AUSTSWIM Privacy Policy and Data Protection

1. Purpose

AUSTSWIM Limited (AUSTSWIM) is committed to protecting the privacy of personal information in accordance with:

Privacy Act 1988
Australian Privacy Principles
Student Identifiers Act 2014
Australian Skills Quality Authority (ASQA)
Standards for Registered Training Organisations (RTOs) 2025

This Policy outlines how AUSTSWIM collects, uses, stores, protects, discloses and manages personal and sensitive information. AUSTSWIM is a Registered Training Organisation (RTO) and must comply with national VET regulatory requirements, including AVETMISS data reporting obligations.

2. Scope

This policy applies to:

Students and course participants
Accredited/licensed teachers
Staff and contractors
Board and committee members
Volunteers
Website users
Any individual whose personal information is collected by AUSTSWIM

3. Definitions

Personal Information
Information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Sensitive Information
Includes information relating to an individual’s:

Racial or ethnic origin
Religious beliefs
Health or disability
Criminal record
Union or professional association membership
Biometric or genetic information

Sensitive information is afforded a higher level of protection under law.

Records
Includes all learner and organisational records held in hard copy or electronic form, including enrolment data, assessment evidence, certification documentation, attendance records, communication records and AVETMISS data.

4. Responsibility

The Chief Executive Officer (CEO) has overall responsibility for ensuring compliance with the Standards for RTOs 2025 and applicable privacy legislation.

All AUSTSWIM personnel are responsible for:

Protecting personal information
Ensuring learners understand why their information is collected
Managing records in accordance with AUSTSWIM’s Records Management and Data Governance procedures

5. Collection of Personal Information

AUSTSWIM collects personal information that is reasonably necessary for:

Enrolment in nationally recognised training
Issuing qualifications and Statements of Attainment
Licensing and accreditation processes
Verification of identity (including Unique Student Identifier – USI)
Compliance with Commonwealth and State reporting obligations
Insurance and risk management purposes
Employment or contractor engagement

Information collected may include:

Full name
Date of birth
Contact details
Gender
USI
Employment details
Education history
Identification documents

Information is generally collected directly from the individual via enrolment forms, online systems, applications, or correspondence. Where lawful and appropriate, information may also be collected from third parties, including employers, training partners, government agencies, or regulatory bodies.

6. Sensitive Information

Sensitive information will only be collected where:

It is reasonably necessary for training delivery, safety, or compliance; and
The individual has provided consent; or
Collection is otherwise required or authorised by law.

AUSTSWIM does not require individuals to provide sensitive information unless it is necessary for lawful training, safety or regulatory purposes.

7. National VET Data Collection and Reporting

As an RTO, AUSTSWIM is required to collect and report certain personal information to the National Centre for Vocational Education Research (NCVER) for AVETMISS reporting.

This may include:

Personal and contact details
Demographic information
Training activity data
USI information

Information disclosed to NCVER may be used by:

Commonwealth and State government departments
Regulators, including ASQA
Researchers
Funding bodies

This reporting is required under national VET legislation and regulatory standards.

8. Use of Personal Information

AUSTSWIM may use personal information to:

Deliver training and assessment services
Issue qualifications and certification
Verify accreditation or licensing status
Communicate with students and stakeholders
Conduct quality assurance and validation activities
Manage complaints and appeals
Conduct research and statistical analysis (de-identified where possible)
Comply with legal and regulatory obligations

Personal information will not be used for purposes unrelated to its original collection without consent, unless authorised by law.

9. Disclosure of Personal Information

AUSTSWIM may disclose personal information to:

Government departments and regulators (including ASQA)
NCVER for AVETMISS reporting
Industry partners for verification purposes
Professional advisers (auditors, legal advisers, insurers)
Enforcement bodies where required by law

Where personal information is disclosed to third parties, AUSTSWIM ensures appropriate contractual or legal safeguards are in place.

10. Direct Marketing

AUSTSWIM may use non-sensitive personal information to inform individuals about courses, events or services.

Individuals may opt out at any time by:

Using the unsubscribe function in communications; or
Contacting AUSTSWIM directly.

Sensitive information will not be used for marketing purposes.

11. Storage and Security

AUSTSWIM takes reasonable steps to protect personal information from:

Misuse
Interference
Loss
Unauthorised access
Modification or disclosure

Security measures include:

Secure electronic systems
Password-protected databases
Controlled staff access
Secure physical storage

Records are retained in accordance with RTO regulatory requirements and legislative retention periods.

12. Access and Correction

Individuals may request access to their personal information held by AUSTSWIM. Requests must be made in writing.

AUSTSWIM will:

Respond within 14 days
Provide access unless lawful grounds exist to refuse
Correct inaccurate, incomplete or outdated information

Learners are encouraged to maintain up-to-date information via the learner portal.

13. Website and Cookies

AUSTSWIM’s website may collect technical information such as:

IP address
Pages visited
Date and time of access

Cookies may be used to enhance user experience. Users may disable cookies in their browser settings. Third-party websites linked from AUSTSWIM’s website are not governed by this Policy.

14. Complaints and Privacy Concerns

Privacy complaints may be submitted via AUSTSWIM’s Complaints and Appeals process.