At Johnston Institute, we are committed to protecting your personal information, respecting your privacy, and maintaining the highest standards of data security. We collect, store, and manage your data securely in strict accordance with the Higher Education Standards Framework (Threshold Standards) 2021 and relevant statutory obligations, including:
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Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
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Notifiable Data Breaches (NDB) Scheme
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Health Records Act 2001 (Vic)
1. How Your Records Are Stored and Protected To ensure the integrity, security, and confidentiality of your academic and administrative data (HESF 7.3.3), Johnston Institute utilises approved, secure institutional repositories. Depending on the nature of the information, your records are maintained securely within our:
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Student Management System (SMS): For enrolments, academic progression, completions, and awards.
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Specialised Confidential Registers: Including the Academic Misconduct Register, Complaints and Grievances Register, and Critical Incidents Register.
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Secure Electronic Document Repositories: For evidence and official governance reporting.
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Strict Access Controls: Access to student records is role-based and restricted to authorised personnel only, operating on the principle of least privilege. We maintain strict audit trails to monitor system access, amendments, and disclosures.
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Generative AI Data Protection: In accordance with our Use of Information Technology Policy, our staff are strictly prohibited from entering confidential institutional information or any personal information about a student into any Generative Artificial Intelligence (GenAI) platform.
2. Accessing and Correcting Your Records In accordance with our Student Handbook and privacy obligations, you have the right to access your personal records and request corrections to ensure your information remains accurate and up to date.
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You can update your contact details directly via the Student Portal.
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To request a formal copy of your academic or administrative records, please contact Student Services.
3. Important Notice for International Students (ESOS Compliance) Under the Education Services for Overseas Students (ESOS) Act 2000 and the National Code 2018, Johnston Institute is legally required to collect certain personal information about international students and may share this information with Australian Commonwealth and State agencies, including:
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The Department of Education
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The Department of Home Affairs (for visa-related matters)
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The Tuition Protection Service (TPS)
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The Commonwealth Ombudsman
4. Contact Details for Records and Privacy Enquiries If you have any questions about how your data is handled, wish to access your records, or need to make a privacy-related enquiry, please contact us:
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Email: admin@ji.edu.au (Please use the subject line: Privacy Enquiry)
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Location: Reception, Level 9, 123 Lonsdale St, Melbourne
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Phone: +61 (03) 9967 8733