Access and correction of personal information instruction

Instruction statement

This is a supporting document for the Privacy and Data Protection Policy and guides information management in accordance with that policy and relevant privacy law.

Instruction steps and actions

1. Access to personal information

As a general rule, the University endeavours to let people see their own information in the simplest was possible, and correct it where necessary. The Freedom of Information (FOI) process is one way that individuals can access their own information held by the University.

In some cases simple requests to access an individual’s own information can be processed outside of the FOI process, subject to agreement by the relevant area. Access of this kind is guided by University policies and procedures such as the Academic student files policy and the Release of information from academic student files procedure. Under these processes certain sections or documents in student files can be accessed by the student on request, for example a copy of a form provided by the student.

For more complex requests, and when a request is made by a third party, then the FOI process will be used. In these cases the University will endeavour to provide the individual with access to the information, although there are exemptions under FOI law, some of which include where:

  • Providing access would pose a serious and imminent threat to the life or health of any individual
  • Providing access would have an unreasonable impact on the privacy of other individuals
  • The information requested was obtained in confidence by another person or body
  • The request for access is frivolous or vexatious.

For more information about the RMIT FOI process please refer to the information online at http://www.rmit.edu.au/foi

2. Correction of personal information

If RMIT holds personal information about an individual and the individual is able to establish to the satisfaction of RMIT that the information is not accurate, complete and up-to-date, RMIT will take reasonable steps to correct the information so that it is accurate, complete and up-to-date.

If RMIT and the individual disagree about whether the information is accurate, complete and up-to-date, the individual may request RMIT to associate with the information a statement from the individual claiming that the information is not accurate, complete or up-to-date. In this case RMIT will take reasonable steps to do so.

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