eSignatures consent and privacy collection notice

This notice is for individuals using the University's electronic signature platform to review and/or sign documents electronically.

Please read the information below about electronic signatures and information privacy.

If you do not wish to accept these terms, please notify the University by replying to the email you received with a link to this notice. An alternative signing method will be offered to you.

By accessing documents on the University's electronic signature platform, you accept the following:

Consent by University of Melbourne

The University of Melbourne consents to you using this electronic signature platform to complete and/or sign the documents sent to you by a University staff member.

Consent by you

You consent to the University of Melbourne using this electronic signature platform to complete and/or sign the documents sent to you by a University staff member.

Privacy collection notice

The University of Melbourne is governed by the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic) (together, Privacy Laws) when collecting and managing personal and health information (referred to collectively in this document as personal information). The University is also considered to be a data controller for the purposes of the EU General Data Protection Regulation 2016/679 (GDPR) in relation to the collection of personal information from individuals located in the European Union.

We are committed to protecting your privacy and processing your personal information fairly and lawfully in compliance with the Privacy Laws and the GDPR, as applicable. Further information about how the University handles personal information is available in our Privacy Policy.

The University will collect information about you as you complete the signing process on this electronic signature platform. This information includes your internet protocol (IP) address, the date/time of each action you take to review/sign a document and other technical information about your access to and use of this platform. This information may be used as evidence of the validity of your electronic signature, if required. Some elements of your personal information, including your email address and your IP address, will be embedded in documents to which you apply your electronic signature.

The University has engaged a third party, OneSpan, to provide this electronic signature platform as a service to us. OneSpan and the University will hold the information collected about you on this platform on secure data servers located in Australia. The University will only disclose your personal information to another party if you have consented to the disclosure or if we are required or permitted to do so by law.

The University takes all reasonable steps to ensure that any personal information we transmit, store or otherwise process is accurate and complete, and that appropriate technical and organisational measures are implemented and maintained to protect your personal information from accidental or unlawful destruction, misuse, loss, alteration, or unauthorised access or disclosure.

You may request access to, or correction of, information we hold about you, or exercise rights of access, rectification, erasure, and other rights under the GDPR, at any time, unless it is deemed that providing you with access would have an unreasonable impact on the privacy of others, or would contravene the University’s other legislative obligations.

Access to and correction of personal information is handled in accordance with the Freedom of Information Act 1982 (Vic). Further information regarding the process for access and correction can be found on our Freedom of Information webpage.

Please refer to our Privacy webpage for information on how to contact us about privacy, how to lodge a complaint, and for the contact details of the University of Melbourne's Privacy Officer and Data Protection Officer.