Privacy Policy
How we collect, use, store and disclose your personal information — and the rights you have over it.
1. About this policy
Dalby Training Centre ("we", "us", "our") is a registered training organisation (RTO 46100) delivering nationally recognised training. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and by the privacy obligations that apply to us as an RTO under the National Vocational Education and Training Regulator Act and the Standards for RTOs.
This policy explains what personal information we collect, why we collect it, who we share it with, and how you can access or correct it. It applies to our website, our enrolment and enquiry forms, and the training and assessment services we deliver.
2. The information we collect
The information we collect depends on how you deal with us.
General enquiries
If you contact us through the website, by phone or by email, we collect your name, email address, phone number, the organisation you represent (if any) and whatever you tell us in your message.
Student enrolment
To enrol you in an accredited course we are required to collect a broader set of information, including:
- Your name, date of birth, gender and contact details
- Your residential and postal address
- Your Unique Student Identifier (USI), or your exemption from holding one
- Your country of birth, main language spoken at home, English proficiency and Indigenous status
- Your schooling, prior qualifications, employment status and reason for study
- Emergency contact details
- Assessment evidence, results, attendance and the certificates or statements of attainment we issue you
Much of this is required by law rather than chosen by us — it forms the AVETMISS data set that every RTO in Australia must collect and report.
Sensitive and health information
Some courses require us to ask about matters the Privacy Act treats as sensitive information — disability, medical conditions, allergies, medications, and any support or adjustment you need to participate safely. We collect this only where it is reasonably necessary for your safety during training and assessment, or to make reasonable adjustments for you, and we ask for your consent when we do. You may decline, but in some cases that may mean we cannot safely deliver a practical course to you.
3. How we collect it
We collect personal information directly from you wherever possible — through enrolment and enquiry forms, over the phone, by email, and in person during training. We may also receive information about you from an employer or funding body that is enrolling you, from a third party arranging training on your behalf, or from the USI Registry when we verify your USI.
Our online enrolment is delivered through our student management system provider, RTO Data Cloud. Information you enter into an enrolment form is transmitted to that system.
4. Why we collect it and how we use it
- To process your enrolment, deliver training and conduct assessment
- To verify your identity and your USI
- To issue and reissue certificates and statements of attainment
- To meet our reporting obligations to government (see section 5)
- To manage payments, invoicing and refunds
- To respond to your enquiries and provide customer support
- To maintain the safety of participants during practical training
- To improve our courses, services and website
- To contact you about training that may be relevant to you, where you have not opted out
5. Government reporting and your USI
As an RTO we are legally required to disclose student information to government. Specifically:
- NCVER — we must submit your AVETMISS student and enrolment data to the National Centre for Vocational Education and Research. NCVER may use it for statistical and research purposes, and may contact you to take part in student surveys. NCVER's own privacy policy governs what it does with that data.
- Unique Student Identifier Registrar — we must verify and report against your USI. Your training records are held in your USI transcript, which you control access to.
- ASQA and other regulators, auditors and state training authorities — we must make student records available for audit and regulatory purposes.
- Funding bodies — where your training is government-funded or employer-funded, we report your participation and outcomes to the body paying for it.
These disclosures are required by law. We cannot enrol you in accredited training without them.
6. Who else we share information with
Beyond the government reporting above, we may disclose your information to:
- Your employer, where they arranged and paid for your training — typically attendance and completion outcomes
- Our trainers and assessors, including contracted trainers, to the extent needed to deliver your course
- Service providers who operate systems on our behalf — our student management system, email delivery, website hosting and payment processing
- Emergency services or medical personnel, if you require assistance during training
- Anyone else you have consented to, or where disclosure is required or authorised by law
We do not sell your personal information, and we do not disclose it for another organisation's marketing.
7. Overseas disclosure
Some of the service providers we use — for example email delivery and analytics — store or process data on servers located outside Australia. Where that happens we take reasonable steps to ensure the provider handles your information consistently with the Australian Privacy Principles.
8. Storing and securing your information
We hold personal information in electronic systems and, where relevant, in paper records. We take reasonable steps to protect it from misuse, interference, loss, unauthorised access, modification and disclosure — including access controls, encrypted transmission of data submitted through this website, and restricting access to staff who need it to do their job.
No method of transmission or storage is completely secure. If we become aware of a data breach likely to result in serious harm, we will respond in line with the Notifiable Data Breaches scheme, which includes notifying you and the Office of the Australian Information Commissioner.
9. How long we keep it
We are required to retain records of the AQF certification we issue, and the records needed to reissue them, for 30 years. Other student records are kept for the periods required by our regulator and by the funding agreements that apply. Enquiry records are kept only as long as we need them for the purpose they were collected, after which they are deleted or de-identified.
10. Accessing and correcting your information
You can ask us for a copy of the personal information we hold about you, and ask us to correct anything that is inaccurate, out of date or incomplete. Contact us using the details in section 14. We will ask you to verify your identity before we release anything.
We will respond within a reasonable period. In limited circumstances we may refuse access — for example where giving it would unreasonably affect another person's privacy — and if we do, we will tell you why in writing.
Your training records held against your USI can also be accessed directly through your USI account.
11. Website, cookies and analytics
Our website uses cookies — small files stored by your browser — to keep the site working properly and to understand how it is used. We use Google Analytics, which sets cookies and collects information such as the pages you visit, how long you spend on them, your approximate location and the type of device and browser you use. This information is aggregated and does not identify you personally.
You can block or delete cookies through your browser settings. Some parts of the site may not work correctly if you do.
Our enrolment and payment pages load content from third parties — our student management system and our payment provider. Those providers handle information you submit to them under their own privacy policies.
12. Direct marketing
We may send you information about courses, dates and services that may be relevant to you. Every marketing email includes an unsubscribe link, and you can ask us at any time to stop contacting you for marketing purposes. Opting out of marketing does not stop us sending you information about training you are enrolled in.
13. Complaints
If you believe we have mishandled your personal information or breached the Australian Privacy Principles, contact us first using the details below. We will acknowledge your complaint, investigate it, and respond in writing.
If you are not satisfied with our response, you can take the matter to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.
14. Contact us
For any privacy question, access request or complaint:
Dalby Training Centre
RTO 46100 · ABN 81 606 702 468
MYCNC Centre, Corner of Nicholson & Drayton St, Dalby QLD 4405
Phone: 0418 616 288
Email: info@dalbytrainingcentre.com.au
15. Changes to this policy
We may update this policy from time to time. The current version is always available on this page, and the "last updated" date above tells you when it last changed.