When you apply to register your attendance for your conferral and associated events, the University of Sydney will collect the following personal information:

• name (including title and post nominals)
• preferred name (as you would like it to appear on your Testamur and the graduation program)
• academic qualifications
• contact details (email and phone number)
• accessibility and dietary requirements
• measurements (height and head circumference in centimetres) for regalia
• car registration information for parking permit purposes
• details of VIP guests (title, name, relationship to you and email addresses).

You are not required by law to supply us with your personal details for the above purposes, however, if you choose not to provide the information requested, it may not be possible for the University to accommodate your requests to attend your conferral and associated events.

We have received information about you in confidence from third parties as part of our nomination process, including personal statements from referees. This information will be used to draft your honorary award citation. We will ask you to verify the information provided in the citation prior to your conferral.

If you accept your honorary award and agree to proceed with conferral, your personal information will be used by University staff responsible for honorary awards and conferral ceremonies, to:

• correspond and communicate with you to inform you about the ceremony and associated events
• provide you with requested information and service
• perform analysis, reporting and quality assurance
• seek feedback on the services and event management
• maintain or update your profile within our systems and databases
• 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.

For some events, it may be necessary for the University to share your personal information with external organisations such as event contractors or media organisations, as necessary, to support the operations of your conferral and associated events. The University will not otherwise disclose your information without your consent, unless required or authorised by law.

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

• Cyber Security Policy 2019 
• Acceptable Use of ICT Resources Policy 2019 
• Recordkeeping Policy 2017

You have the right to request access to and correct any personal information concerning you held by the University. For more information, please contact privacy.enquiries@sydney.edu.au. 

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.