University of Melbourne LMS privacy collection notice

This notice should be read together with the University’s Student Privacy Statement. It provides additional information about the collection and processing of personal information through the University’s Learning Management System which includes centrally managed integrated educational technologies listed at Teaching and Learning Innovation (LMS).

Why we collect your personal information

The University uses the LMS to support the delivery, administration, assessment and integrity of your course of study.

This privacy notice applies to information collected in relation to the use of the LMS.

The University of Melbourne collects and processes your personal information when you use the LMS to:

• Enable access and use of online teaching and learning systems
• Support the creation of flexible, interactive, and engaging online learning spaces among students and academics and instructional support staff
• Deliver, administer and manage course content, classes, and activities, including teaching, marking, examinations, and assessments
• Maintain academic integrity, ensure fair assessment conditions, and prevent, detect, and investigate suspected academic misconduct, poor academic practice, or other student misconduct
• Recording accurate academic progress and marks for processing into grades in StudentOne.
• Comply with legal and regulatory obligations

The “processing” of personal information refers to all activities relating to the management of your personal information, from its collection and use, through to its storage and disposal, and everything in between.

What information we collect through the LMS

In addition to the categories of information described in the Student Privacy Statement, the LMS collects and generates information including:

• Identifying and account information (for example, name, student ID, username and University email address) used to enable secure access, manage and protect your account, attribute academic activity, and administer your studies.
• Content you create, upload or submit (for example, assignments, examination responses, audio or video submissions, commentary and discussion posts)
• System activity records and web log data (for example, login history, timestamps, IP address, MAC ID, session duration, access patterns, submission times and other submission records)
• Technical information generated during your use of the LMS
• Assessment related information, including document properties and metadata associated with uploaded files (for example, file creation and modification dates, embedded identifiers and version history) and interaction data within assessments (for example, navigation activity, timing information and response behaviour).

Assessment content, metadata and system activity records may be reviewed where necessary to verify authorship, ensure fair assessment conditions, or investigate suspected breaches of University’s policies.

For certain assessments, you may be required to use a secure digital examination platform. During such assessments, for example, scheduled examination sessions, the system may collect additional technical information, including device details (such as operating system and connected hardware), information about running processes or active applications, network connection and activity data, IP addresses and screen content or images captured during authorised assessment sessions and activity within the examination interface.

If you do not provide required information, you may be unable to access the LMS, participate in assessments or complete examinations.

How we process your personal information

We collect your personal information through your use of the LMS, including information you provide directly (such as submissions, posts, messages, and profile information), and information collected indirectly. This includes information generated automatically by the system, such as log data, usage analytics, timestamps, assessment activity, and engagement metrics and information collected through service providers, including analytics providers.

These service providers collect and process personal information on behalf of the University - except where you are expressly informed otherwise. The University determines the purposes for which the information is processed, and service providers are required to handle personal information only in accordance with University’s instructions and privacy obligations under relevant legislation.

The privacy impact assessments of these technologies are available on the privacy impact assessments for learning technologies page.

Disclosure and overseas transfers

Your personal information may be disclosed to:

• Visiting or honorary academics involved in teaching and grading
• Decision-makers involved in academic integrity or misconduct processes
• Service providers including Learning and Management System provider (Instructure Inc) and other integrated educational technologies
• Other students when logged into the LMS to enable group learning activities.

Some service providers may store or process information outside of Victoria or Australia (for example, where providers are located internationally or use a cloud-based system with servers based in international jurisdictions). We take all reasonable steps to ensure that the interstate or overseas transfer of personal information is in accordance with our privacy obligations as outlined in the University’s General Privacy Statement.

Security, retention and disposal

We take all reasonable technical and organisational measures to protect personal information from misuse, loss, unauthorised access or disclosure and ensure that the information we hold is accurate and complete.

We endeavour to ensure that your personal information is only retained for as long as required for the purpose it was collected, and in accordance with our legislative obligations and the University’s retention and disposal authority.

Your rights

You may request access to, or correction of, your personal information we hold, or exercise your individual rights as applicable under relevant privacy laws, by logging into your LMS account or by contacting the University’s Teaching and Learning Innovation.

Contact

For further information about the LMS please contact the University’s Teaching and Learning Innovation.

For further information about how we process and protect personal information, and for details of how to make an enquiry, lodge a complaint, or to contact the University’s Privacy and Data Protection Officer, please refer to privacy webpage, view the University's Privacy Policy or contact the Privacy Officer .

The most recent substantive changes to this collection notice were made on 24 February 2026.