Privacy Policy
PURPOSE
The purpose of this policy is to ensure that all CCST staff, students and trainees and stakeholders are aware of the legalities and responsibilities attached to the Privacy Act 1988 (update: Privacy Amendment (enhancing Privacy Protection) Act 2012. It also ensures CCST complies with National Vocational Education & Training Regulator Act 2011 and the Standards for Registered Training Organisations (RTOs) 2015 and the consequences of not adhering to the requirements. Child Care Services Training ensures compliance at all times with the Australian Privacy Principals. (See Appendix 21 – Privacy Fact Sheet 17 – Australian Privacy Principals.
This Privacy Policy outlines the personal information handling practices of CCST.
POLICY STATEMENT
Child Care Services Training Australia (CCST) Pty Ltd, its employees, contractors and agents is subject to the Privacy Act 1988 and to the requirements of the Australian Privacy Principles contained in the Privacy Act.
It is the policy of Child Care Services Training to gain written authority from staff, students and trainees and stakeholders for the sharing or dissemination of information directly related to the provision of its services. (See Student enrolment form).
The only exception to the above is where CCST has a requirement by law , by government contract or duty of care to provide evidence such as the requirements of the National Centre for Vocational Education Research (NCVER, the Department of Education, Skills and Employment and state government departments.
You can access the NCVER privacy policy here: Privacy policy
PROTECTING PERSONAL INFORMATION
Implementation of this policy ensures that all stakeholders will have confidence that all personal information provided to Child Care Services Training is solely used by the organisation.
HOW WE COLLECT PERSONAL INFORMATION
At all times CCST will endeavor to only collect the required information for the activity or purpose being undertaken.
This information collected, is done by request to the person, and provided by them directly. For example the following personal information:
Applications to enroll in a qualification or short course
Contact made with CCST to enquire about courses available
Contact made with CCST to make a complaint or appeal
Requests made for document reissue
Applying for positions to work within CCST
Applications for changes to your enrolment
Child Care Services Training is committed to managing and protecting the personal information (such as name, address, date of birth, personal email address, financial billing, employment etc.) that all stakeholders share with us. We collect information by:
Enrolment Forms
WorkReady Forms
Competency Conversations
Unique Student Identifier Portal
Staff payroll details through employee documentation and payroll records held by authorized payroll officer.
All information is stored electronically within the aXcelerate portal and within the protected RTO files. Information can only be accessed by the approved CCST employees. aXcelerate has a privacy policy, which can be accessed here: aXcelerate Privacy Policy
In addition to the above CCST may indirectly collect information when:
Your employer or a government contact provides us within information about you relating to a course or other enquiry
When you contact us via social network services, Instagram or Facebook, the social network provider and its partners may collect and hold your personal data
REASON FOR COLLECTING PERSONAL INFORMATION
Child Care Services Training is required to collect personal Information to run its business effectively. We are required to:
Comply with the Data Provisions Requirements 2012
Maintain administration functions such as financial, record keeping and risk management
Conduct training and assessment
Comply with Legislative and Regulatory requirements (provide information in relation to requirements from the Training Authority and under requirements from the Unique Student Identifying Scheme (USI).
In order to access State Government funding on behalf of students that are eligible. Students are advised due to these contract arrangements CCST discloses information held about students for valid purposes to a range of entities, including, Governments (Commonwealth, State or Local), Australian Apprenticeships Centre’s, Employers, School and Job Network Providers.
THE COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
CCST reflects the latest changes as from 2nd March 2018 under Australian Privacy Principal 5 – notification of the collection of personal information.
Persons using our websites may do so aware that the sites do not collect information of a personal nature from such visits. This does not include filling in ‘a contact us’ form within our website.
Information submitted digitally to our organisation (i.e. electronic data, using an electronic form or application or by sending an email) is collected and used for the nominated purpose only.
Child Care Services Training may also use personal information to manage our relationships with the individual stakeholder.
Child Care Services Training acknowledges that individuals provide personal information to it on a voluntary basis to assist us to administer and provide quality service and outcomes on their behalf.
Child Care Services Training will use contact details to assist in the administration of its services.
Child Care Services Training will not disclose personal information to an external company or third party without prior written permission from the individual. An instance where this may apply is where a student or potential student is referred for placement with an employer.
Personal information will not be sold to anyone and will not be used for promotions independent of Child Care Services Training.
If there is no longer any legitimate purpose for retaining personal information, and within Records Management Legislative compliance, it will be destroyed.
PHOTOGRAPHY PRIVACY
All employees, learners and other contractors will be required to supply written permission for photographs of themselves to be shared. This permission will be stored within their personal files.
All learners are to not collect photographs of children or educators within their placement site. At not time should photographs that identify a person be submitted within an assessment. If for any reason a photograph must be collected, they are required to have written permission from the parent or guardian and this must be submitted alongside the photo and will be stored within aXcelerate.
WEB LINKS
Persons visiting Child Care Services Training’s web site are able to access various other sites by clicking on links that our Organisation embeds within its site. Persons should be aware that other sites may not be subject to the same privacy standards and procedures.
