Wise Click Privacy Policy
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Overview
Wise Click Training, including all staff, related entities or external contractors, are committed to protecting the privacy of personal information that it collects in order to deliver training and assessment services.
The privacy policy details Wise Click Training’s compliance with the
Privacy Act 1988 (Cwlth) (‘the Act’) and its ten National Privacy Principles (NPPs) which regulate the collection, use, disclosure, management and access to personal information. This does not include employee records.
Wise Click Training may from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to Wise Click Training’s operations and practices and to make sure it remains appropriate to the changing learning environment.
Privacy principles
NPP 1 Collection
In relation to personal information about students and parents, Wise Click Training’s primary purpose of collection is to enable Wise Click Training to provide educational services to the student. This includes satisfying both the needs of the parents (where the applicant is under 18 years of age) and the needs of the student throughout the whole period that the student is enrolled in Wise Click Training.
Wise Click Training will only collect and hold personal information about students that is necessary for the effective administration and delivery of its training services. For example: student names, ages, contact details, educational history, employment details.
Wise Click Training will usually collect such personal information through forms (electronic and paper), staff members, face-to-face meetings and interviews and telephone calls. Occasionally other people, organisations or government departments (for example, Centrelink or the Department of Education, Training and the Arts) may provide personal information about you to us.
Where practical, you will be advised of the purpose for which we are collecting the information.
NPP 2 Use and Disclosure of Personal Information
The purposes for which Wise Click Training uses the personal information of students and parents include:
a) to keep parents informed about matters relating to their child’s academic progress (where the student is under the age of 18), through correspondence, newsletters and magazines;
b) day-to-day administration;
c) looking after the student’s educational, social and medical wellbeing;
d) seeking donations and marketing for Wise Click Training; and
e) to comply with the Institute’s legal obligations and allow Wise Click Training to discharge its duty of care.
In some cases where Wise Click Training requests personal information about a student or parent, if the information requested is not obtained, Wise Click Training may not be able to enrol or continue the enrolment of the student. Except where it is required by law, Wise Click Training will only disclose personal information about a student where the student gives permission.
Wise Click Training may disclose personal information, including sensitive information, held about an individual to:
a) Another educational institution;
b) Government departments;
c) Medical practitioners;
d) People providing services to Wise Click Training, including specialist visiting facilitators or assessors
e) Recipients of the Wise Click Trainings’ publications like newsletters and magazines
f) Parents, where the student is aged less than 18 years; and
g) Anyone you authorise Wise Click Training to disclose information to.
NPP 3 Data Quality
Wise Click Training strives to ensure all information it holds, including personal information about students, is accurate, complete and current, whenever it is collected, retrieved or disclosed. Students are asked to advise of any changes as they occur, to assist Wise Click Training with this objective.
Also, whenever students are asked to complete Wise Click Training forms (e.g. appeals against assessment outcomes), they will need to complete fields for primary information such as names, addresses and contact details. When the completed form is processed by Wise Click Training, the information it currently holds about the student will be checked against the information provided on the firm. Wise Click Training will modify its records to the extent of any inconsistency.
Please advise the Administration Officer regarding changes to your personal details. This will ensure that Wise Click Training records accurately reflect your current details when forwarding notifications or results. It is the student’s responsibility to ensure that changes to personal details are communicated to Wise Click Training.
NPP 4 Data Security
Student’s personal information is held securely in the Administration Office and appropriate procedures are in place to protect all information from misuse, loss, unauthorized access, modification or disclosure.
The following controls have been implemented to achieve this
- Physical access controls. All hard-copy records will be stored in a locked records room on-site at Wise Click Training premises. The Director Wise Click Training, will have possession of the key to the records room.
- Access to electronic records. Access to electronic records will be restricted to Wise Click Training staff.
- Backup. Wise Click Training backs up from the server each evening onto a verified back up tape – this is kept off site.
Only necessary and relevant information will be retained by Wise Click Training. Student results will retained by the Bookkeepers Institute of Australia and archived for at least 30 years to enable the reissue of a qualification or statement. Information will be destroyed securely once it is no longer needed.
NPP 5 Openness
Wise Click Training seeks to ensure all staff and students are aware of this Privacy Policy and how it affects the day-to-day operations of Wise Click Training. This policy will be reviewed from time to time, and Wise Click Training reserves the right to change it at any time. In the event of any modifications, staff and students will be notified via email and an updated version will be posted on the Wise Click Training website.
NPP 6 Access & Correction
Students may access any information that Wise Click Training holds about them by contacting the Director in the first instance. This right is subject to any exceptions listed elsewhere in this Privacy Policy. A reasonable fee to cover administration expenses may apply to requests to access personal records. This fee will depend on the access required and will be dealt with on a case by case basis. If a fee applies, the student will be notified of any such fee when they contact the Director.
If at any time a student notifies Wise Click Training that information held about them is not complete, current and accurate, Wise Click Training will promptly investigate the information held.
NPP 7 Identifiers
Personal identifiers assigned by a government department (e.g. Tax file number from the ATO or a Medicare number) will not be used as an identifier Wise Click Training’s records. Wise Click Training is required by legislation to ask the student for government department identifiers, that identifier will only be stored and used in compliance with the legislation. It will not be used as a general means of identifying students.
NPP 8 Anonymity
As a matter of administrative necessity, Wise Click Training requires students to identify themselves to it, in order to deliver training and assessment.
NPP 9 Transborder (Overseas) Information Flows
Overseas information flows do not generally apply to Wise Click Training’s business operations. However, in the event that Wise Click Training must disclose a students’ personal information to a foreign person or organisation, the following principles will be followed.
- The disclosure will only be made if Wise Click Training reasonably believes that the foreign country has substantially similar privacy obligations to Australia’s Privacy Act 1988 (Cwlth); or
- The student consents to Wise Click Training disclosing their personal information to the foreign person or organisation; or
- It was not practical for Wise Click Training to obtain the student’s consent to the disclosure but the disclosure was for their benefit, and they were likely to have given consent; or
- Wise Click Training has taken reasonable steps to ensure that the foreign person or organisation will comply with the NPPs in holding, using or disclosing the student’s information.
NPP 10 Sensitive Personal Information
It is not anticipated that Wise Click Training would need to collect sensitive information (eg. information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, and health information about an individual) in its ordinary course of business. In the event that Wise Click Training must collect such information, it will obtain the students consent to gather this information.
Who might the Institute disclose personal information to?
Wise Click Training may disclose personal information, including sensitive information, held about an individual to:
- another educational institution;
- government departments;
- medical practitioners;
- people providing services to the Institute, including specialist visiting lecturers;
- recipients of the Institute’s publications, like newsletters and magazines
- parents; and
- anyone you authorise Wise Click Training to disclose information to, on a Form 24 - Consent to disclose student information to third parties
- marketing material, where authorised by a “Consent to use personal information in marketing” form
Management and security of personal information
Wise Click Training’s staff are required to respect the confidentiality of students’ and parents’ personal information and the privacy of individuals Wise Click Training protects all personal information held about students from misuse, loss, unauthorised access, modification or disclosure by locking paper records in the administration area and restricting access to computer records via a password.
Updating personal information
Wise Click Training endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information by advising their facilitator about the changes. Please refer to NPP 6 Access & Correction above and found in the student handbook.