St Thomas More College
Privacy Policy.

  • The collection of personal information from applicants, residents, alumni, staff and those associated with the College is essential for the effective running of the College. At the same time, they provide the College with their personal information, and we need to be confident that this information is handled sensitively, stored safely, accessed only by authorised personnel and not shared without permission. This policy provides that assurance and outlines the College’s approach to privacy and information protection.

  • Applies to all personal or sensitive information collected from applicants, residents, alumni, staff, and others associated with or doing business with the College, including information gathered through the STMC website and online portals.

  • Information is collected through the UWA Central Application Portal, the College’s own portal, interviews, and email correspondence. We collect information for purposes such as assessing applications, ensuring a balanced demographic, caring for residents, managing alumni relationships, complying with government requirements (NRAS), and managing College finances.

    When individuals interact with the College online, limited technical and form-submission data may also be collected, such as IP address, browser type, and visit times. Cookies and analytics tools are used solely to maintain and improve website functionality and cannot personally identify users.

  • Information is collected to:

    1. To assess applications (student and staff)

    2. Assess applications and employment suitability.

    3. Provide accommodation, wellbeing and pastoral care.

    4. Meet compliance requirements under the National Code and UWA affiliation.

    5. Recruit and support staff, Resident Advisors, and volunteers.

    6. Communicate College programs, services and events (unless opted out).

    7. Maintain safety and wellbeing, including appropriate information sharing with UWA when required.

Last Updated: 03 November 2025

“Others” refers to those associated with or doing business with the College.

  • Personal information will not be disclosed to any third party unless permission is given or the law compels the College to provide the information. The College reserves the right to contact parents or guardians where a resident’s welfare is deemed at risk. Information may be shared with the University of Western Australia (UWA) where necessary for welfare, safety, or compliance reasons, as outlined below.

  • The STMC website uses cookies and analytics services to monitor usage trends and enhance user experience. You may disable cookies in your browser; however, essential cookies are required for full site functionality. The College’s web host and analytics providers are bound by privacy obligations consistent with the Australian Privacy Principles.

  • Individuals have the right to request access to and correction of their personal information held by the College. Medical details of residents are requested solely to assist the College in providing care and are not mandatory.

  • Data is stored in our StarRez database system and in locked physical filing cabinets.

    Third party data storage organisations that may be engaged from time to time are required to comply with the St Thomas More College Privacy Policy.

    Financial statements and related information will be stored for 7 years and then destroyed.

    Resident records will be archived and retained.

    Electronic data, including website and portal information, is securely stored using approved cloud services hosted in Australia. Where overseas storage is unavoidable, contractual arrangements ensure compliance with Australian Privacy Principles.

  • As a resident of St Thomas More College, you provide explicit and informed consent as part of your tenancy and College Membership Agreement that the College may, where appropriate, share proportional, reasonable and relevant personal information relating to you with the University of Western Australia (UWA) — for example, with the UWA Integrity Standards Unit (ISU), Student Life, or Campus Management — in circumstances where you have been:

    (a)  issued a formal written warning for breaching the College Membership Agreement or Code of Conduct; or

    (b)  involved in, or party to, a Serious Student Incident as defined by the UWA Serious Student Incident Policy (UP22/16) contained within the Support for Students Policy (UP23/14).

    All such information will be shared only to protect your safety and wellbeing and that of other residents, students, and staff.

  • If an individual has a complaint about this policy or its implementation or practice, they should write to the Head of College specifying the issue in the first instance.  The Head of College will meet with the complainant and try to resolve the matter to the satisfaction of both parties.

    If the outcome is not to the satisfaction of the complainant, they are entitled to contact the College Council Chair for a further investigation of the complaint.  Non-resolution at this point would be taken by the complainant to the Office of the Australian Information Commissioner (OAIC) at http://www.oaic.gov.au/ .

  • Questions regarding this policy should be directed to:

    Head of College
    St Thomas More College Council Inc
    48 Mounts Bay Road, Crawley WA 6009
    Email: reception@stmc.uwa.edu.au
    Phone: +61 8 9386 0111