Purpose... 1 Definitions... 1 Policy... 2

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1 Cntents Purpse... 1 Definitins... 1 Plicy Privacy Principles Cllectin f infrmatin Unique Student Identifiers (USI) Strage and use f infrmatin Disclsure f infrmatin Access t and crrectin f recrds Cmplaints abut privacy... 5 Supprting Dcuments... 5 Dcument Cntrl... 5 Purpse This plicy and related prcedures ensures that the RTO meets its legal and ethical requirements regarding the cllectin, strage and disclsure f the persnal infrmatin it hlds abut individuals. This plicy and prcedure cntributes t cmpliance with Clause 3.6 and 8.5 f the Standards, as well as cmpliance with any relevant Gvernment funding cntract arrangements. Definitins ASQA means Australian Skills Quality Authrity, the natinal VET regulatr and the RTO s registering bdy DET means Department f Educatin and Training Persnal infrmatin means infrmatin r an pinin abut an identified individual, r an individual wh is reasnably identifiable: Whether the infrmatin r pinin is true r nt; and Whether the infrmatin r pinin is recrded in a material frm r nt. 1 SRTOs means the Standards fr Registered Training Organisatins 2015 refer definitin f Standards Standards means the Standards fr Registered Training Organisatins (RTOs) 2015 frm the VET Quality Framewrk which can be accessed at TPS means the Tuitin Prtectin Scheme established t assist internatinal students where the prvider is unable t deliver their curse in full because f prvider default. Unique Student Identifier is a unique reference number issued t an individual by the Australian Gvernment. It is made up f numbers and letters and enables an individual t lk up and track their training achievements in an nline database. USI means Unique Student Identifier as abve. 1 Definitin frm: Australian Gvernment. Privacy Act 1988 (Cth). Accessed n 5 th June 2018 at SC2SC2- Privacy Plicy V1.0.dcx July 2018 Page 1

2 Plicy 1. Privacy Principles Refer t fr further infrmatin. Persnal infrmatin is cllected frm individuals in rder that The RTO can carry ut its business functins. The RTO nly cllects and stres infrmatin that is directly related t its business purpses and legal requirements f prviding natinally recgnised training and assessment. In cllecting persnal infrmatin, the RTO cmplies with the requirements set ut in the Privacy Amendment (Enhancing Privacy Prtectin) Act 2012 (Cth) which updates the Privacy Act 1988 (Cth) and ensures cmpliance with the Australian Privacy Principles (APPs) set ut in the Privacy Act and regulatins f the state in which the RTO perates. This means the RTO ensures each individual: Knws why their infrmatin is being cllected, hw it will be used and wh it will be disclsed t and prvided: the mandatry Privacy Statement, Student Declaratin and Cnsent as required under the Data Prvisin Requirements 2012 relevant State Gvernment VET Student Enrlment Privacy Ntice (VIC & TAS) USI Privacy Ntice NCVER specific t the cllectin f statistical data gathered frm student surveys Is able t access their persnal infrmatin upn request. Des nt receive unwanted direct marketing. Can ask fr persnal infrmatin that is incrrect t be crrected. Can make a cmplaint abut the RTO if they cnsider that their persnal infrmatin has been mishandled. 2. Cllectin f infrmatin In general, persnal infrmatin will be cllected thrugh curse applicatin, Pre- training review (PTR), enrlment frms, training and assessment recrds. The types f persnal infrmatin cllected include: persnal and cntact details prf f identificatin emplyment infrmatin, where relevant academic histry Language Literacy and Numeracy prficiency fr students, including the name f the test and the scre received backgrund infrmatin cllected fr statistical purpses abut prir educatin, schling, place f birth, disabilities and s n training, participatin and assessment infrmatin breaches f student f cnditins relating t attendance and/r curse prgress fees and payment infrmatin infrmatin required fr the issuance f a USI. SC2SC2- Privacy Plicy V1.0.dcx July 2018 Page 2

3 3. Unique Student Identifiers (USI) All students participating in natinally recgnised training frm 1 January 2015, are required t have a Unique Student Identifier (USI) and prvide it t the RTO upn enrlment. Alternatively, the RTO can apply fr a USI n behalf f an individual. The Student Identifiers Act 2014 authrises the Australian Gvernment s Student Identifiers Registrar t cllect infrmatin abut USI applicants. When the RTO applies fr a USI n behalf f a student wh has authrised us t d s, we need t cllect persnal infrmatin abut the student which will be passed n t the Student Identifiers Registrar. This will include: name, including first r given name(s), middle name(s) and surname r family name date f birth city r twn f birth cuntry f birth gender cntact details, s the Student Identifiers Registrar can prvide individuals with their USI and explain hw t activate their USI accunt. In rder t create a USI n behalf f a student, the RTO will be required t verify the identity f the individual by receiving a cpy f an accepted identificatin dcument. This dcument will nly be used fr the purpses f generating the USI and cnfirming the identity f the individual with the Registrar. Once the USI has been generated and validated, the identity dcuments used r cllected fr this purpse will be securely destryed. The infrmatin prvided by an individual in cnnectin with their applicatin fr a USI: is cllected by the Registrar as authrised by the Student Identifiers Act is cllected by the Registrar fr the purpses f: applying fr, verifying and giving a USI reslving prblems with a USI creating authenticated vcatinal educatin and training (VET) transcripts may be disclsed t: Cmmnwealth and State/Territry gvernment departments and agencies and statutry bdies perfrming functins relating t VET fr: the purpses f administering and auditing VET, VET prviders and VET prgrams educatin related plicy and research purpses t assist in determining eligibility fr training subsidies VET Regulatrs t enable them t perfrm their VET regulatry functins VET Admissin Bdies fr the purpses f administering VET and VET prgrams current and frmer Registered Training Organisatins t enable them t deliver VET curses t the individual, meet their reprting bligatins under the VET standards and gvernment cntracts and assist in determining eligibility fr training subsidies schls fr the purpses f delivering VET curses t the individual and reprting n these curses the Natinal Centre fr Vcatinal Educatin Research fr the purpse f creating authenticated VET transcripts, reslving prblems with USIs and fr the cllectin, preparatin and auditing f natinal VET statistics researchers fr educatin and training related research purpses SC2SC2- Privacy Plicy V1.0.dcx July 2018 Page 3

