1. Purpose

Learner Centre Pty Ltd trading as Apex Training Institute (Apex) is committed to protecting the privacy and security of personal information.

This Privacy Policy explains how Apex collects, holds, uses, discloses, protects and provides access to personal information in connection with its education, training, assessment, student support and related business activities.

Apex handles personal information in accordance with applicable privacy and vocational education and training (VET) legislation and regulatory requirements, including:

• the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs);
• the National Vocational Education and Training Regulator Act 2011 (Cth);
• applicable National Vocational Education and Training Regulator Data Provision Requirements;
• the Student Identifiers Act 2014 (Cth);
• the current Compliance Standards and other regulatory requirements applicable to registered training organisations (RTOs); and
• applicable Queensland Government funding and contractual requirements where Apex delivers government-funded or subsidised training.

This Privacy Policy applies to personal information collected by Apex through its website, online enquiry and application forms, enrolment processes, student management and learning systems, communications, work placement activities and other services provided by Apex.

2. Personal Information We Collect

Apex collects personal information that is reasonably necessary for its functions and activities as an RTO and education provider.

Depending on your relationship with Apex, this may include:

• name, date of birth and contact details;
• residential, temporary and postal addresses;
• identification information;
• Unique Student Identifier (USI);
• enrolment and course information;
• education and academic history;
• employment information, where relevant;
• training participation, progress and assessment information;
• qualification and certification information;
• fee and payment information;
• information required to determine eligibility for government-funded or subsidised training;
• information required for VET and government reporting;
• work placement information, where applicable;
• information relating to student support requirements; and
• other information reasonably necessary for Apex to meet its legal, regulatory, contractual and operational obligations.

Apex collects personal information by lawful and fair means and only where reasonably necessary for its functions, activities or legal and regulatory obligations.

3. Sensitive Information

Apex may collect sensitive information where it is reasonably necessary for its functions or activities and where collection is permitted by law.

Sensitive information may include information relating to:

• health or disability;
• racial or ethnic origin;
• Aboriginal or Torres Strait Islander status;
• criminal history or relevant clearances;
• learning or support needs; and
• other information classified as sensitive information under applicable privacy legislation.

Where required, Apex will obtain consent before collecting sensitive information unless collection is otherwise required or authorised by law.

4. Why We Collect and Use Personal Information

Apex may collect, hold, use and disclose personal information to:

• process applications and enrolments;
• determine eligibility for training and government funding;
• provide training and assessment services;
• provide student support services;
• monitor participation and course progress;
• arrange, manage and monitor work placement where applicable;
• administer fees and payments;
• issue qualifications, statements of attainment and other certification documentation;
• verify and manage Unique Student Identifiers;
• meet government funding and contractual requirements;
• meet VET data and regulatory reporting requirements;
• respond to enquiries, complaints, appeals and requests;
• undertake quality assurance and continuous improvement activities; and
• meet legal, regulatory and RTO registration obligations.

5. If Required Personal Information Is Not Provided

Some personal information is required for Apex to process an enrolment, determine eligibility for government funding, provide training and assessment services, meet VET reporting requirements, verify a USI or issue certification documentation.

If required personal information is not provided, Apex may be unable to:

• process or complete an enrolment;
• determine eligibility for government funding or subsidies;
• provide particular training, assessment or student support services;
• meet government reporting or regulatory obligations; or
• issue applicable certification documentation.

6. VET Student Information and Reporting

As a registered training organisation, Apex is required to collect and report certain information about students undertaking nationally recognised training.

Where required or authorised, personal information may be disclosed to:

• the National Centre for Vocational Education Research (NCVER);
• the Australian Government Department of Employment and Workplace Relations (DEWR);
• relevant Commonwealth, State and Territory government authorities;
• VET regulators;
• authorised VET data system operators; and
• other authorised bodies involved in VET administration, regulation, monitoring, research or reporting.

Students undertaking nationally recognised training with Apex are provided with a separate VET Privacy Notice as part of the application or enrolment process.

The VET Privacy Notice provides more detailed information about how VET student information may be collected, used and disclosed by Apex, NCVER, DEWR and relevant government authorities.

The VET Privacy Notice is provided in addition to this Privacy Policy.

7. Queensland Government Funded Training and DTET

Where a student undertakes training funded or subsidised by the Queensland Government, Apex may be required to collect, use and disclose relevant personal information to the Queensland Department of Trade, Employment and Training (DTET) and other relevant Queensland Government authorities.

