INFORMATION COLLECTION

When you enrol we collect information required under the Standards for RTOs 2015 and associated documentation including AVETMISS Vet Provider Specifications Release 8.0. That information will include, depending on the context:

• identification and contact information, including your name, address, date of birth, gender and citizenship status;
• health information and other sensitive information, including information about your racial and ethnic origin;
• financial information, including your tax file number and credit card details;
• information about your education and other related information if you are a student registered with us, including unique student identifier and course details;
• information about your employment history;
• background checks, including police checks and working with children checks if you apply for employment or other positions that require such checks;
• location information, including IP address and third party sites you access while using our systems; and
• information about how you use our products and services, including information you provide when giving feedback or in response to surveys or competitions.

​​We may collect your personal information in a number of ways, including:

• directly from you or your authorised representatives (for example, when you or your authorised representative provide information to us or our representatives in person or by phone or email, in an application form, in a survey or competition form, when you apply for VET student loans, when you enrol in a course, when you access or submit information through our websites, or when you otherwise transact with us);
• through the use of surveillance cameras on our sites whether physical or digital;
• from third parties such as your employer and our business partners, subcontractors and other service providers we use in connection with your enrolment;
• from publicly available sources of information; and
• from social media sites and applications (for example, Facebook and Twitter) when you contact or otherwise engage with us through those sites and applications.

You are not required to provide the information above. However, we will not accept enrolments without the information and therefore you will not be able to receive tutoring services from us. This is because the information we collect assists us in providing our services and complying with regulatory requirements of the Australian Skills Quality Authority.

We may use your personal information for the purpose for which it was collected or for other purposes directly related to the purpose for which it was collected, or for such other purposes for which you have consented to from time to time, including:

• to ascertain or confirm your identity;
• to assess your eligibility to enrol with us, including any eligibility for funding or other assistance; 
• to assess and process any application for enrolment submitted to us
• to assess any applications for employment with us;
• to conduct appropriate credit and background checks;
• to assess any applications for employment with us;
• to communicate with you and your authorised representatives, including any nominated parent/guardian or homestay provider;
• to process a VET student loan application and submit information to the Australian Government – Department of Education and Training;
• to submit information to other government agencies, regulatory authorities, and other organisations as necessary;
• to facilitate any student / work placements with us, our customers or business partners;
• to provide our products and services to you (including related information);
• to assist you with your enquiries or to investigate any complaints, including any alleged misconduct or illegal activities;
• to improve our service delivery to you, including to improve or develop our products and services, to perform research and analysis and to conduct surveys;
• to administer and manage our business, including the products and services we provide to you and for billing and account purposes; and
• as permitted or required by law, including assisting law enforcement and government agencies and regulatory authorities.

We are required by law (under the National Vocational Education and Training Regulator Act 2011 (Cth) (NVETR Act)) to disclose the personal information we collect about you to the National VET Data Collection kept by the National Centre for Vocational Education Research Ltd (NCVER). NCVER is responsible for collecting, managing, analysing and communicating research and statistics about the Australian VET sector.

We are also authorised by law (under the NVETR Act) to disclose your personal information to the relevant state or territory training authority.

We may share your personal information within Dymocks Training to assist us in providing our products and services to you.

We may also disclose your personal information:

• if you are a school based apprentice/trainee or enrolled in a vocational education and training (TVET) course – to your school, the NSW Board of Studies and Australian Apprenticeship Centres;
• if you are an apprentice/trainee – to your employer (including their associated entities as necessary) and Australian Apprenticeship Centres; 
• if you are enrolled in training paid for or arranged by your employer or another organisation – to your employer (including their associated entities as necessary) or that organisation; 
• if you are enrolled and undertaking training or work experience with another organisation – to that organisation;
• if you are enrolled in a course which is eligible for articulation through a higher education provider – to that higher education provider, including the Universities Admission Centre as necessary; 
• if you are under the age of 18 – to your parent/guardian, unless you have formally advised us not to provide this information;
• to government agencies and regulatory authorities, including law enforcement agencies and the National Centre for Vocational Education Research;
• to our agents, business partners and third party service providers, including other education and training providers that we work with to provide education and training;
• to credit-reporting bodies and debt collection agencies;
• to our insurers and professional advisers, including our accountants, auditors and lawyers;
• to third parties who assist us in managing, marketing or developing our business, including our products and services; and
• as permitted or required by law.

All information held by us is stored on secure cloud servers. Where possible we use servers based in Australia. Where this is not possible, we opt for European data centres as a fallback in order to access the protections of the European General Data Protection Regulation. 

We store the information above whilst you are enrolled with us. 

We conduct half-yearly data reviews where we consider deletion of personal information. We will continue to keep your information in our system where:

• You have been a customer in the last 6 months; or
• You elected to receive marketing communication and have not opted out and have been opening emails in the past 6 months. 

Where you do not satisfy either of these tests we will delete your personal information from our systems.

After we delete personal information the only information we will have regarding you is any NCVER, ASQA, tax invoice or receipt evidencing purchases you make from us. We are required to keep these records for 7 full years after the date of each purchase in accordance with Australian taxation laws.

Your information is stored in a database with information encrypted at rest and in-transit using an AES-128 encryption. Access to the database requires our team to hold a Dymocks Training account, password and receive a one-time passcode (two-factor authentication). The information is stored on servers which have firewalls and other security measures to prevent malicious or unauthorised access. We test these systems annually through third party penetration testing to confirm the systems are effective.

Third parties (that is, non-Dymocks Training people) can only access your information if they have an order pursuant to laws (e.g. Police information requests) or if they have your email, password and mobile number to access your Parent Portal data.

Absolutely. You can make an appointment to come in to view information we hold about you.

We take your privacy seriously. That means that we will not discuss your personal information without first seeking to validate who we are speaking with. To validate your identity we will require you to provide us with:

• Your full name
• Your address
• Details of at least one enrolment you have with us e.g. My child, John Smith, takes Year 7 English at Parramatta Learning Hub on Thursday night

You can see more information about our privacy practices at our Privacy Policy which is accessible at this web address: https://www.dymockstraining.edu.au/privacy-policy/ 

If you have concerns about how your information is being treated you can email privacy@dymocks.education 

Alternatively, you can always raise your concerns with the Office of the Australian Information Commissioner. Details of the OAIC can be found at: www.oaic.gov.au