4 any ther persn r agency that may be authrised r required by law t access the infrmatin any entity cntractually engaged by the Student Identifiers Registrar t assist in the perfrmance f his r her functins in the administratin f the USI system will nt therwise be disclsed withut the student s cnsent unless authrised r required by r under law The cnsequences t the student f nt prviding the Registrar with sme r all f their persnal infrmatin are that the Registrar will nt be able t issue the student with a USI, and therefre the RTO will be unable t issue a qualificatin r statement f attainment. 4. Strage and use f infrmatin The RTO will stre all recrds cntaining persnal infrmatin securely and take all reasnable security measures t prtect the infrmatin cllected frm unauthrised access, misuse r disclsure. Persnal infrmatin will be stred in paper-based files that are kept in a secure lcatin (lcked filing cabinets/lcked cmpactr) and electrnically in a secure envirnment t which nly authrised staff have access. The persnal infrmatin held abut individuals will nly be used t enable efficient student administratin, prvide infrmatin abut training pprtunities, issue statements f attainment and qualificatins t eligible students, and t maintain accurate and detailed recrds f student curse participatin, prgress and utcmes. The RTO may use the persnal infrmatin prvided by an individual t market ther internal prducts and services t them. An individual may pt ut f being cntacted fr marketing purpses at any time by cntacting ur ffice. Infrmatin will nt be passed nt any third party marketing cmpanies withut the prir written cnsent f the individual. 5. Disclsure f infrmatin The persnal infrmatin abut students enrlled in a Curse with the RTO may be shared with the Australian Gvernment and designated authrities, such as ASQA (the RTO s registering bdy) and its auditrs, the USI Registrar (as per abve), DET, TPS, and the Natinal Centre fr Vcatinal Educatin Research (NCVER). This includes persnal details, cntact details, curse enrlment infrmatin, unit utcmes, AQF certificatin and statement issuance and infrmatin abut training participatin and prgress. The RTO will nt disclse an individual s persnal infrmatin t anther persn r rganisatin unless: They are aware that infrmatin f that kind is usually passed t that persn r rganisatin. The individual has given written cnsent. The RTO believes n reasnable grunds that the disclsure is necessary t prevent r lessen a serius threat t the life r health f the individual cncerned r anther persn. The disclsure is required r authrised by, r under, law. The disclsure is reasnably necessary fr the enfrcement f the criminal law r f a law impsing a pecuniary penalty, r fr the prtectin f public revenue. Any persn r rganisatin t which infrmatin is disclsed is nt permitted t use r disclse the infrmatin fr a purpse ther than fr which the infrmatin was supplied t them. SC2SC2- Privacy Plicy V1.0.dcx July 2018 Page 4

5 6. Access t and crrectin f recrds Individuals have the right t access r btain a cpy f the infrmatin that the RTO hlds abut them including persnal details, cntact details and infrmatin relating t curse participatin, prgress and AQF certificatin and statements f attainment issued. Requests t access r btain a cpy f the recrds held abut an individual must be made by cntacting ur ffice using the Request t Access Recrds Frm. The individual must prve their identity t be able t access their recrds. There is n charge fr an individual t access the recrds that the RTO hlds abut them; hwever, there may be a charge fr any cpies made. Arrangements will be made within 10 days fr the individual t access their recrds. 7. Cmplaints abut privacy Any individual wishing t make a cmplaint r appeal abut the way infrmatin has been handled within the RTO can d s by fllwing the RTO s Cmplaints and Appeals Plicy and Prcedure. Supprting Dcuments SC2.1 - Access t Recrds Request Frm SC2.2 - Amendment t Recrds Request Frm SC6.2 - Enrlment Frm SC6.7 - USI Applicatin Frm SC6.6 - Student Agreement & Letter f Offer SC4.1 - Cmplaints Register SC4.3 - Cmplaints and Appeals Flw Chart SC4.4 - Cmplaints and Appeals Frm Dcument Cntrl Dcument N. & Name: SC2 - Privacy Plicy V1.0 Quality Area: SC Students and Clients Authr: Fresite Grup Pty Ltd Status: Apprved Apprved By: CEO Apprval Date: 03/07/2018 Review Date: 01/07/2019 Standards (SRTOs): Clause 8.5 and 3.6 SC2SC2- Privacy Plicy V1.0.dcx July 2018 Page 5