Privacy and confidentiality policy 02-1006
An individual’s right to keep their personal information private is a priority to everyone at Melbourne City Institute of Education. We are committed to protecting and maintaining the privacy, accuracy and security of each individual’s personal information and records.
We may require the collection of an individual’s personal information to enable us to provide our products and services or for the purposes of training or employment. We take our obligations under the Privacy Act seriously, and as such, will take all reasonable steps to comply with the Act and protect the privacy or personal information that we hold.
This Policy supports our commitment to the protection and non-disclosure of personal and sensitive information of our students, domestic and international, and provides staff with a better understanding of the type of personal information that MCIE holds on these individuals.
It is the responsibility of all MCIE staff and management to ensure that the personal information of individuals undertaking studies or who are employed by MCIE, to implement this policy and associated procedures.
Site Refers to materials and services delivered on or through the MCIE website (including its associated blogs and applications) located at the domain name www.mcie.edu.au and www.earnandlearn.com.au.
You, your and individual Refers to students and prospective students (where appropriate) engaging with MCIE’s services or using the materials and services as provided on the Sites.
Ensure this information is read carefully and understood, prior to engaging in any of our services. Affiliate Site/Platform refers to a third-party platform, affiliated with Melbourne City Institute of Education, where you may enter your information. Our Affiliate Sites include the LIVECHAT System & VETenrol [VETtrack].
Why we collect your personal information
As a registered training organisation (RTO), we collect your personal information so we can process and manage your enrolment in a vocational education and training (VET) course with us.
How we use your personal information
We use your personal information to enable us to deliver VET courses to you, and otherwise, as needed, to comply with our obligations as an RTO.
How we disclose your personal information
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). The 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.
How the NCVER and other bodies handle your personal information
The NCVER will collect, hold, use and disclose your personal information in accordance with the law, including the Privacy Act 1988 (Cth) (Privacy Act) and the NVETR Act. Your personal information may be used and disclosed by NCVER for purposes that include populating authenticated VET transcripts; administration of VET; facilitation of statistics and research relating to education, including surveys and data linkage; and understanding the VET market.
The NCVER is authorised to disclose information to the Australian Government Department of Education, Skills and Employment (DESE), Commonwealth authorities, State and Territory authorities (other than registered training organisations) that deal with matters relating to VET and VET regulators for the purposes of those bodies, including to enable:
- administration of VET, including program administration, regulation, monitoring and evaluation
- facilitation of statistics and research relating to education, including surveys and data linkage
- understanding how the VET market operates, for policy, workforce planning and consumer information.
The NCVER may also disclose personal information to persons engaged by NCVER to conduct research on NCVER’s behalf.
The NCVER does not intend to disclose your personal information to any overseas recipients.
If you would like to seek access to or correct your information, in the first instance, please contact MCIE using the contact details listed in the section Contact information below.
DESE is authorised by law, including the Privacy Act and the NVETR Act, to collect, use and disclose your personal information to fulfil specified functions and activities. For more information about how the DESE will handle your personal information, please refer to the DESE VET Privacy Notice at https://www.dese.gov.au/national-vet-data/vet-privacy-notice.
You may receive a student survey which may be run by a government department or an NCVER employee, agent, third-party contractor or another authorised agency. Please note you may opt out of the survey at the time of being contacted.
At any time, you may contact MCIE via the online student request form to:
- request access to your personal information
- correct your personal information
- make a complaint about how your personal information has been handled
- ask a question about this Privacy Notice
The Privacy Act 1988 is an Act that regulates the transparent handling of personal information about individuals. This includes the collection, use, storage and disclosure of personal information to other individuals, Government entities or other organisations either by law or for other purposes. The Privacy Act includes 13 Privacy Principles that apply to the handling and use of personal and sensitive information.
In order for us to ensure that individuals have provided us with their content for the use of their personal information to be disclosed to certain third parties, we will advise students upon enrolment and staff upon employment about this policy and clearly outline where it is located.
Use of personal and sensitive information
Personal information about students studying with and employees of MCIE may be shared with the Commonwealth and State Government agencies and designated authorities (The Australian Skills Quality Authority, The National Centre for Vocational Education Research (NCVER) and the Department of Education and Training), the Independent Tertiary Education Council Australia (ITECA) as the ESOS Assurance Fund Manager of the Tuition Assurance Schemes of which the institute is a member.
Collection of personal and sensitive information
Information that we collect is compliant with the requirements of the Standards for Registered Training Organisations, the National VET Regulator Act 2011, Data Provision Requirements 2020 and the requirements for Total VET Activity Reporting as approved by the Department of Education, Skills and Employment.
The personal and sensitive information, which we collect may include, without limitation:
- The individual’s name
- Date of Birth
- Academic history
- Postal address
- Telephone number
- Credit card details
- Payment details
- Reasons for study
- Tax File Number
- Health information
- Language and literacy
- Memberships and any Associations
- Other Legal requirements
Generally, we collect this information directly from the individual. Though there is no obligation for an individual to provide information, if we are not provided all required details, we may not be able to provide the individual with the services as intended and agreed.
