Australian Institute of Learning (RTO 32309)

Who we are
Australian Institute of Learning. RTO 32309.
We follow the Privacy Act 1988 and the Australian Privacy Principles. We also comply with the Information Privacy Act 2009 (Qld), the National Vocational Education and Training Regulator Act 2011, the Data Provision Requirements 2012, the National VET Data Policy, and the Student Identifiers Act 2014.

Contact
info@aiol.net.au

1. What we collect

We collect the information we need to enrol you, deliver training, assess competence, support you, and meet our legal duties. This may include:

• Name, date of birth, address, email, phone, next of kin

• Demographic and eligibility data required for VET reporting

• Education and employment history

• Training progress, assessments, attendance and participation

• Unique Student Identifier

• Payment and billing information processed by our payment providers

• Copies of identity documents where required for licensing or funding rules

• Health or disability information that you choose to disclose for reasonable adjustments

• Audio or video recordings of sessions where we have told you we record

• Website and system logs needed for secure delivery

If you do not provide required information we may not be able to enrol you or provide services.

2. How we collect it

• Directly from you by enrolment forms, website forms, email, phone, Zoom, and in person

• From your school, employer, Workforce Australia provider, or your agent where relevant and permitted

• Through our student management and learning systems

• Through third party platforms we use to deliver and administer training

3. Why we use it

We use your personal information to:

• Process and manage enrolment in a VET course

• Deliver and assess training and issue qualifications and Statements of Attainment

• Meet RTO reporting, audit, and quality assurance requirements

• Provide student support, system access, and administration

• Run required surveys and research about VET outcomes

• Communicate about your enrolment, progress, and support

• Send marketing updates only with your consent. You can unsubscribe at any time

Our legal bases include compliance with law, our agreement with you, and our functions as an RTO. Where we rely on consent you can withdraw it.

4. Accessibility and reasonable adjustments

We comply with the Disability Discrimination Act 1992.

• You are encouraged to disclose any disability, impairment, or medical condition at enrolment. We keep this confidential.

• Disclosure does not stop enrolment. It helps us plan reasonable adjustments without changing core academic requirements.

• We may ask for medical evidence so we can allow flexibility in training or assessment.

• If your support needs are beyond our capacity we will consult with you. Options may include a support plan, transfer, withdrawal, or referral to external services.

• If relevant information is not disclosed and it later prevents us from providing support or meeting compliance duties we may review the enrolment.

• We act reasonably and seek to avoid disadvantage. We will meet the Standards for RTOs and Australian law.

5. Mandatory VET disclosures

Under VET law we must disclose certain information to:

• National Centre for Vocational Education Research for the National VET Data Collection

• State or Territory Training Authorities

• The Australian Government department responsible for VET

NCVER may use and disclose information for authenticated VET transcripts, VET administration, statistics and research including surveys and data linkage, policy and workforce planning, and consumer information. NCVER may disclose to Commonwealth, State, or Territory bodies and VET regulators for these purposes, and to contracted researchers. NCVER does not intend to disclose to overseas recipients. See the NCVER Privacy Policy and the Government VET Privacy Notice for details.

You may receive a student survey from government or NCVER or their agents. You can opt out when contacted.

6. USI privacy

If we apply for a USI on your behalf you consent to the Student Identifiers Registrar collecting, using, and disclosing your information as authorised by the Student Identifiers Act 2014. This includes disclosure to government bodies, regulators, RTOs, schools, NCVER, researchers, and service providers for USI administration, transcripts, audits, and funding eligibility.

7. Other disclosures

We may disclose personal information on a need to know basis and where lawful to:

• Your school for VET in schools, your employer for employer funded training, or Workforce Australia providers

• Our auditors, ASQA, and funding authorities

• Service providers under contract who help us deliver services. These include HubSpot, Google Workspace, Zoom, Catapult Learning Management System, aXcelerate Student Management System or similar platforms, Square, survey tools, email services, and website hosting

• Law enforcement or courts when required by law

We do not sell your personal information. We do not share your details with third parties for their own marketing without your consent.

8. Storage, security, and retention

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access or disclosure. Measures include HTTPS, multi-factor authentication, role-based staff access, staff training, vendor due-diligence, audit logs, and secure destruction or de-identification after the retention period.

