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Privacy Policy

Introduction

The University Clinical Aptitude Test (UCAT) is a computer-based admissions test used by the UCAT ANZ Consortium of Universities in Australia and New Zealand (ANZ) for student entry into medical, dental, and clinical science degree programmes. The UCAT ANZ is delivered by Pearson VUE (Pearson). In special circumstances the test is also delivered by Pearson as an Online-Proctored test.

The UCAT ANZ Consortium is part of a wider collaboration with the UCAT UK Consortium (UKCAT). The UCAT ANZ Consortium (ABN 12 377 614 012) is registered at the office of Monash University at Wellington Road, Clayton, Victoria, Australia 3800. Monash University is the agent and lead university of the UCAT ANZ Consortium of participating universities.

The UKCAT is a charity and limited company managed by a Board of elected representatives of participating UK Universities. The UKCAT Consortium is incorporated and located in the United Kingdom. 

Collection of personal data for UCAT ANZ testing

By registering for and/or sitting the UCAT ANZ, Monash University (Monash) as the agent for the UCAT ANZ Consortium (Monash, we or us) will collect your personal data to prepare for, administer and finalise all activities to satisfy the purposes for which you may sit the UCAT. These include to:

  1. disclose your data to the universities that require access to the UCAT ANZ results;
  2. anonymise the information to disclose anonymised data to approved research bodies that have an interest in UCAT ANZ data. Any research report will include anonymised data only; and
  3. investigate any actual or suspected misconduct in relation to the testing and determining and administer any consequences for misconduct.

By registering to sit the UCAT ANZ you will need to, or Monash may, provide your personal data, including your identity information, to the contracted test delivery supplier. Pearson Australia Group Pty Ltd (ABN 40004 245 943) (Pearson AU) is a member of the Pearson VUE Business Group and currently supplies this authorised service.  Pearson administers the UCAT ANZ through its network of test centres that are primarily in Australia and New Zealand, as well as at international centres connected to the Pearson network. In special circumstances the test is also delivered by Pearson as an Online-Proctored test.

When you register online for the UCAT ANZ and sit the test, your personal data is also collected directly by Pearson AU and handled in accordance with the Pearson VUE Privacy and Cookies Policy.

Monash works with UKCAT to determine the means and purposes for which the data is processed, therefore Monash and UKCAT are joint data controllers of the personal data collected and held by UCAT ANZ. However, Monash is the data controller in relation to the candidate-level test data which it collects.

Monash’s handling of your personal information as the agent for UCAT ANZ Consortium

As the agent for the UCAT ANZ Consortium, Monash handles the personal data it collects about you in accordance with this Privacy Policy and the Monash Admissions Privacy Collection Statement that generally applies to student data we handle.

Monash is subject to the Victorian Privacy and Data Protection Act 2014 (PDP Act) and the Information Privacy Principles (IPPs) in Schedule 1 of the PDP Act and the Health Records Act 2001 (Vic) (HR Act) and the Health Privacy Principles (HPPs) in Schedule 1 of the HR Act. It may also be subject to the European Union (EU) and/or the UK General Data Protection Regulation.

The types of personal data we collect and hold

We collect the following personal data for UCAT ANZ testing, technical reporting and research purposes. Your:

  1. Name;
  2. Date of Birth;
  3. Gender;
  4. Email;
  5. Phone number;
  6. Address;
  7. Country of birth;
  8. Indigenous status;
  9. Rural status;
  10. Language spoken at home;
  11. Information about your education and qualifications;
  12. Parental education; and
  13. UCAT ANZ results.

We may also need to collect additional types of personal data from you in the following circumstances:

  • If you make an application for the UCAT ANZ Concession Scheme (Concession Scheme), additional information, will be collected including:
    • A copy of your Health Care Card (HCC); or
    • A copy of your Pensioner Concession Card (PCC).
  • If you are eligible and make an application for Access Arrangements, additional information, including your health information will be collected including:
    • Details of your current educational status and access arrangements;
    • Details regarding request for access arrangements;
    • Documentary evidence.

How we use and process the personal data we collect about you
Lawful basis for processing your personal data Purpose for processing
To perform our contract with you and to respond to your related requests (Primary Purpose). We may use and process personal data under a contract with you to administer and provide the UCAT to you in Australia and New Zealand.
With your consent We may use your personal data for the purpose for which you have given your consent which may be obtained by us or Pearson VUE.
In connection with our legitimate interests in carrying on our business as well as with Public Interest Purposes (Secondary Purposes). We may also use your information for our legitimate interests (where we have considered these are not overridden by your rights to privacy) by:
  • investigating any suspected or actual misconduct and determining and administering any consequences for misconduct;
  • research and statistical analysis, for the public interest, including presentations and publications. The reporting of research outcomes using your information will not identify you.
  • operating and managing the UCAT ANZ;
  • verifying identity or preventing or investigating any fraud or crime or suspected fraud or crime;
  • fulfilling our contractual reporting obligations with Pearson.
Where it is necessary for the performance of a task carried out in the public interest  
Under a legal obligation We may use and process your personal data where we are required or authorised to do so by laws, regulations or codes that apply to us.
What happens if you don’t provide your personal data to us?

