1. Collection of Personal Information

We collect personal information that is necessary for us to provide you with high-quality vocational education and training services. The types of information we collect depend on the nature of your interaction with us.

1.1 What We Collect

• Personal & Contact Details: Name, address, email, phone number, date of birth.
• Identification Information: Driver's license, passport, or other documents to verify your identity.
• Educational & Employment Information: Previous qualifications, academic transcripts, employment history, and information required for Recognition of Prior Learning (RPL) applications.
• Demographic & Statistical Data (for accredited training): As required by the National VET Data Policy, this includes information about your country of birth, language spoken at home, disability status, and prior educational attainment. This data is used for national research and statistical purposes.
• Unique Student Identifier (USI): We are required by law to collect and verify your USI for all nationally recognised training.
• Financial Information: Bank account or credit card details for processing course fees. This information is processed via a secure gateway and is not stored by us.
• Placement Information: Health information (e.g., immunisation status), police checks, and Working with Children Checks required by host organisations for vocational placements.
• Digital Information: We may collect information about your use of our website and learning management system, such as your IP address and browsing activity, to improve our services.

1.2 How We Collect Information

We collect information directly from you through enrolment forms, online portals, email correspondence, telephone calls, and in-person discussions. We may also collect information from third parties, such as your employer (if they are funding your training) or a government agency (like the USI Registrar), but only with your consent or where required by law.

2. Use and Disclosure of Personal Information

2.1 Primary Purposes of Use

Your personal information is used for the following primary purposes:

• To process your enrolment and manage your participation in our courses.
• To deliver training and assessment services, including providing access to our learning platforms.
• To coordinate and manage vocational placements with our partner healthcare organisations.
• To issue AQF certification (Qualifications or Statements of Attainment) and Certificates of Completion.
• To communicate with you about your course, including sending administrative notices, results, and feedback requests.
• To manage financial matters, including processing fees and payments.
• To provide you with student support services.

2.2 Disclosure to Third Parties

We will only disclose your personal information to third parties in the following circumstances:

• Government & Regulatory Bodies: For students in nationally recognised (HLT) courses, we are required to disclose your personal and training activity data to the National Centre for Vocational Education Research (NCVER). This data may be used by Commonwealth and State government departments, ASQA, and other authorised agencies for statistical analysis, research, policy development, and program administration. You may receive a student survey from an NCVER-authorised body.
• Vocational Placement Hosts: We will disclose necessary information (e.g., your name, contact details, and required clearances) to our partner organisations to arrange your work placement.
• Service Providers: We may share information with third-party service providers who assist us with our operations, such as our learning management system provider or payment gateway. These providers are contractually bound to protect your information.
• With Your Consent: We may disclose your information to other parties, such as your employer, with your explicit written consent.
• As Required by Law: We will disclose information if required to do so by law, such as in response to a court order or subpoena.

Scope Institute does not disclose personal information to any overseas recipients unless required for a specific, student-consented purpose (e.g., verification of overseas qualifications).

3. Direct Marketing

We may use your contact details to send you information about upcoming courses or services that may be of interest to you. We will only do so if you have consented to receive such communications. Every marketing communication will contain a clear and simple way for you to "opt-out" or "unsubscribe" from future messages. You can also contact us directly at any time to be removed from our marketing lists.

4. Data Quality, Security, and Storage

We take reasonable steps to ensure that the personal information we collect is accurate, up-to-date, and complete. We rely on you to provide us with accurate information and to inform us of any changes.

We are committed to protecting your information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our security measures include:

• Digital Security: Storing electronic data on secure, password-protected, and encrypted servers based in Australia. Access to sensitive information is restricted to authorised personnel only.
• Physical Security: Securing all physical records (e.g., paper-based enrolment forms) in locked filing cabinets in our secure administrative offices.
• Data Retention & Disposal: We retain student records for the period required by law (typically 30 years for accredited training outcomes). After this period, or once information is no longer needed, it is securely destroyed or de-identified.

5. Accessing and Correcting Your Personal Information

You have the right to request access to the personal information we hold about you. You also have the right to request that we correct any information that is inaccurate, out-of-date, incomplete, irrelevant, or misleading.

To request access or correction, please submit a written request to our administration team. We will require you to verify your identity before granting access. We will respond to your request within a reasonable timeframe (typically within 20 business days). In some limited circumstances, as permitted by the Privacy Act, we may deny access. If we do, we will provide you with a written reason for our decision.

6. Privacy Complaints

If you believe that we have breached the Australian Privacy Principles or mishandled your personal information, you have the right to make a complaint. Please direct your complaint in writing to our administration team, outlining the nature of your concern.

We will acknowledge your complaint within 5 business days and conduct a thorough investigation. We will provide you with a formal written response within 20 business days. If you are not satisfied with our response, you can refer your complaint to the Office of the Australian Information Commissioner (OAIC).

7. How to Contact Us

For all privacy-related enquiries, access requests, or complaints, please direct your written correspondence to our administration team who will ensure it is handled by the appropriate personnel.

• Email: admin@scopeinstitute.edu.au (Please use the subject line: Privacy Enquiry)
• Phone: (+61) 3 9134 2306
• Mail: Administration (Privacy), Scope Institute, Suite G24, 202 Jells Rd, Wheelers Hill VIC 3150