When using any online survey tools to collect personal data is essential for you to aware of your obligations in protecting personal private information.

Personally Identifiable Information (PII) can include names and addresses, student/staff IDs, phone numbers, IP addresses, financial records, etc. Some important considerations when handling personally identifiable information (PII) in surveys are presented below aligned with the UWA Information Privacy Tenets.
From July 2026 surveys collecting PII will need to do so in accordance with the Privacy and Responsible Sharing Act 2024 (WA) and the 11 Information Privacy Principles. 
Note: If you are carrying out a research study involving information about or from people, you will need to obtain human research ethics approval before conducting your survey. This includes professional staff surveys where there is an intention to publish or present the findings in any form.

NOTICE
Inform individuals what personal information you are collecting and why

• Clearly explain to survey participants before they complete the survey about the data you’re collecting, why you’re collecting it, and how it will be used and stored.
• Include a link to the UWA Information Privacy Policy and consider adding a privacy statement at the beginning of your survey. An example privacy statement is included below.
• If you are carrying out research and have obtained human research ethics approval, this will be covered by your Participant Consent Form and Participant Information Form. 

Example privacy statement: 
The University of Western Australia holds the privacy of its students, staff, and community members in the highest regard. UWA is committed to managing personal information legally and responsibly.
This survey collects personal information such as [describe data being collected] purely for the purpose of [describe purpose – ie, entering you into a prize draw]. 
Your response will be kept confidential and stored securely in accordance with UWA’s Information Privacy Policy. 
Your participation is entirely voluntary, and you have the ability to withdraw at any point before submitting the survey. If after submitting you would like to request to have your personal information removed from the data collection, please contact [survey owner’s contact details]. 
By completing this survey, you agree that you have read and understood this privacy statement and consent to the use of your data as detailed. 

PURPOSE 
Collect only what personal information is legitimately needed for the purpose

• Only ask for personal information if it is absolutely necessary. If necessary, consider if personal information being collected is fair, reasonable and proportionate for the purpose. In many cases, an anonymous or de-identified survey may meet requirements.
• Provide survey participants with the ability to opt out of survey questions that ask for personal information. 

SECURITY
Protect personal information by using adequate security

• Only use UWA approved survey platforms that meet data security and privacy standards. See the advice on the Which Survey Tool Should I Use? page.

SHARING
Do not disclose personal information unless you are confident it is directly connected with its purpose

• Personal information should only be shared with pre-approved project team members who require access in order to analyse or report. 
• De-identify data before analysis and/or publication.

RELEVANCY
Ensure personal information remains relevant, by allowing individuals to review and correct their data

• Provide an opportunity for survey participants to review and correct their personal information in the data collection before the survey is closed and analysed. 

ACCOUNTABILITY
Handling personal information is your responsibility

• Ensure you follow the requirements set out by the Western Australia University Sector Disposal Authority (WAUSDA) for the retention of University records. 
• More information about research data retention requirements can be found here. 
• For most professional staff surveys, this will be 5 years after the date of the last recorded activity in the survey.
• Survey data relating to accreditations and/or School/course reviews, should be permanently retained. More information about recording, retaining and disposing of University business records.
• Research survey data should be retained according to the retention period outlined in the corresponding Research Data Management Plan (RDMP). For most research data, the retention period will be at least 7 years after publication or conclusion of the project. More information about finalising research data.

TRANSPARENCY
Be open and vigilant, and report concerns or potential improvements

• If you believe there has been a data breach or mishandling of PII in the collection or handling of survey data, report it immediately to the UWA Privacy Office at privacy@uwa.edu.au 

Survey tools privacy policies

You should also be aware of and comply with the privacy policies for any survey tool you use:

• QuestionPro Privacy Policy 
• Qualtrics Privacy Policy
• Microsoft Forms - Privacy and Compliance
• REDCap - Privacy Policy