Executive summary
The Students’ Representative Council (SRC) at the University of Sydney handles personal information not only as a media publisher (Honi Soit) but also as an advocacy body, legal service, welfare service and electoral authority.
The statement below clarifies what data we collect, why, how we protect it, and how students can exercise their rights. It incorporates University record-keeping and cyber-security standards, APP (Australian Privacy Policy) obligations, forthcoming federal privacy-law reforms, and key SRC operational realities (casework files, privileged legal records, election rolls and campaign materials).
1 Privacy Statement – Students’ Representative Council, University of Sydney
Last updated: 4 June 2025
Applies to: srcusyd.net.au, honisoit.com, election sub-sites, online forms, email newsletters, the SRC Casework and Legal Services portals and any other digital or paper channels managed by the SRC (“we”, “us”, “our”).
1.1 Our commitment
The SRC is an independent voice for University of Sydney undergraduates. We are committed to handling personal information transparently and securely in accordance with the APPs, the University’s Cyber Security Policy 2019 and Record-keeping Policy 2017.
1.2 What personal information we collect
Category | SRC-specific examples | Typical source |
Identity | name, UniKey, student ID, date of birth | membership or volunteer sign-ups |
Contact | email, phone, postal address, social-media handle | online forms, event RSVPs |
Academic & welfare | enrolment status, grades, Centrelink details, housing circumstances | Caseworker Help consultations |
Legal | facts of a legal matter, police reports, court documents | SRC Legal Service client intake forms |
Political & union | collective membership, campaign involvement, voting history | SRC collectives, petitions, SRC Elections rolls |
Media contributions | article drafts, photographs, biographical notes | Honi Soit submissions |
Technical | IP address, device IDs, cookies, analytics data | website analytics tools |
Sensitive information (e.g. health, disability, racial or ethnic origin, sexual orientation, criminal charges) is collected only with explicit consent and stored under heightened security controls (see 1.8). This may include being saved behind additional safeguards.
1.3 How we collect information
- directly from you via web forms, emails, phone calls or in-person meetings;
- automatically through cookies and log files when you browse our sites;
- from the University’s student system when verifying enrolment for elections or casework; and
- from third-party providers (e.g. Mailchimp newsletters, Google Workspace, survey platforms) under contractual privacy safeguards.
1.4 Why we collect it
- Advocacy & welfare – advising and representing students in academic appeals, tenancy issues, Centrelink matters and other welfare concerns.
- Legal practice – providing confidential legal advice under solicitor–client privilege.
- Student democracy – administering nominations, rolls and complaints in SRC elections in line with University election policies.
- Publications – producing Honi Soit, newsletters, podcasts and social-media content.
- Campaigns & events – coordinating petitions, rallies and training sessions.
- Compliance & risk – meeting defamation-law time-frames (five-day assessment of contested material) and privacy obligations (30-day response to privacy complaints).
- Analytics & Improvement – monitoring traffic and engagement to refine our services.
1.5 Legal bases for use and disclosure
Under APP 3 and 6 we collect only what is reasonably necessary and use or disclose it for the primary purpose, a directly related secondary purpose, or where you have consented, or where required or authorised by law (e.g. police subpoena, University misconduct investigation).
1.6 Special program notes
(a) Casework & Welfare
Casework files may contain health or financial information. Access is restricted to accredited caseworkers and retained for seven years after closure, consistent with best-practice welfare-service standards.
(b) SRC Legal Service
Communications with the SRC Solicitor are covered by legal professional privilege. Client files are stored separately, encrypted at rest, and held for seven years after the matter concludes, as required by the Legal Profession Uniform Law.
(c) Elections & Democracy
We publish candidates’ names, blocs and policy statements in the Election Edition of Honi Soit and on election pages. Rolls and ballots are destroyed or anonymised three months after results are declared, except where required for litigation or a recount under University Election Policy.
(d) Publications & Media
Contributors retain copyright; however, submitted content and related contact information form part of our editorial archive and may be kept indefinitely for historical research, unless you request removal and such removal is lawful and feasible.
1.7 Cookies & analytics
We use first- and third-party cookies (WordPress, Matomo, Google Analytics) to remember your preferences and measure traffic. Blocking cookies may limit some site functions.
1.8 Data security
The SRC follows the University’s Cyber Security Policy 2019 and Acceptable Use of ICT Resources Policy 2019, applying encryption, role-based access controls and secure cloud storage.
1.9 Retention & disposal
Personal information is retained in line with the University Record-keeping Policy 2017 and relevant legal retention periods (casework, legal service, election materials). When records are no longer required, they are securely deleted or destroyed.
1.10 Overseas disclosures
Some cloud providers host data in the EU or United States. Before any overseas transfer we take reasonable steps under the APP 8 ensure comparable privacy safeguards or obtain your consent.
1.11 Access & correction
Email [email protected] to request access to, or correction of, your personal information. We aim to respond within 30 days.
1.12 Complaints
- Internal resolution – Write to our Privacy Officer (details below). We respond in writing within 30 days.
- External review – If dissatisfied, you may complain to the Office of the Australian Information Commissioner (OAIC).
1.13 Contact
Privacy Officer
Students’ Representative Council, University of Sydney
Level 1, Wentworth Building G01, 174 City Road, Darlington NSW 2008
Email: [email protected] | Phone: +61 2 9660 5222
1.14 Future updates
We will review this statement annually or sooner if federal privacy-law reforms (e.g. the 2024 Privacy Amendment Bill) alter our obligations.