Privacy
J & J Wheeler Ent. Pty. Ltd. ATF The Wheeler Family Trust – T/A Loadwise Australia (RTO #88198) is bound by the Terms of the Privacy Act of 1988 and the Australian Privacy Principles (APP) as identified in the Privacy Amendment (Enhancing Privacy Protection) Act 2012 and is committed to respecting the privacy of individuals who receive a service through its programs.
We are also aware of our statutory responsibilities under the Data Provision Requirements 2011 and National VET Data Policy to meet the AVETMISS[1] requirements. This includes ensuring the data is securely retained for 30 years.
Further, we will ensure that all students are informed on enrolment with regard to how their personal information collected by or on behalf of governments may be used. Our Enrolment Forms include a specific, legislated Privacy Notice and Student Declaration.
Purpose of collection
We collect information for the following purposes relating to our business activity:
- AVETMISS annual mandatory reporting
- Issuance of certificates
- The collection and verification of USIs
- Feedback about the services provided
- Provision of information to the regulator -ASQA
- Provision of information to funding bodies
- Marketing support services
- Communication with students and other relevant stake holders
- Staff records.
Type of Information Collected
The following information is collected directly from students or employees through enrolment forms, online contact forms, employment records and contracts.
Personal information that is collected and stored:
- Contact details
- Employment details
- Educational background
- Demographic Information
- Competency completion information
- Tax file number in keeping with the TFN guideline
- Financial billing information. e.g. contact details for accounts payable
Confidential information that may also be collected and stored:
- ID information and evidence
- Employee details such as resumes, qualifications
- Information relating to complaint or appeals
- Disability status
- Any identified individual needs
- Indigenous disclosure
- Background checks (such as National Criminal Checks or Working with Children checks).
Contact information
Anyone wanting more information regarding our privacy processes should contact the Loadwise Australia CEO on (02) 5105 6122 and
Complaints
Any complaint regarding how we handle personal information will follow the Complaints and Appeals Process. This is publicly available on our website and Staff and Student Handbooks.
Records
- Student Records
- Staff Records
- Data Reports
- Pre-enrolment and marketing information
Monitoring
The Administration Manager is responsible for monitoring any privacy issues and reporting immediately to the CEO.
Compliance with legislation is included as part of the risk management process.
Internal audits of information management processes occur annually.
External audits may be conducted as a part of our registration as an RTO or as a compliance requirement of government-funded programs.
Any complaint upheld related to a privacy matter will require a review of the systems we have in place to protect privacy.
The Privacy Management Plan will be reviewed by the Loadwise Australia CEO and the Management Committee/Board annually.
Record Keeping
Loadwise Australia is committed to implementing quality systems of records management that ensure retention, archiving, retrieval and transfer of records meet legislative requirements and the Standards.
We will ensure all documents and electronic records are kept in a safe, secure and confidential manner as required by Privacy Act 1998.
Student Records
- All reasonable steps will be taken to ensure that the personal information collected is accurate, up to date and complete; this includes updating information if advised it is out of date or incorrect.
- Unique Student Identifiers will be collected from all students at enrolment.
- On reasonable request, students can have access to their records.
- Qualifications and Statements of Attainment will be reissued on reasonable request with relevant fee payment providing an USI has been provided by the student.
- Third parties will be given access to student information only on receipt or written consent from the student; this includes employers.
- Access to student records may be provided where required by government bodies or law enforcement agencies. In all other instances students will be informed with who and why their personal information will be shared.
General Record Keeping
- Up-to-date employment records will be kept for all staff
- Qualifications and records of professional development will be maintained for all staff and contracted trainers and assessors
- All Certificates, Statements of Attainment and any duplicates issued will be recorded in the Certificates register.
- Version control is applied to all documents according to the Version Control Policy and will ensure that only the latest versions are issued or reissued.
- If in the event we cease business we will ensure all records are transferred to the relevant agencies
AVETMISS Reporting
In accordance with the Data Provision Requirements 2012, we maintain the capacity to generate AVETMISS compliant data reports annually for NCVER and upon request for ASQA. For this purpose, we utilize the (TOMS) ‘Training Organisation Management System’ which is owned and operated by Ammonite Resources.
