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PRIVACY POLICY STATEMENT

Why we collect your personal information.

As a registered training organisation (RTO), we collect your personal information so we can process and manage your enrolment in a vocational education and training (VET) course with us.

How we use your personal information

Personal information collected as a result of your enrolment will be used by CHM Alliance Pty Ltd for general student administration, vocational education and training administration and regulation, as well as planning, reporting, communication, research, evaluation, auditing and marketing. Only authorised officers have access to this information.

Information collected for the purpose of enrolment in a qualification or program

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\n  Name \n	\n  Language, literacy and numeracy assessments \n
\n  Address \n	\n  Proof of identity – 100 Point ID check \n
\n  Contact details \n	\n  Unique Student Identifier (USI) \n
\n  Emergency contact \n	\n  Disability / special need requirements \n
\n  Employment history / status \n	\n  Schooling / qualifications completed \n
\n  Citizenship, Residency and Visa status and information \n \n	\n  Verification documentation and evidence \n \n

How we disclose your personal information

We are required by law (under the National Vocational Education and Training Regulator Act 2011 (Cth) (NVETR Act)) to disclose the personal information we collect about you to the National VET Data Collection kept by the National Centre for Vocational Education Research Ltd (NCVER). The NCVER is responsible for collecting, managing, analysing and communicating research and statistics about the Australian VET sector.

We are also authorised by law (under the NVETR Act) to disclose your personal information to the relevant state or territory training authority.

How the NCVER and other bodies handle your personal information.

The NCVER will collect, hold, use and disclose your personal information in accordance with the law, including the Privacy Act 1988 (Cth) (Privacy Act) and the NVETR Act. Your personal information may be used and disclosed by NCVER for purposes that include populating authenticated VET transcripts; administration of VET; facilitation of statistics and research relating to education, including surveys and data linkage; and understanding the VET market.

The NCVER is authorised to disclose information to the Australian Government Department of Education, Skills and Employment (DESE), Commonwealth authorities, State and Territory authorities (other than registered training organisations) that deal with matters relating to VET and VET regulators for the purposes of those bodies, including to enable:

administration of VET, including program administration, regulation, monitoring and evaluation
facilitation of statistics and research relating to education, including surveys and data linkage
understanding how the VET market operates, for policy, workforce planning and consumer information.

The NCVER may also disclose personal information to persons engaged by NCVER to conduct research on NCVER’s behalf.

The NCVER does not intend to disclose your personal information to any overseas recipients.

For more information about how the NCVER will handle your personal information please refer to the NCVER’s Privacy Policy at www.ncver.edu.au/privacy.

If you would like to seek access to or correct your information, in the first instance, please contact your RTO using the contact details listed below.

DESE is authorised by law, including the Privacy Act and the NVETR Act, to collect, use and disclose your personal information to fulfil specified functions and activities. For more information about how the DESE will handle your personal information, please refer to the DESE VET Privacy Notice at https://www.dese.gov.au/national-vet-data/vet-privacy-notice.

Surveys

You may receive a student survey which may be run by a government department or an NCVER employee, agent, third-party contractor or another authorised agency. Please note you may opt out of the survey at the time of being contacted.

Contact information

At any time, you may contact CHM Alliance to:

request access to your personal information
correct your personal information
make a complaint about how your personal information has been handled
ask a question about this Privacy Notice

How personal information is collected and stored

We use your personal information to enable us to deliver VET courses to you, and otherwise, as needed, to comply with our obligations as an RTO.

Only information disclosed by the individual is used in the collection of information. Prior to the collection of personal information, the individual is told what information is to be collected and stored, the purpose of collection, if this information is to be disclosed to a third party and/or under what circumstances disclosure may occur.

Written and/or verbal consent is obtained prior to collection of personal information and stored appropriately (e.g. in the students/employee file or on the student management system). For individuals under 18 years of age parent/guardian consent is sought/required.

The types of information collected or disclosed by the individual will vary depending on the method of collection, the purpose of that collection and the individual disclosing the information.

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Forms used by CHM Alliance to collect personal information from students include;

Training Records/Contact Forms used by trainers and assessors
Enrolment forms
Assessment tasks submission forms
Training plans/ Individualised learning and assessment plans

Personal information will be stored on our student records management system aXcelerate, which is secured by multiple passwords. CHM employees, authorised by the RTO Manager, can access student data from aXcelerate only to verify student outcomes for the purpose of compliance with administration and HR procedures Hard copy student files are kept in a locked storage room with access only to CHM Alliance staff.

Use of information

Personal information is only for the purpose for its collection and by staff who require the information in order to complete the tasks associated with their role and function.

Student personal information is used to;

Identify individuals enrolled in a CHM Alliance program
Process application and enrolment requests including credit transfer applications
Monitor student progression and provide individualised support
Enter student assessment results
Report data required by government (data provision and contractual data requirements)
Monitor and evaluate organisational performance.
Ensure certification documentation is awarded to the correct graduate

Accessing and seeking correction of personal information

CHM Alliance acknowledges the rights of individuals to have access to their personal information under the “Freedom of Information Act’ and provides opportunities to review this information on request.

Students and staff are encouraged to update their personal information as it changes to maintain the currency and accuracy of records/data. Where CHM Alliance staff identify/suspect that personal information is inaccurate, out of date, incomplete or misleading they will contact the individual for further clarification and action any rectifications as required.

Students have access to their own personal information via our Student Portal and can check and update their details at any time. Students can also call, email or post a letter with the updated personal information. The Student records will then be update once details are confirmed. There is no charge to an individual who wishes to correct personal information or an associating statement.

Security questions will need to be confirmed by the student before any request to re issue a Certificate or Statement of Attainment is actioned should you misplace your original copy.

Destruction of personal information

Personal information is stored in the organisations electronically (student management system) for a minimum period of 30 years. Hard copy documentation is securely destroyed after 7 years in accordance with the Australian Skills Quality Authority (2015) “Standards for Registered Training Organisations (RTOs) 2015”.

References

Australian Skills Quality Authority (2015) “Standards for Registered Training Organisations (RTOs) 2015”.

Privacy Act 1988 The Australian Privacy Principles

National Vocational Education and Training Regulator Act 2011

National VET Data Policy December 2020

Office of the Australian Information Commissioner () Australian Privacy Principles

Office of the Australian Information Commissioner (2014) Guide to developing an APP privacy policy

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