Information may be disclosed for purposes including:

• assessing and verifying funding eligibility;
• administration of funded training programs;
• funding claims and payment administration;
• program monitoring and evaluation;
• audit and compliance activities;
• verifying participation, progression and outcomes;
• statistical and research purposes; and
• meeting contractual and regulatory requirements relating to government-funded training.

Where information is provided to DTET or another Queensland Government authority, that authority will handle the information in accordance with its applicable privacy and legal obligations.

8. Disclosure of Personal Information

Apex will only use or disclose personal information for the purpose for which it was collected, for a related purpose where permitted, with the individual's consent, or where required or authorised by law.

Depending on the circumstances, Apex may disclose personal information to:

• NCVER;
• DEWR;
• DTET;
• relevant Commonwealth, State and Territory government departments and authorities;
• the Australian Skills Quality Authority (ASQA);
• State or Territory training authorities and funding bodies;
• the Student Identifiers Registrar;
• schools, where a secondary school student undertakes VET;
• employers, where training is arranged or funded through an employer;
• work placement providers where necessary to arrange, manage or monitor placement;
• contracted service providers supporting Apex's operations;
• organisations conducting authorised surveys, evaluation or research; and
• other parties where disclosure is required or authorised by law or consented to by the individual.

9. Unique Student Identifier (USI)

Apex collects and handles Unique Student Identifiers and related information in accordance with the Student Identifiers Act 2014 and other applicable requirements.

Apex takes reasonable steps to protect USIs and related records from misuse, interference, loss, unauthorised access, modification or disclosure.

Where Apex collects personal information solely for the purpose of applying for a USI on behalf of an individual, that information will be securely destroyed as soon as practicable after the application has been made or when the information is no longer required for that purpose, unless Apex is required by law to retain it.

10. Data Quality

Apex takes reasonable steps to ensure that personal information it collects, uses and discloses is accurate, up to date, complete and relevant.

Individuals are encouraged to notify Apex if their personal information changes or if they believe information held by Apex is inaccurate or incomplete.

11. Security and Storage of Personal Information

Apex takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Personal information may be stored electronically or in physical records. Apex uses appropriate administrative, physical and technical safeguards having regard to the nature and sensitivity of the information.

Apex retains personal information and student records in accordance with applicable legal, regulatory, contractual and record-retention requirements.

When personal information is no longer required and Apex is not legally required to retain it, Apex will take reasonable steps to securely destroy or de-identify the information.

12. Overseas Disclosure

Apex will manage any disclosure of personal information to recipients outside Australia in accordance with applicable privacy requirements.

Where Apex is likely to disclose personal information to an overseas recipient, Apex will provide information about the likely disclosure and, where required and practicable, the countries in which those recipients are located.

13. Direct Marketing

Apex may use personal information for direct marketing where permitted by law.

Individuals may request not to receive direct marketing communications from Apex at any time by using the unsubscribe function provided in the communication or by contacting Apex.

14. Access to Personal Information

Individuals may request access to personal information Apex holds about them.

Apex may require satisfactory proof of identity before providing access.

Access may be refused or limited where permitted or required by law. Where required, Apex will provide reasons for refusing access and information about available complaint mechanisms.

15. Correction of Personal Information

Individuals may request correction of personal information held by Apex where they believe the information is inaccurate, out of date, incomplete, irrelevant or misleading.

Apex will take reasonable steps to correct personal information where appropriate and in accordance with applicable privacy requirements.

16. Privacy Complaints

Individuals who believe Apex has not handled their personal information appropriately may lodge a privacy complaint with Apex.

Privacy complaints will be managed in accordance with Apex's complaints process and applicable privacy obligations.

Where an individual is not satisfied with Apex's response, they may have the right to raise the matter with the Office of the Australian Information Commissioner (OAIC) or another appropriate regulatory authority.

17. Contact Us

You may contact Apex to:

• ask a question about this Privacy Policy;
• request access to your personal information;
• request correction of your personal information; or
• make a complaint about how your personal information has been handled.

18. Changes to this Privacy Policy

Apex may review and update this Privacy Policy from time to time to reflect changes to legislation, regulatory requirements, government funding arrangements, systems, business practices or the way Apex handles personal information.