inviting you to participate in voluntary surveys or evaluations.

We collect this information directly from you through registration platforms, surveys, and third-party software used to manage events and communications.

You are not required by law to provide your personal information to the University. However, if you choose not to provide the information requested, we may not be able to register you for, or provide you with updates about, certain events or activities.

We use your personal information to:

• Register you for events and manage event operations
• Communicate with you about University programs and activities
• Provide event updates, reminders, or post-event surveys where you have opted in
• Meet legislative obligations, such as those under the University of Sydney Act 1989 (NSW)
• Undertake quality assurance, reporting, and planning for future events

If we need to use your information for any purpose not outlined in this notice—or where sensitive information is involved, such as health details—we will seek your consent. Where participants are minors, consent will be obtained from a parent or guardian.

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.

The University engages third-party service providers and software platforms to support event registration, communication, and delivery. We share your personal information with these providers solely for the purpose of managing your engagement with the University.

All third-party systems used to store your information operate under agreements with the University and must comply with the University's privacy and cyber security standards.

The University will not otherwise disclose your personal information without your consent unless required or authorised by law.

Your personal information is stored in University systems and, where applicable, licensed third-party platforms.

The University has security measures in place to safeguard personal information from misuse, unauthorised access, modification, or disclosure, including those set out in the University’s:

• Cyber Security Policy (pdf, 218KB)
• Acceptable Use of ICT Resources Policy (243KB)
• Recordkeeping Policy (254KB)

We retain your personal information in line with the State Records Act 1998 (NSW) and securely dispose of it when no longer required. 

You have the right to request access to, and correction of, your personal information held by the University.

If you are located outside Australia, you may also have additional rights under international privacy laws.

For more information or to exercise your rights, please contact privacy.enquiries@sydney.edu.au.

If you believe that the University or a staff member has not handled your personal information appropriately, you can make a complaint.

Find out more about making a privacy complaint.