Integrity Business College will ensure and maintain the privacy of students, staff and contractors at all times.
Regular review of the privacy policies and procedures ensure the practices are implemented. Integrity Business College’s procedures and systems comply with the Australian Privacy Principles (APP). This will enable the ability to deal with enquiries or complaints from individuals about Integrity’s compliance with the APP.
The information that we collect and hold usually falls into the following categories:
- Contractor/Employee information submitted and obtained from the contractor/employee in connection with applications for work, contracts and other requirements under relevant laws/ regulations.
- Information submitted and obtained from potential, current and past participants at the time of registration/ enrolment for training courses and other sources in connection with the provision of training services.
The information collected and held includes:
- Personal details: name, address, email, phone numbers, company/workplace, position/title (ALL COURSES)
- Personal details: Date of birth, citizenship status, origin, language, disabilities, prior qualifications (ACCREDITED TRAINING ONLY)
This information is collected through online registration, enrolment forms and expression of interest applications. Information that is collected by these methods are filed securely. For accredited training only, this information will be recorded into a password protected student management system.
Integrity will only use the information collected for its intended purpose at the time of being provided as below:
- Registration and enrolment into courses (both short and accredited courses)
- Providing information to ensure a better service for the supply of products and services (both short and accredited courses)
- Assessing eligibility for any Government funded/subsidized training (accredited courses only)
- Establishing eligibility to participate in any Government funded/subsidized training, all aspects of enrolment, administration and delivery of qualifications (accredited only)
- Advising your employment service providers of participation and attendance in training (both short and accredited courses)
Integrity Business College will not disclose any information without consent except where Integrity may be required to by law or the below situations:
- To conduct the training services (trainers/ assessors and contractors will be provided with information about participants to enable the delivery of products and services.)
- When accessing Government funded/subsidized training personal information can be supplied to ASQA and Australian Government (HESG and DFEEST) agencies, including but not limited to Centrelink, for the purposes of:
- confirming eligibility for a training place
- informing the Government of enrolment in an approved qualification
- informing the Government of completion, non-completion or withdrawal from an approved qualification
- reporting to the National Centre of Vocational Education Research (NCVER) and the VET Student Statistical Collection/Competency Completion Online System (CCOS) on training delivery
- monitoring the service given by Integrity Business College and satisfaction with the Government funded programs
- Government agencies may also disclose personal information to another person, body or agency without consent where authorised or required by law
Individual’s information will not be disclosed to any overseas/ international organisations.
Integrity Business College is required to provide the Victorian Government, through the Department of Education and Early Childhood Development, with student and training activity data which may include information provided in the enrolment form. Information is required to be provided in accordance with the Victorian VET Student Statistical Collection Guidelines (which are available at http://www.skills.vic.gov.au/Pages/skills_corporate/providers/data-collection/default.aspx). The Department may use the information provided to it for planning, administration, policy development, program evaluation, resource allocation, reporting and/or research activities. For these and other lawful purposes, the Department may also disclose information to its consultants, advisers, other government agencies, professional bodies and/or other organisations. Participants are advised by the training organisation that they may be contacted and requested to participant in a National Centre for Vocational Education Research survey or a Department endorsed project or audit or review.
To access any personal information held by Integrity Business College, requests must be made in writing to the Operations Manager. Access will be granted for requests that are reasonable and practicable to do so. Access will be granted within 7 days of receiving the request.
If information is inaccurate, incomplete or out of date participants must make a request as soon as the issue is identified to ensure efficient corrections are made.
For access to academic results please refer to the policy ‘Participants Access to Records’.
Any complaints made about a breach in privacy are taken seriously. Complaints are to be made in accordance with the ‘Complaints, Appeals and Grievances’ policy.
Breaches will be investigated thoroughly by the Operations Manager and/or Managing Director. Improvement notes will be recorded and procedures to be implanted in accordance with any findings.
Individuals are able to enquire anonymously or with a pseudonym. However, to be eligible for accredited training proof of identity must be provided at the time of enrolment to access government funded/subsidised training.
If short course participants wish to enrol under a pseudonym, they must be aware that any certificates/ statements will be issued to this name.
Individual’s information will be entered into a Customer Relationship Management (CRM) system at the time of enrolment or enquiry. At the time of registration/ enrolment individuals must indicate if they do not wish to receive marketing material.
Entry into this system will allow marketing materials and newsletters to be emailed directly to individuals. Every email sent will allow individuals to unsubscribe from such material. Consequently, the individual will not receive any further marketing material sent via the CRM.
Integrity Business College ensures that information collected and disclosed as outlined above is true, accurate, up to date and complete by asking participants to sign declarations within the enrolment form.
Databases holding personal information are password protected to ensure authorised access only is gained.
Hardcopy documents containing personal information is secured within locked storage facilities at all times. Only authorised persons can gain access to these facilities.
