Privacy

Privacy Statement

This Privacy Statement sets out how the PHRN collects, uses, holds, and discloses personal and sensitive information. The PHRN values your privacy and is committed to handling your information in a fair and reasonable manner, and in accordance with our contractual and legislative obligations. We are obliged by our funder, the Commonwealth Department of Education, to comply with the requirements of the Privacy Act 1988 (Cth), including the Australian Privacy Principles. We are also subject to the University of Western Australia’s Information Privacy Policy and Information Privacy Guideline, which are accessible here, and should be read in conjunction with this Statement. 

Definitions

The PHRN adopts the definitions of personal and sensitive information contained in the University of Western Australia’s Information Privacy Policy and Information Privacy Guideline, which align with that of the Privacy Act 1988 (Cth).

Collection of information

Why do we collect your information and what do we collect?

The PHRN collects personal information where that information is reasonably necessary for the performance of one or more of our functions and/or activities. Our collection of personal information is limited to what is adequate and relevant and what we collect will depend on the nature of your relationship with us and the circumstances of the collection.

The PHRN will generally collect your name, contact information, details regarding your employing organisation and your professional qualifications through our interactions with you. 

We may collect your information to

  • Progress and report on your request/s for access to linked data
  • Keep you informed about the PHRN and its activities if requested by you
  • Invite you to be involved in PHRN activities if you agree for us to contact you
  • Provide you with completion certificates for training completed by you

We may also collect information from you if you access and use our website. Please see the ‘Website Privacy’ section below for more information.

How do we collect your personal information?

The PHRN endeavours, wherever possible, to collect personal information directly from you through

  • Forms, applications, and publications submitted by you (including via online portals)
  • Email and telephone correspondence
  • Training registration or subscription processes

We may, however, also collect information

  • Through cookies settings from web browsers visiting the PHRN website
  • Through interactions with third parties with which the PHRN collaborates; and
  • When undertaking research.

If we collect personal information about you from another party, we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

When do we collect sensitive information?

The PHRN will not usually collect sensitive information from you, and will not do so unless

  • We have obtained your consent; and
  • The collection is necessary to fulfill a purpose or function or is directly related to one of our functions or activities or is otherwise required or authorised by law.

Use of personal and sensitive information

The PHRN will only use your personal information or sensitive information

  • For the purpose for which it was collected (the primary purpose);
  • For a secondary purposes where you might reasonably expect us to do so, and where
  • if the information is sensitive information, it is directly related to the primary purpose
  • if the information is not sensitive information, it is related to the primary purpose
  • As otherwise required or authorised by law.

The PHRN holds and stores your personal and sensitive information in computer systems operated by us and hosted securely at the University of Western Australia. We take reasonable steps to ensure the information we collect is protected against loss, unauthorised access and disclosure or any other misuse. On occasion, the PHRN may consolidate and aggregate collected information for statistical, reporting, and research purposes. The PHRN will ensure such information is de-identified or anonymised where appropriate. 

Disclosure of personal and sensitive Information

In addition to disclosures to our internal staff, we may where necessary share your personal and sensitive information with

  • Data linkage units and data custodians (for example, where you have requested access to data or data services, to progress and report on your request)
  • Other members of the PHRN network
  • Third parties involved in collaborative activities, for e.g. research and training programs
  • External service providers, to the extent that it is necessary to receive, repair or assess a service (including software and website hosts)
  • Government departments, agencies, and the University of Western Australia, for various purposes, including to satisfy reporting requirements
  • Law enforcement agencies to provide information for law enforcement purposes where required or authorised by law
  • Any other bodies permitted or authorised by law. 

The PHRN does not anticipate sharing or disclosing any personal or sensitive information to overseas recipients, other than as described in the University of Western Australia’s Information Privacy Policy and Information Privacy Guideline.

Website Privacy

As is general industry practice, the PHRN automatically collects general website statistics, including

  • Your Internet Protocol (IP) address
  • Your browser type
  • The date and time of your access
  • The pages you viewed, and the length of time you viewed them.

This information is useful in monitoring our clients’ activities and is evaluated by us with a view to providing you with an enhanced service experience. We also use digital cookies on our Website which track your activity and access preferences. You can change the use of cookies by selecting and modifying the appropriate settings in your browser. 

Requests for access and correction

You have the right to ask for a copy of any personal and sensitive information held by the PHRN about you, and to request its correction if you think it is wrong. To correct or request a copy of your information, please contact us at phrn-oas@uwa.edu.au. 

You may also access and your information in the PHRN Online Application System by logging into your account and updating your profile details. 

We will respond to all requests for access to or correction of your information within a reasonable timeframe (usually 30 days). We do not generally charge a fee to cover the administrative costs associated with retrieving and supplying information but reserve our right to do so.

Complaints and concerns

If you have a concern or complaint about the way in which your information has been handled, please contact us with full details immediately at: phrn@uwa.edu.au. All privacy complaints will be referred in the first instance to the Chief Executive Officer of the PHRN for investigation. You may expect to receive a response from the Chief Executive Officer within 30 days. 

Alternatively, you may contact the UWA Privacy office, which is operated by the University’s Information Governance function, and lodge a complaint with the University of Western Australia. Details of how to lodge a complaint with the UWA Privacy Office are contained within the University of Western Australia’s Information Privacy Policy and Information Privacy Guideline.

You may also contact and make a complaint to the Office of the Australian Information Commissioner regarding breaches of the Australia Privacy Principles.

Changes to our privacy policy

This Privacy Policy is subject to change and may be updated to reflect amendments to our contractual, legislative, or operational requirements, or as otherwise needed. Please use the ‘Privacy Policy’ link on our Website to ensure you are viewing the latest version of this Policy.   

This Policy was last updated in January 2025.

Contact details

For general privacy and information management enquiries relating to the PHRN please contact the PHRN Main Office at

Address
Population Health Research Network
Building 685, The University of Western Australia
35 Stirling Highway
Crawley WA 6009
Australia

Telephone: +61 8 6488 8600
Email: phrn@uwa.edu.au