It’s up to you what personal data you choose to provide us, but if you choose not to provide us with some or all of the personal data requested, we may not be able to:

  • permit you to sit the UCAT ANZ;
  • respond to your requests; or
  • manage or administer our UCAT ANZ services.

How do we collect personal data for UCAT ANZ testing purposes?

We collect your information from third parties, for the Consortium’s legitimate interests in assisting with the administration of the UCAT ANZ and for research purposes.

We will collect your personal data when:

  • you register, schedule and sit the UCAT ANZ and we collect from third parties administering the test;
  • you, or a third party you have given us permission to correspond with on your behalf, contact us with questions in relation to the UCAT ANZ, for example when you or they make an enquiry by email or via the website;
  • you visit our website, for example via an enquiry or via cookies; and
  • when you contact us in relation to your eligibility for an application for the Concession Scheme and/or an Access Arrangement.

Who do we share your personal data with?

We may share your personal data with other organisations consistent with the purposes for which we collect, use and process your personal data as described above. This includes:

  • with universities who require UCAT ANZ Test scores. Once your personal data has been received by these universities, it will be handled in accordance with their applicable privacy policies;
  • with organisations who assist us in providing and administering our services (including hosting and data storage and testing services);
  • with the UKCAT Consortium if you apply for UKCAT universities;
  • where we are required or authorised to do so by applicable laws or court orders;
  • other third parties, where you have consented to us sharing your information with them.
  • de-identified data is shared with approved researchers for approved research, any publication of research will be at a group level and will not identify you.

The recipient(s) of your personal data may be located in:

  • Australia;
  • New Zealand;
  • United Kingdom; or
  • the United States of America.

How do we store and secure your personal data?

We hold your personal data in a combination of electronic and hard copy files. We may store it with one or more third party secure data storage providers.

We take all reasonable steps to protect the security of your personal data by various methods, including password protection. When we store your personal data with a third-party data storage provider, we require them to agree to keep it secure and only use or disclose it for the purpose for which the service is provided to us.

Please contact us immediately if you become aware or have reason to believe there has been any unauthorised use or disclosure of the personal data that we hold about you.

What do we do when we no longer need your information?

The Monash University Recordkeeping Policy and Recordkeeping Retention and Disposal of University Records Procedures specifies how long different types of university records must be kept and when they can be destroyed or deleted in accordance with the Public Records Act 1973.

Your personal data rights

You have the followings rights in relation to the personal data that we hold about you:

Access and correction

You have a right to request access to or correction of the personal data that we hold about you. If you would like to request access to, or correction of, your personal data, please visit our Data Protection and Privacy Office webpage at www.monash.edu/privacy-monash or contact our Data Protection and Privacy Office by email dataprotectionofficer@monash.edu.

Additional rights and choices for candidates based in the UK or the European Economic Area

If the EU or UK GDPR applies to our handling of your personal data because of where you are located in certain circumstances, you can:

  1. have your personal data deleted;
  2. object to your personal data being processed and ask to restrict its processing;
  3. withdraw your consent to having your personal data processed;
  4. have your personal data provided in a standard format so that it can be transferred elsewhere;
  5. not be subject to a decision based solely on automated processing; and
  6. raise a complaint with your local data protection supervisory authority about our handling of your personal data.

How do you make a complaint?

If you have any questions about how your personal data is being used, or you wish to exercise any of your individual rights that are available to you, please visit the University’s Data Protection and Privacy Office webpage at www.monash.edu/privacy-monash or contact the University’s Data Protection and Privacy Office by email dataprotectionofficer@monash.edu.

If you are concerned that your personal data has not been handled in accordance with your individual rights, you may lodge a written complaint to the University's Data Protection and Privacy Office. Your complaint will be appropriately investigated, and the University will provide a response to you, as required, within a reasonable period of time.

If you are unhappy with the way that we are using your personal data, or if you are not satisfied with our response to a complaint, you may lodge a complaint with the Office of the Victorian Information Commissioner (in relation to personal information and/or sensitive information):‍ Office of the Victorian Information Commissioner

Website: www.ovic.vic.gov.au
Phone:  1300 006 842
International callers: +61 3 9884 7565
Email:   enquiries@ovic.vic.gov.au
Post:    PO Box 24274
Melbourne VIC 300

Alternatively, you can contact the Health Complaints Commissioner, in relation to health information; the Office of the Australian Information Commissioner, to the extent that the Privacy Act 1988 (Cth) applies; or if the GDPR or other jurisdiction’s data and privacy law applies, with a Data Protection Authority.

Get in touch

You can contact us for more information about this Policy at our Data Protection and Privacy Office webpage at www.monash.edu/privacy-monash or contact our Data Protection and Privacy Office by email dataprotectionofficer@monash.edu.

Changes to this Policy

From time to time, we may need to update this Policy to reflect changes to our information handling practices, the parties we engage with or to comply with applicable laws. Any changes to this Policy will be published on the UCAT ANZ website.

This Privacy Policy was last updated July 2023.