We use trusted providers to deliver services, including Google Workspace for Education, HubSpot (CRM hosted in Australia), Zoom and Zoom Transcription, Catapult LMS, aXcelerate SMS, Square, email and survey tools, and secure web hosting. Square processes payments and prevents us from seeing full credit-card numbers.

Some providers may store data in Australia or overseas. When we disclose personal information to an overseas recipient, we take reasonable steps so the recipient protects it in a way that is comparable to the Australian Privacy Principles.

We keep records of AQF certification we issue for 30 years, as required for RTOs.

9. Recordings, photos, and media

We record most training and support sessions to improve quality, provide replays to enrolled students, and meet compliance obligations. We will notify you when a session is recorded.

• Zoom recordings. All Zoom sessions are recorded. Recordings may include video, audio, chat messages, names, and images if you participate.

• Audio recordings. Trainers may also make audio recordings of class sessions at their discretion. This supports follow-up on student conversations, quality monitoring, and improvement of training. For minors, recording is considered best practice to support transparency. These recordings may be shared only with relevant stakeholders directly involved in the training program (e.g., the College, the student, parent/guardian, or school where applicable).

• Legal basis in Queensland. Under the Invasion of Privacy Act 1971 (Qld), a person who is a party to a private conversation may lawfully record it. However, sharing or publishing a private recording without consent is restricted. The College may use or disclose recordings only where legally permitted, such as for compliance, dispute resolution, legal proceedings, or regulatory requirements.

• Use and access. All recordings are stored securely in the cloud. They are not published publicly. Where recordings are shared with students, access is limited to enrolled students only (for example, via secure links). If recordings are hosted on YouTube, they are uploaded as private or unlisted files and only accessible to students.

• Your options. Where feasible, you may ask to attend with your camera off or use a display name that does not identify you.

• Marketing media. We may use photos, videos, or testimonials of students for promotion in print or online. We will never publish a student’s full name, residential address, or other personal contact details in any public material.

(QLD Invasion of Privacy Act 1971 ss 43–45.)

10. Next of kin

If there is an emergency and we cannot contact you we may contact your next of kin.

11. Marketing communications

We may send service updates and important notices. We send marketing updates only with your consent. You can unsubscribe at any time.

12. Access and correction

You can request access to or correction of your personal information at any time. Email info@aiol.net.au. We will respond within a reasonable time.

13. Complaints

If you have a privacy concern contact info@aiol.net.au. We will investigate and respond. If you are not satisfied you can contact the Office of the Australian Information Commissioner.

14. Changes to this policy

We may update this policy. The current version will be available on our website. Prior versions are available on request.

15. Legal notices and non privacy content

Refund terms, ATAR information, liability statements, and intellectual property rules sit in the Student Handbook and the Enrolment Agreement. This Privacy Policy covers privacy only. We link to those documents for non privacy terms.

Collection Notice for Enrolment Forms

Why we collect your information
To process your enrolment, deliver and assess training, issue qualifications, support you as a student, and meet our legal reporting duties.

What we collect
Identity and contact details, demographic and eligibility data, education and employment history, USI, training and assessment records, payment information, health or disability information where disclosed for reasonable adjustments, and ID for licensing where required.

How we use it
Enrolment and administration, delivery and assessment, support, issuing results, compliance and audits, required surveys and research, and service communications. Marketing updates only with consent.

Who we share with
NCVER, State or Territory Training Authorities, and the Australian Government department responsible for VET as required by law. We may also share with your school, employer, or Workforce Australia provider where relevant, our auditors and regulators, and contracted service providers who must protect your information. We do not sell your information.

Security and retention
We use secure systems and reasonable safeguards. Records are kept for the time required by law then destroyed or de identified.

Disability and reasonable adjustments
You are encouraged to disclose any disability or condition so we can assess reasonable adjustments. Medical evidence may be requested. If needs exceed our capacity we will consult with you on options.

USI
If we apply for your USI you consent to collection, use, and disclosure by the Student Identifiers Registrar as authorised by law.

Access, correction, and complaints
To access or correct your information or to make a privacy complaint email info@aiol.net.au. If not satisfied you can contact the Office of the Australian Information Commissioner.

Declarations on the form
By submitting the form you confirm your details are true and correct. You will notify us within 7 days of any change.
You confirm you completed the LLN test without assistance or AI tools.
You confirm you have the digital literacy skills required or you will contact us to arrange a basic assessment and support plan.
If the student is under 18 a parent or guardian must also consent.