Privacy

Privacy Policy

Purpose

Australian Skills Group (ASG) is committed to its obligations under the Privacy Act 1988 including the Australian Privacy Principles (APPs) as outlined in the Privacy Amendment (Enhancing Privacy Protection) Act 2012. ASG recognises the importance of protecting personal information collected from individuals and organisations associated with its business activities and shall ensure such personal and sensitive information is collected, held and handled appropriately and in accordance with all relevant legislation.

Scope

This policy applies to all personal and sensitive information collected and held by Australian Skills Group, including that of employees, contractors, students, clients, job applicants and any other individuals.

Responsibilities 

All Australian Skills Group employees and contractors are responsible for understanding this policy and the relevant legislation to ensure that all information is collected, stored, and shared appropriately.

POLICY

1. Collection and Use of Personal Information

Personal information, including sensitive information, is primarily collected from individuals in order that Australian Skills Group can carry out its business functions as a Registered Training Organisation. ASG only collects and stores information that is directly related to its business purposes and to meet  the legal requirements of providing nationally recognised training. These functions include:

  • Providing training and assessment services to students & clients
    • Managing employees and contractors
    • Promoting products and services
    • Conducting internal business functions and activities
    • Requirements of third parties and other stakeholders including government departments

In the course of providing the above, and in order to meet legislated RTO requirements, the type of personal information ASG collects and holds includes personal, contact, employment, educational background, demographics, financial billing details, course progress and results information. Sensitive information ASG is required to hold may include identity details, employee details, HR information, complaint or issue information, disability & other individual needs, indigenous status.

Where possible ASG collects personal information directly from the individual on paper forms or through its online enrolment system. Personal information may also be collected via the ASG website, social media, employers and third parties involved in the enrolment process. Third parties may include:

  • State and Commonwealth Governments in the delivery of funded and loan assisted programs
  • Australian Apprenticeship Centres
  • Employers (and their representatives), Job Network Providers, Schools
  • Service providers such as background check providers
 

ASG will take all reasonable steps to ensure that any personal information collected is relevant to the purpose for which it was collected, is up to date and complete.

What happens if a person chooses not to provide their personal information?

In most cases, individuals have the option not to provide their personal information to Australian Skills Group. However, much of the information collected is essential for the delivery of training services and support. Without it, Australian Skills Group may be limited in its ability to provide those services. In some instances, enrolment may not be possible unless the required information is supplied.

2. Discloser of Personal Information

2.1 External Organisations

As a Registered Training Organisation, ASG is required by law to disclose personal, enrolment and course information about students to a number of external organisations including:

  • the National Centre for Vocational Education and Research (NCVER). NCVER are responsible for collecting, managing, analysing and communicating research and statistics about the Australian VET sector
  • the national VET Regulator – the Australian Skills Quality Authority (ASQA)
  • the Commonwealth government and authorised agencies including the Department of Employment and Workplace Relations (DEWR)
  • state government and state training authorities where funded training is undertaken including the Queensland Department of Trade, Employment and Training (DTET):
  • The disclosure of your personal information to DTET may be used by them for the purposes of ensuring ASG is delivering quality services.
  • employers where you are enrolled in training paid by employers and/or if you are under Apprenticeship Arrangements in a Training Contract
  • Schools if you are a secondary school student undertaking a School-based Apprenticeship or Traineeship (SAT)

ASG will not disclose any personal information to overseas recipients unless required to do so as part of the international student enrolment process.

In addition, ASG will not disclose an individual’s personal information to another person or organisation unless:

  • the individual concerned has given written consent to the
  • the individual concerned is reasonably likely to have been aware that information of that kind is usually passed on to that person or organisation.
  • ASG believes it necessary to prevent or lessen a serious and imminent threat to life or health of the individual or another person.
  • the disclosure is required or authorised by

 

2.2   Use of Personal Information for Direct Marketing

Australian Skills Group may use or disclose an individual’s personal information (excluding sensitive information) for direct marketing purposes if:

  • the information was collected directly from the individual; and
  • the individual would reasonably expect their information to be used or disclosed for this purpose.