Any of the information we collect from individuals may be used in one of the following ways:
- To personalise their experience
- To provide our services to them, to communicate with them about their use of our services and for other customer service purposes
- To improve our site and affiliate sites
- To improve customer service
- To process transactions
- To send periodic emails
- To provide information that the individual has agreed to receive from us in response to their opt-in request.
In the event of a judicial proceeding, court order, legal process or at the request of any law enforcement agency, we may need to disclose the individual’s personal and sensitive information as required, should their identity be involved in a breach or suspected breach of any Australian law.
Upon the individual’s agreement, they may receive emails that may include company news, updates, related products or service information or information about events that they may be interested in. If, at any time they would like to unsubscribe from receiving future emails, they may do so via the clear unsubscribe link on the communication from us or they may contact us and we will do it for them.
By choosing to stop receiving all communications from MCIE or through our system, the individual will no longer receive any emails. We do not recommend that they do this unless they plan to no longer use our services. Even after they opt-out of all communications, we will retain their information in accordance with this Policy, however, we will no longer use it to contact them.
These Departments may disclose information to the Australian Taxation Office in the carrying out of respective functions.
How we collect information
Personal and sensitive information is generally collected through the completion of the MCIE enrolment process, the staff onboarding process, the student request, feedback or complaint procedure, through the completion of an application for recognition of prior learning, or via our sites.
How is data stored and security information
We take all reasonable steps to protect the security of the personal and sensitive information that we hold. This includes reasonable measures to protect electronic materials and materials generated and stored.
If personal and sensitive information held by MCIE is no longer required, and we are not required by law to retain it, then we will destroy such personal information.
While we take all due care in ensuring the privacy and security of an individual’s personal and sensitive information, the possibility exists that this information could be unlawfully intercepted while in transit over the internet or while stored on our systems or on our website. We disclaim all liability to individuals to the greatest extent pursuant to law should this occur.
Access and amendments
To ensure we have the correct information at all times, it is the student’s responsibility to contact us to inform us of any changes to their personal and sensitive information. Upon request, any personal and sensitive information will be made available to a student and any changes can be made. There are no fees associated with accessing or changing a student’s personal information. To access their own personal and sensitive information or to make a change, students should submit an online student request form on MCIE’s website.
Disclosure of personal and sensitive information
Personal and sensitive information about students (including international students) studying with MCIE may be shared with the Australian Government and designated authorities, including the ESOS Assurance Fund Manager and the Independent Tertiary Education Council Australia (ITECA) as the Manager of the Tuition Assurance Schemes of the Institute as a member.
Personal information may be disclosed to the Australian Skills Quality Authority (ASQA), the Department of Education and Training (DET) and the National Centre for Vocational Education and Research (NCVER) when carrying out their regulatory and statistical functions in the VET sector.
In accordance with Australian Privacy Principles, MCIE will not disclose a candidate’s or a student’s personal and sensitive information to another person or organisation unless:
- they have given written consent to the disclosure;
- we believe that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or of another person;
- the disclosure is required or authorised by or under law; or
- the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue.
Disclosure of information overseas
In accordance with Australian Privacy Principle 8, before MCIE discloses any personal or sensitive information about a student, we will ensure the recipient is subject to a law that is considerably similar to the way in which the Australian Privacy Principles protect the information. Or, we will ensure the receiving party acts in accordance with the Australian Privacy Principles.
Our commitment to your privacy
All MCIE staff are committed to their obligations under the Australian Privacy Principles.
The Australian Privacy Principles are:
- Australian Privacy Principle 1—open and transparent management of personal information
- Australian Privacy Principle 2—anonymity and pseudonymity
- Australian Privacy Principle 3—collection of solicited personal information
- Australian Privacy Principle 4—dealing with unsolicited personal information
- Australian Privacy Principle 5—notification of the collection of personal information
- Australian Privacy Principle 6—use or disclosure of personal information
- Australian Privacy Principle 7—direct marketing
- Australian Privacy Principle 8—crossborder disclosure of personal information
- Australian Privacy Principle 9—adoption, use or disclosure of government related identifiers
- Australian Privacy Principle 10—quality of personal information
- Australian Privacy Principle 11—security of personal information
- Australian Privacy Principle 12—access to personal information
- Australian Privacy Principle 13—correction of personal information
Changes to this policy
We may change this Policy from time to time, so be sure to check back periodically. If we make any changes to this Policy that considerably affects our practices with regard to the personal and sensitive information we have previously collected from individuals, we will endeavour to notify them in advance of such change, by highlighting the change on our sites.
Contact and complaints
If a candidate or student has any concerns regarding the privacy of their personal information, then they may lodge a complaint to the Managing Director via the Student Requests, Feedback, Appeals & Complaints page on our website. A member of staff should email their issue to firstname.lastname@example.org.