PRIVACY STATEMENT

SCOPE

All staff employed and or representing Education Institute will be required to apply themselves to the following written procedures and safeguard confidential and personal information according to the Information Privacy Act.

PURPOSE

This Policy/Procedure sets out the requirements that relate to:

ESSENTIAL STANDARDS FOR CONTINUING REGISTRATION

  • SNR 16 The NVR registered training organisation adheres to principles of access and equity and maximises outcome for its clients. 16.3, 16.6
  • SNR 19 Interactions with the National VET Regulator. 19.1
  • SNR 20 Compliance with legislation 20.1
  • General obligations of RTO
  • Accounts and records
  • Audit or review
  • Confidentiality and privacy

2014 – 2016 VET FUNDING CONTRACT VICTORIAN TRAINING GUARANTEE PROGRAM

DEFINITIONS

Privacy: A person’s right to control access to his or her information.

Confidentiality: Ensuring that information is accessible only to those authorized to have access.

POLICY

It is the responsibility of all staff members and contractors to protect personal information from misuse, loss, unauthorised access, modification or disclosure.

  • All information, regardless of how it is received, must be treated with respect
  • Information regarding student/client must not be treated as ‘gossip’, but as private and confidential and only used to benefit the student/client’s experience.
  • Information freely given (not via a pre-constructed medium) by the student/client regarding any staff member should be treated as private and confidential and only used to better the student’/client’s learner experience.
  • All records must be held in a secure environment, safeguarded against loss, damage or unauthorised access.
  • The RTO will review and update this Privacy Policy to take account new laws and technology, changes to RTO operations and practices and to make sure it remains appropriate to the changing RTO environment.
  • Privacy and access procedures will be made clear to all parties at induction (staff and student)Policy statement
  • Line Managers have the authority to access the files of persons under their line of authority.
  • The CEO, appointed auditor or registering body personnel may access the files of all staff employed by Education Institute.
  • Student files may be accessed by Education Institute staff directly involved with student welfare and or student results. Student files may also be accessed by an auditor appointed by ASQA, The Higher Education and Skills Group, the Market Monitoring Unit and any other registering body for the purpose of reviewing training participation and progress.
  • All individuals have a right to view their own files and may do so upon written request to the appropriate line manger or alternately directly to the compliance manager.
  • Student files may also be accessed by an auditor appointed by the governing body/s, for the purpose of reviewing training participation and progress.
  • Access to a file by a third party other than as above can only be provided with the written consent of the individual.
  • Requests for copies of Educations Institute most recent audit report must be made to the Quality and Compliance Manager of Education Institute. Access to the report may be made through Education Institutes Website.
  • Education Institute must not, without the prior written approval of the Department, disclose (or permit the disclosure of) information regarding this VET Funding Contract (including details of the Funds being provided by the Department in respect of any Eligible Individual) or any Confidential Information of the Department, the Department or the State, except:
  • to the extent required under this VET Funding Contract;
  • to the extent required by Law;
  • to the extent that the information is already in the public domain (other than due to a breach of this VET Funding Contract);
  • to its solicitors, barristers and/or other professional advisors in order to obtain advice in relation to its rights under this VET Funding Contract, the Training Services or the Funds and provided such advisors are under a duty of confidentiality;
  • to the extent necessary for the registration or recording of documents where required; and/or
  • to the extent required in connection with legal proceedings;
  • and then only to the extent strictly necessary for that purpose.

PROCEDURE

  • Line Managers have the authority to access the files of persons under their line of authority.
  • The CEO, appointed auditor or registering body personnel may access the files of all staff employed by Education Institute.
  • Student files may be accessed by Education Institute staff directly involved with student welfare and or student results. Student files may also be accessed by an auditor appointed by ASQA, The Higher Education and Skills Group, the Market Monitoring Unit and any other registering body for the purpose of reviewing training participation and progress.
  • All individuals have a right to view their own files and may do so upon written request to the appropriate line manger or alternately directly to the compliance manager.
  • Student files may also be accessed by an auditor appointed by the governing body/s, for the purpose of reviewing training participation and progress.
  • Access to a file by a third party other than as above can only be provided with the written consent of the individual.
  • Requests for copies of Educations Institute most recent audit report must be made to the Quality and Compliance Manager of Education Institute. Access to the report may be made through Education Institutes Website.
  • Education Institute must not, without the prior written approval of the Department, disclose (or permit the disclosure of) information regarding this VET Funding Contract (including details of the Funds being provided by the Department in respect of any Eligible Individual) or any Confidential Information of the Department, the Department or the State, except:
  • to the extent required under this VET Funding Contract;
  • to the extent required by Law;
  • to the extent that the information is already in the public domain (other than due to a breach of this VET Funding Contract);
  • to its solicitors, barristers and/or other professional advisors in order to obtain advice in relation to its rights under this VET Funding Contract, the Training Services or the Funds and provided such advisors are under a duty of confidentiality;
  • to the extent necessary for the registration or recording of documents where required; and/or
  • to the extent required in connection with legal proceedings;
  • and then only to the extent strictly necessary for that purpose.

ASSOCIATED DOCUMENTS

  • Education Institute Policy/Procedure
  • Code of Conduct
  • Administration and Records Management Policy/Procedure
  • Retention and Disposal Schedule
  • Legislation Policy/Procedure
  • Education Institute Handbook
  • Student Handbook
  • Employer Handbook
  • Legislative acts
  • Information Privacy Act 2000