 

2.3   Emergency situations and criminal activity

Australian Skills Group may disclose personal information for a secondary purpose if it reasonably believes the use or disclosure is necessary to reduce or prevent:

  • a serious and imminent threat to an individual’s life, health, safety, or wellbeing; or
  • a serious threat to public health, safety, or welfare. 

 

2.4 Survey

You may be contacted by a government agency or department (including NVCER and ASQA) to participate in a survey or to collect information about your training experiences and outcomes. You may opt out of the survey at the point of contact.

The Department of Trade, Employment and Training (DTET) may contact you where you have been funded under the Career Start or Career Boost programs to seek information on your training experiences and outcomes at ASG.

3. Storage, Security, Retention and Destruction of Personal Information

ASG will take all reasonable steps to protect personal information it holds against misuse and loss by:

  • Storing it in secure, password protected systems such as learning management system, student management system, financial management system.
  • Restricting access to information to only relevant staff and authorised personnel.
  • Securing all hard copy files in locked cabinets in secure locations.
  • Destroying information securely after the required retention period.
  • Ensuring internal IT system has robust internal security to server locations and server system access.
  • Ensuring virus protection, back-up procedures and ongoing monitoring procedures are in place.

 

As required by law, ASG shall transfer to ASQA all necessary RTO records should ASG cease operations as an RTO.

Should an Eligible Data or information privacy breach occur, ASG shall notify all affected individuals as soon as practicable but in accordance with the Office of the Australian Information Commissioner requirements www.oaic.gov.au.

4. Accessing and Seeking Correction of Personal Information

At any time you may contact Australian Skills Group to:

  • request access to your personal information held.
  • request correction to your personal information.
  • make a complaint about how your personal information has been handled.
  • ask a question about this Privacy Notice.

To request access to, or correction of, personal information contact ASG by email: info@asg.edu.au or call 08 9389 8233.

Australian Skills Group is not obligated to provide an individual with access to their personal information if any of the following apply:

  • It reasonably believes that access would pose a serious threat to the life, health, or safety of any individual, or to public health or public safety;
  • Access would unreasonably impact the privacy of other individuals;
  • The information relates to current or anticipated legal proceedings between Australian Skills Group and the individual, and would not be accessible through the legal discovery process;
  • Access would reveal Australian Skills Group’s intentions in relation to negotiations with the individual, in a way that would prejudice those negotiations;
  • Providing access would be unlawful;
  • Denial of access is required or authorised by an Australian law or a court/tribunal order;
  • There is reason to suspect that unlawful activity or serious misconduct related to Australian Skills Group’s operations has occurred, is occurring, or may occur, and providing access would likely prejudice appropriate action;
  • Access would likely prejudice enforcement-related activities by or on behalf of an enforcement body;
  • Access would disclose evaluative information created in connection with a commercially sensitive decision-making process.

5. Complains and Privacy Concerns

If you have any concerns about ASG’s handling of your personal information, please contact the General Manager Assurance and Regulation on 07 3889 8233. The ASG Complaints and Appeals procedure is also available for formal complaints. Refer to www.asg.edu.au for details.

External complaints may be lodged with the Office of the Australian Information Commissioner www.oaivv.gov.au. (online form) or by calling 1300 363 992.

6. Breach of Policy

Should an Australian Skills Group employee or contractor fail to comply with the obligations outlined in this policy, consequences for misconduct may include:

  • Disciplinary action, up to and including termination of employment or contract; and/or
  • Civil or criminal penalties as prescribed by law.

7. Disclaimer- Australian Skills Group Website

Australian Skills Group is not liable for any loss, damage, costs, liability, or other consequences arising from access to confidential or personally identifiable information by a third party, where such access is not due to negligence by Australian Skills Group, its agents, suppliers, contractors, related corporate entities, affiliates, or associated parties, to the extent permitted by law.

As such, Australian Skills Group cannot guarantee the security of any data transmitted online. Individuals acknowledge the inherent risks of using the internet and agree not to hold Australian Skills Group or its representatives responsible for any security breaches.

The Australian Skills Group website may contain links to external websites. Please note that Australian Skills Group is not responsible for the privacy practices or content of those third-party sites.

8. Amendments

We may update this policy periodically to address new issues and reflect changes to our site. Changes will be posted on our site and take effect immediately, keeping you informed about how we collect, use, and share information.