Virus and firewall protection software is enabled on computer systems to prevent any situations of attacks, viruses and disabling of computer systems.
Any personal information that is not required to be held for the purposes of audit or records management will be disposed of in accordance with both the Federal and relevant State Privacy Acts, and adheres to the principles referred to in those Acts.
Integrity must ensure that all records are retained relating to participation in training and relating services for seven (7) years after their completion/ withdrawal. These records must be available for audit purposes.
Integrity must also retain client records for attainment of units of competency and qualifications for a period of thirty (30) years
Records will be disposed of in accordance with the Public Records Act 1973. Records destruction will be secure, irreversible, safe and environmentally friendly. The most common disposal method is shredding.
The NCVER is the national professional body responsible for collecting, managing analysing and communication research and statistics on the Australian vocational education and training (VET) sector.
NCVER and other state authorities privacy policies complies with the following:
- the Privacy Act 1988 (Privacy Act), including the Australian Privacy Principles (APPs)
- Subdivision B of the National Vocational Education and Training Regulator Act 2011 (NVETR Act)
- Divisions 4 and 5 of the Student Identifiers Act 2014 (SI Act) and the Student Identifiers Regulations
- the National Vocational Education and Training Regulator (Data Provision Requirements) Instrument 2020
- the National VET Data Policy.
More information about NCVER, State and territory authorities can be found on their websites.
Integrity uses aXcelerate as the Student Management System where all information of our students are held.
Integrity under the Data Provision Requirements 2012 is required to collect the below information upon enrolling into one of its courses:
- name, address and contact details (e.g. telephone number and email address)
- personal identifiers (e.g. government related identifiers)
- demographics (e.g. age)
- country of birth, main language spoken at home, Indigenous status, disability status (including types of disability)
- personal characteristics and personal opinions (e.g. date of birth, country of birth, language spoken at home, Indigenous status, disability status (including types of disability), employment information
- education information (e.g. training enrolment and result details)
Integrity is required to disclose this information to NCVER and specific State or Territory authorities for statistical, administrative, regulatory and research purposes.
Collection of your data
Integrity Business College is required to provide the Department with student and training activity data. This includes personal information collected in the Integrity Business College enrolment form and unique identifiers such as the Victorian Student Number (VSN) and the Commonwealth’s Unique Student Identifier (USI).
Integrity Business College provides data to the Department in accordance with the Victorian VET Student Statistical Collection Guidelines, available at DET website.
Use of your data
The Department uses student and training data, including personal information, for a range of VET purposes including administration, monitoring and planning, including interaction between the Department and Student where appropriate.
The data may also be subjected to data analytics, which seek to determine the likelihood of certain events occurring (such as program or subject completion), which may be relevant to the services provided to the student.
Disclosure of your data
As necessary and where lawful, the Department may disclose VET data, including personal information, to its contractors, other government agencies, professional bodies and/or other organisations for VET-related purposes. In particular, this includes disclosure of VET student and training data to the Commonwealth and the National Centre for Vocational Education Research (NCVER).
Legal and Regulatory
The Department’s collection and handling of enrolment data and VSNs is authorised under the Education and Training Reform Act 2006 (Vic). The Department is also authorised to collect and handle USIs in accordance with the Student Identifiers Act 2014 (Cth) and the Student Identifiers Regulation 2014 (Cth).
You may be contacted to participate in a survey conducted by NCVER or a Department-endorsed project, audit or review relating to your training. This provides valuable feedback on the delivery of VET programs in Victoria.
Please note you may opt out of the NCVER survey at the time of being contacted.
Consequences of not providing your information
Failure to provide your personal information may mean that it is not possible for you to enrol in VET and/or to obtain a Victorian Government VET subsidy.
Access, correction and complaints
You have the right to seek access to or correction of your own personal information. You may also complain if you believe your privacy has been breached.
For further information, please contact Integrity Business College’s Privacy Officer in the first instance by phone 1300 731 451 or e-mail email@example.com.
For further information about the way the Department collects and handles personal information, including access, correction and complaints, go to Victorian State Government Education and Training website.
For further information about Unique Student Identifiers, including access, correction and complaints, go to Australian Government USI website.
Integrity Business College is a registered user of the Commonwealth’s Document Verification Services (DVS).
These are managed by the Department of Home Affairs and your personal information is protected in accordance with the Privacy Act 1988 (Cth).
The DVS use encryption and authorisation procedures approved by the Australian Signals Directorate to ensure data protection, security and confidentiality. The DVS checks whether the biographic information on your identity document matches the original record. The result will simply be a “yes” or “no”. The DVS does not check facial images.
In most circumstances, the DVS will be used to verify your identity based on your consent. If you choose not to give consent for your identity to be verified in this way, you will be asked to complete an alternate method for verifying your identity that may not be as fast or secure.
More information can be found https://www.idmatch.gov.au/privacy-security