Purpose

This policy ensures that DIC meets its legal and ethical requirements in regard to the collection, storage and disclosure of personal information it holds in regards to individuals.

This policy and procedure contributes to compliance with Clause 8.5 of the Standards.

 

Definitions

ASQA means Australian Skills Quality Authority, the national VET regulator and the RTO’s registering body

Personal information means ‘information or an opinion about an identified individual, or an individual who is reasonably identifiable:

 

• Whether the information or opinion is true or not; and
• Whether the information or opinion is recorded in a material form or not.

 

Standards means the Standards for Registered Training Organisations (RTOs) 2015 from the VET Quality Framework which can be accessed at www.asqa.gov.au

 

Policy

This policy/procedure supports Clause 8.5 of the Standards for Registered Training Organisations 2015- which states:

The RTO complies with Commonwealth, State and Territory legislation and regulatory requirements relevant to its operations.

 

Privacy Principles

Personal information is collected from individuals in order that DIC can carry out its business functions. DIC only collects and stores information that is directly related to its business purposes and legal requirements of providing nationally recognised training and assessment.

 

In collecting personal information, DIC complies with the requirements set out in the Privacy Act 1988 and the relevant privacy legislation and regulations of the SA in which the RTO operates.

 

This means DIC ensures each individual:

• Knows why their information is being collected, how it will be used and who it will be disclosed to.
• Is able to access their personal information upon request.
• Does not receive unwanted direct marketing.
• Can ask for personal information that is incorrect to be corrected.
• Can make a complaint about DIC if you consider that your personal information has been mishandled.

 

Collection of Information

In general personal information will be collected through course application and/or enrolment forms, training records, assessment records and online forms and submissions.

 

The types of personal information collected include:

• Personal details
• Contact details
• Employment information where relevant
• Academic history
• Statistical information about your prior education, schooling, reasons for enrolling,
• Training, participation and assessment information
• Fee and payment information

 

Storage and Use of Information

DIC will store all records containing personal information securely and take all reasonable security measures to protect the information collected from unauthorised access, misuse or disclosure. Personal information will be stored in paper-based files that are kept in a secure location (locked filing cabinets/locked compactor) and electronically in a secure environment to which only authorised staff have access.

 

The personal information held by individuals will only be used to enable efficient student administration, provide information about training opportunities, and to maintain accurate and detailed student records of course participation, progress and outcomes

 

Appendix A:

 

DIC Privacy Statement

 

Durban International College is committed to protecting the privacy of your personal information. This statement explains how we handle your personal information.

 

This statement only applies to our databases and files and does not cover any State, Territory or Commonwealth Government database or file. You are advised to contact the relevant government agency for a copy of their privacy policy.

 

Where we use the words ‘we’ and ‘us’ in this document, it means Durban International College Pty. Ltd.

 

Your Personal Information

In order to provide you with training, employment and associated services, we may need to collect personal information such as your name, address, work history, qualifications, job seeker identification number, government benefit card, etc.

 

If you decline to provide your personal information, Durban International College may not be able to:

• Provide the product or service you requested, or
• Enter into a business relationship with you.

 

Collection of Personal Information

Where practicable, we will endeavour to collect personal information directly from you.

Where services are provided on behalf of a Commonwealth and/or State Government Department, we may collect personal information from such government departments and agencies.

 

We may also need to collect personal information from other third parties with or without your direct involvement or consent, such as an employer. However, this will not include sensitive information.

 

Use and Disclosure

We will use our best efforts to ensure that the information you provide to us remains private and is used only for the purposes you agree to.

 

We will only disclose personal information to a third party where one or more of the following apply:

• You have given consent (verbal or written)
• It is authorised or required by law, or necessary for enforcement of law
• It will protect the rights, property or personal safety of another person
• The assets and operations of DIC business are transferred

 

Access to Personal Information

You can access the personal information we hold on you, except when government legislation requires or authorises the refusal of access.

To access your personal information, you will need to contact the Student Administration department in writing and specify the type/s of information you wish to view. You will be required to provide proof of identification.

 

Storage & Security

We will take reasonable steps to maintain the privacy and security of personal information. We ensure this by having such security measures as:

• Storing electronic information on a secure server with restricted access
• Storing paper-based documents securely on our premises

 

We will take reasonable steps to destroy or permanently de-identify personal information when it is no longer required for any purpose.

 

Resolving Privacy Concerns

If you wish to raise a concern about privacy matter should contact the Student Administrations Department.