Scope
This statement outlines how 313 uses and manages personal information provided or collected through its training operations. This is policy is not applicable to employees of 313.
313 is bound by the National Privacy Principles contained in the Commonwealth Privacy Act 1988.
313 endeavours to remain current in its understanding of Privacy principles and practices, therefore this policy will be reviewed and updated when necessary to ensure currency. This updating will also reflect any changes to our operations and new technology or laws that may impact on the use, disclosure, security and access of personal information provided by clients.
Collection
From time to time 313 will collect personal information from clients. This information is necessary to comply with federal and/or state requirements and other programs being offered.
The type of information we collect and hold may include but is not restricted to:
- personal information
- sensitive information
- health information
313 will not collect sensitive information about an individual unless:
- the individual has consented; or
- the collection is required by law; or
- the collection is necessary for the establishment, exercise or defence of a legal or equitable claim
In referring to 'sensitive information', 313 mean information relating to a person's:
- racial or ethnic origin;
- political opinions;
- religion;
- trade union or other professional or trade association membership;
- criminal record, that is also personal information; and,
- health information
Under the requirement 1.3 of the National Privacy principles we will ensure through induction processes and our Student handbook; that clients are aware of the following:
- The identity of the organisation and contact details
- The accessibility of information they have provided
- The purposes for 313 collecting the information
- The organisations which 313 usually discloses information of that kind to
- Any law that requires the particular information to be collected; and
- The main consequences (if any) for the client if all or part of the information is not provided.
Personal information about individuals is usually collected by way of:
- Enrolment Forms
- Referral forms from Federal/State agencies or other Registered Training Organisations
- Referees
- Medical professionals
- Face to Face Meetings and/or interviews/telephone conversations
Use and disclosure
313 will collect and use information only for the purposes required and discussed with you at Induction. Consent will be requested to collect such information from you and this policy will be made available in the Student Handbook.
The purposes for which 313 uses personal information of clients include:
- Day-to-day administration;
- looking after clients educational, social and medical well-being;
- Marketing courses for 313 - newsletters and magazines, which include personal information, may be used for marketing purposes upon consent of the use of information by the client.
- To satisfy our legal obligations
313 may disclose personal information, including sensitive information, held about an individual to:
- Another RTO – to confirm accreditation or results
- Government departments – for eligibility requirements
- Medical practitioners
- People providing services to the RTO, including specialist visiting lecturers
- Recipients of RTO publications like newsletter and magazines
- Anyone you authorise the RTO to disclose information to
Important: There may be the situation where 313 requests information of a personal or sensitive nature and such information is not obtained or provided by the client; then 313 may not be able to enrol or continue the enrolment of the due to legal reasons.
Data quality(Principal 3 NPP)
313 will take reasonable steps to make sure that the personal information it collects uses or discloses is accurate, complete and up-to-date.
Data security(Principal 4 NPP)
313 will take reasonable steps to protect the personal information it holds from misuse and loss and from unauthorised access, modification or disclosure, through secure storage of current and archived files.
313 will take reasonable steps to destroy or permanently de-identify personal information if it is no longer needed for any purpose for which the information may be used or disclosed.
Openness
This Privacy policy provides clients with information in respect of the collect, use and disclosure of information by 313. This policy will be made available through the Student Handbook and on own website and discussed during induction.
Access and correction
313 will make available personal information they have collected about the client. Access will be given to an individual upon request with consideration to the extent that the request does not cause conflict, harm to others within the organization, have an unreasonable impact upon the privacy of other individuals, is unlawful, or affects the protection of the organization and its facilities.
313 will require personal identification before access to information is allowed. Clients needing to access personal information must make a request through the Training Coordinator