CHANGES TO OUR PRIVACY STATEMENT
This information relates to Child Care Services Training’s current privacy policy and standards. Child Care Services Training may vary its privacy standards from time to time. Child Care Services Training will make public statements of any changes by publishing them on its website, http://www.childcareservicestraining.com.au/ or via written notification to our stakeholders or on Child Care Services Training social networking site. CCST will review the Privacy Policy, as with all policies, a minimum of once annually.
FEEDBACK
If you have any comments regarding Child Care Services Training’s privacy statement and policy please advise us via email at admin@childcareservicestraining.com.au or surface mail to 169 Salisbury Highway, Salisbury SA 5108
PRIVACY POLICY EXPLANATIONS
Child Care Services Training is committed to complying with the National Privacy Principles as set out in the Commonwealth of Australia Privacy Act 1988 and any and all following amendments (Privacy Act 1988).
In compliance with the Privacy Act 1988, the following explanation has been developed detailing how Child Care Services Training will meet the minimum standards for the collection, use and disclosure of personal information.
USE AND DISCLOSURE
Child Care Services Training will only use or disclose information for the primary purpose (original reason for information being collected). Child Care Services Training will not use or disclose information for a secondary purpose (any other purpose than the primary purpose) unless the individual has consented in writing to the use or disclosure.
DATA QUALITY
Child Care Services Training will take all reasonable steps to ensure that Personal Information is accurate, complete and up-to-date at the time of collection and use. CCST requires students to confirm their identify through photographic means to enroll in a nationally recognized training program. We are authorised by Australian Law to only enroll students who have appropriately identified themselves.
DATA SECURITY
Child Care Services Training will take reasonable steps to ensure personal information is safe from misuse, loss, or unauthorised access, alteration or disclosure. Information will be destroyed, or identifiers removed, when it is no longer needed for either the primary or approved secondary purpose or the required retention period set by Commonwealth and State legislation.
Child Care Services Training will take reasonable steps to ensure the security of physical files, computers, networks and communications are maintained at all times. This includes the use of password protection and secure networks.
Should we become aware of reasonable grounds that there has been an eligible data breach that is likely to place individuals at risk of serious, the executive director will notify the individuals at risk and recommend steps to be taken in response to the breach. We will also notify the Office of the Australian Information Commissioner via the online Notifiable Data Breach Statement form.
HOW TO MAKE A COMPLAINT ABOUT A BREACH OF THE AUSTRALIAN PRIVACY PRINCIPALS
We have a formal process for raising complaints or concerns within our organization which is included in the Student Handbook. This includes concerns about a breach of the privacy principals. Alternatively, students may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.
ACCESS AND CORRECTION
Individuals may access their personal information by putting their request in writing and submitting their request to the Administration Officer. Your identity must be verified before information is released.
When requesting access to personal information, individuals will:
Provide a formal written request for access to their personal information
Provide two (2) acceptable proofs of their identity
Advise what format they require the information
Provide data storage, if necessary
Pay any reasonable associated fees (Child Care Services Training may need to charge an administrative fee for access to and copy of personal information)
Allow 15 working days for processing (i.e. 3 weeks)
IDENTIFIERS
Child Care Services Training will not assume, as its own identifier of a person, an identifier that has been assigned by a Government agency or agent or a contracted service provider for a Commonwealth Contract. Note: A person’s name or ABN number is not considered to be an identifier.
TRANS-BORDER DATA FLOW
Child Care Services Training will not transfer personal information to a foreign company or Organisation unless required to do so under relevant legislation and government directives. Notification of such an information transfer will be provided to the individual concerned.
Sensitive and Health Information
Child Care Services Training will not collect information that is of a sensitive nature unless prior permission has been received from the individual and/or it is required under relevant Commonwealth and/or State legislation.
Duration
Child Care Services Training is required by law to retain all records applicable to a person’s learning/training for a period of 30 years (in line with the Standard for NVR Registered Training Organisations 2011 SNR 23.4). These records will then be archived 12 months after completion of the accredited course or qualification.
If Child Care Services Training ceases operation as an RTO either the new owner or ASQA will take charge of those records and maintain them under the same guidelines.
If you have any queries about the privacy and security practices for Child Care Services Training, please contact the Administration Officer via admin@childcareservicestraining.com.au
If you believe that your personal information has not been dealt with in accordance with an information privacy principle you may make a written complaint to Child Care Services Training. Your complaint should be addressed to:
CEO
Child Care Services Training
169 Salisbury Highway,
Salisbury Downs SA 5108
You may also e-mail your complaint to admin@childcareservicestraining.com.au
Please refer to the Child Care Services Training Complaints Policy and Procedure in the Student Handbook or request a copy from the Administration Officer.
Responsibilities
It is the responsibility of the Induction Officer and/or employee supervisors to ensure that all employees are conversant and understanding of the requirements of the Privacy Policy and Privacy Act 1988.
It is the responsibility of staff to ensure that their conduct aligns fully with the Privacy Policy and Privacy Act 1988 at all times and that any breach of the policy or Act is reported immediately to the Executive Director.