The Civil Contractors Federation SA (CCF SA) is committed to ensuring that personal information provided to us by staff, learners and stakeholders (you) is treated in a manner which protects the privacy of that information and complies with the Australian Privacy Principles (APPs).
The purpose of this document is to provide information on how we collect, use and manage personal information, in line with the Privacy Act 1988 (Cth), the Privacy Amendment (Enhancing Privacy Protection) Act 2012 (Cth) and the VET Quality Framework Standards for Registered Training Organisations (RTOs) 2015.
This document provides information and guidance to CCF SA learners, clients and staff in relation to the fees and refunds for training products offered by CCF SA, and the process to be followed in regard to these fees and refunds.
CCF SA represents the trading names of:
• Civil Train South Australia
• Mining Train
• Civil Train NT
• Civil Train Western Australia
CCF SA collects personal information in order to perform its core functions. CCF SA’s core functions include provision of education, training and employment services. We also collect personal information that is required for meeting government reporting requirements
You have the right of not providing us with personal information and not identifying yourself or using a pseudonym when dealing with us if it is lawful and practicable. For example, you can deal anonymously or by pseudonym when dealing with us if it is lawful and practicable, such as when making a course enquiry. However, if you choose to do so, in some cases we not be able to provide you with our services. For example, you must identify yourself when enrolling in our courses or enquiring on your subsidy eligibility.
The kind of personal information we collect, or hold, depends on the purpose for which it is being collected. We might collect personal information such as your name, date of birth, current and previous addresses, telephone or mobile phone number, email address, gender, occupation, identification details (e.g. unique student identifier), company details, proof of identity details, licence details, education and training history, billing information, information about services and products you supply, employment details and history, payment details, emergency contact details and business details.
Sensitive information is a type of personal information. It includes information about an individuals racial or ethnic origin, health information, political opinions, membership of a political associations, professional or trade association or trade union, religious beliefs or affirmations, philosophical beliefs, sexual orientation or practices, criminal record, genetic information, biometric information that Is to be used for certain purposes and biometric templates.
CCF SA only collects sensitive information where it is reasonably necessary for our activities and either:
Sensitive information we collect might include information about your ethnic/racial origin (for example, indigenous status, language spoken at home, country of birth), health status (for example disability and long term impairment status, dietary requirements, health and work injury information), tax file number, membership number and criminal records.
We do our best to collect personal information directly from you. We collect personal information in different ways including by email, fax, over the phone, hard copy form (e.g. enrolment and registration form), through our website, through written correspondence. Where information is collected on the enrolment or registration form or over the phone, the form or our staff refers to this policy.
We might collect information form third parties including employers, municipal councils, Centrelink, Job Services Australia providers, Australian Apprenticeship Support Network, Traineeship and Apprenticeship Services, other Government agencies, direct marketing database providers, public sources and, if the case arises, from a parent or guardian for those learners under the age of 18. We will not collect any additional information other than for the purpose of ensuring we can deliver our services to you and information will only be collected in a fair and lawful manner.
If we collect information form third parties and the individual is not aware of the collection, we inform the individual that the information has been collected form the third party.
Quality, security and retention
CCF SA takes all reasonable steps to ensure that the personal information we collect is accurate, up to date and complete. We encourage you to advise us on any change to your personal information.
We hold personal information both in electronic and paper format. Paper files are archived in boxes and stored on-site. We have security access to our premises and control and protection measures regarding our electronic databases, such as usernames and passwords and two factor authentication for remote access. This is to ensure that the information is disclosed only to the intended person.
We retain personal information for as long as we are required to do so to conduct business and activities in line with the relevant legislation. Civil train is required by law to retain records of learners’ qualifications and statements of attainment issued for a period of thirty years. These will be archived 12 months after completion of the accredited course or qualification.
If Civil Train ceases operation as an RTO, learners’ personal information will be transferred to the Australian Sills Quality Authority (ASQA).
In the event that a new owner takes over the RTO:
As soon as your personal information or components of it are no longer required, and it is lawful to do so, we will take all reasonable steps to destroy or de-identify the information. If we receive personal information indirectly (unsolicited) from a party other than yourself, we will make a determination on whether the information needs to be retained in order to provide our services to you as previously explained, or whether that information can be lawfully destroyed or de-identified.
A data breach occurs when personal information that CCF SA holds is subject to unauthorised access or disclosure or is lost.
In the event of a breach, CCF SA will firstly take all reasonable steps to contain the breach. We will then conduct an assessment, within 30 days of the breach, to determine if the suspected data breach meets the criteria for an ‘eligible data breach’ that triggers notification obligations.
In the event of an eligible data breach, CCF SA will notify the individual/s affected and the Office of the Australian Information Commissioner.
We use and disclose personal information for the purposes for which we collect that personal information, any directly related purposes which are related to one of our functions or activities. We will first obtain your consent where we wish to use the information for an unrelated purpose.
The purposes for which information is collected include: statistical and reporting purposes, assessing learners’ eligibility for training and needs, administering enrolments, delivering education, training and assessing students, issuing qualification, assisting learners to obtain training and/or employment, assisting employers to claim lawful incentives, monitoring and auditing our services etc.
We will not disclose your personal information in other circumstances unless one of the following applies
For the purposes of providing our services, we might disclose personal information to the following third parties:
We do not transfer, store, process or disclose personal information overseas.
When you provide your personal details to us, you consent to us using your personal information for direct marketing purposes (for an indefinite period).
We may send you information about products and services offered by us. For direct marketing purposes we contact you by mail, telephone, email or SMS. Where we use or disclose your personal information for the purpose of direct marketing, we will:
We will only ever contact you if you have consented to direct marketing, and you can ask to be removed from our marketing list at any time by directly contacting us.
If you do not wish to be contacted, please write to firstname.lastname@example.org
You can request access to the personal information we hold about you by contacting email@example.com . If we determine, having regard to the APPs, that it is either not lawful or not required by law to provide you access to the personal information we hold, we will provide you with a written response within a reasonable period of time, setting out our reasons. If we are otherwise obliged or permitted to give you access to that personal information, we will do so within a reasonable time. We reserve the right to charge you a reasonable fee for giving access.
If personal information we hold about you is incorrect, we will, on your request to correct it or where we are satisfied that the information is inaccurate, out of date, incomplete, irrelevant or misleading, take such steps as are reasonable in the circumstances to ensure that the information is corrected. However, if you request us to correct personal information that we hold about you and we refuse to do so, we will, to the extent reasonable, provide you with a written response as to our reasons.
If you have a complaint about how we collect, hold use or disclose your personal information or a privacy related issue such as refusal to provide access or correction, please contact us at firstname.lastname@example.org . We will provide a response within 30 days of receiving your complaint. If you are unhappy with the response, you can refer your complaint to the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au/privacy/privacy-complaints/