Voctrain Pty Ltd t/as Quality Automotive Training (QAT) is committed to our obligations under the Privacy Act including the Australian Privacy Principles (APPs) as outlined in the Privacy Amendment (Enhancing Privacy Protection) Act 2012. QAT recognizes the importance of protecting personal information which it may be required to collect from individuals and organisations associated with its business activities.
Collection and Use of Personal Information
Personal information, including sensitive information, is collected from individuals in order that Quality Automotive Training can carry out its business functions. QAT only collects and stores information that is directly related to it’s business purposes and legal requirements of providing nationally recognised training and assessment. This includes:
- Providing services to clients
- Managing employees and contractors
- Promoting products and services
- Conducting internal business functions and activities
- Requirements of stakeholders
In the course of the above and in order to meet legislated RTO requirements, the type of personal information QAT collects and holds includes personal, contact, employment, educational background, demographics, financial billing details, course progress and results information. Sensitive information QAT is required to hold may include identity details, employee details, HR information, complaint or issue information, disability & other individual needs, indigenous status.
Where possible QAT collects personal information directly from the individual on paper forms or through its online enrolment system. Personal information may also be collected via the Mechanist website, social media, employers and third parties involved in the enrolment process.
QAT also receives solicited and unsolicited information from third party sources in undertaking service delivery activities which may include:-
- State and Commonwealth Governments
- Australian Apprenticeship Centres
- Employers (and their representatives), Job Network Providers, Schools
QAT will take all reasonable steps to ensure that any personal information collected is relevant to the purpose for which it was collected, is up to date and complete.
Discloser of Personal Information
As a Registered Training Organisation, QAT is required to disclose personal, enrolment and course information about students to the Australian Commonwealth and State Government Departments, Agencies and designated authorities including the Australian Skills Quality
Authority (ASQA) and the National Centre for Vocational Education and Research (NCVER). QAT may also be required to provide information to your employer if you are enrolled under the Australian Apprenticeship Scheme, or where you have provided us with permission to share your course information with a third party.
QAT will not disclose an individual’s personal information to another person or organisation unless:-
- The individual concerned has given written consent to the disclosure
- The individual concerned is reasonably likely to have been aware that information of that kind is usually passed on to that person or organisation
- QAT believes it necessary to prevent or lessen a serious and imminent threat to life or health of the individual or another person
- The disclosure is required or authorized by law
Storage, Security, Retention and Destruction of Personal Information
QAT will take all reasonable steps to protect personal information it holds against misuse and loss by:-
- Storing it in secure, password protected systems such as learning management system, student management system, financial management system
- Restricting access to information to only relevant staff and authorised personnel
- Securing all hard copy files in locked cabinets in secure locations
- Destroying information securely after the required retention period
- Ensuring internal IT system has robust internal security to server locations and server system access
- Ensuring virus protection, back-up procedures and ongoing monitoring procedures are in place
As required by law, QAT shall transfer to ASQA all necessary RTO records should QAT cease operations as an RTO.
Accessing and Seeking Correction of Personal Information
QAT confirms all individuals have a right to request access to their personal information held and to request its correction at any time. In order to request access to, or correction of, personal information contact info@mechanist.edu.au or call 1300 304 867.
Where access to personal information is requestee by a third party QAT shall ensure that:-
- Only appropriately authorised parties, for valid purposes, will be provided access to the information
- Where legally possible, the individual to whom the information relates will be contacted to confirm consent (if consent not previously provided).
Complaints and Privacy Concerns
If you have any concerns about QAT’s handling of your personal information please contact the CEO on 1300 304867. The QAT Complaints and Appeals procedure is also available for formal complaints. Refer to www.mechanist.edu.au