Training records cover all documentation and information relating to training and assessment activities.
It includes, but is not limited to: enrolment information, commencement and completion dates for individuals of all competency units, individual assessment information for each unit of competency, information on awards issued (award, date, certificate number), individual participation data (assignments/assessments where practicable, attendance), documentation/records of grievances, complaints, appeals and recognition process documents (application and results).
Casey College is committed to maintaining and safeguarding the confidentiality and privacy of all individual Learner information. It will document and implement procedures to ensure the integrity, accuracy and currency of records.
Casey College follows the Privacy Principles below:
- Collection – We will collect only the information necessary for our function
- Use and disclosure – Personal information will not be used or disclosed for a secondary purpose unless the individual has consented or a prescribed exception app
- Data quality – We will take all reasonable steps to make sure that the personal information we collect, use or disclose is accurate, complete and up to date.
- Data Security – We will take all reasonable steps to protect personal information we hold from misuse and loss and from unauthorised access, modification or disclosure.
- Openness – We will document how we manage personal information and when asked by an individual, will explain the information we hold, for what purpose and how we collect, hold, use and disclose the informatio
- Access and correction – Learners will be given access to the information held except to the extent that prescribed exceptions apply. We will correct and update information errors described by the individua
- Unique Identifiers – Commonwealth Government identifiers (Medicare number or tax file number) will only be used for the purposes for which they were issued. We will not assign unique identifiers except where it is necessary to carry out our functions efficiently.
- Anonymity – Wherever possible, we will provide the opportunity for the individual to interact with external agencies without identifying themselv
- Trans-border Data Flows – The individual’s privacy protections apply to the transfer of personal information out of Australi
- Sensitive Information – We will seek the consent of the individual when collecting sensitive information about the individual such as health information, or information about the individual’s racial or ethnic background, or criminal record.
- All information given to Casey College for the sole purpose of creating or verifying a Unique Student Identifier (USI) will be destroyed immediately after creating or verifying a USI.
How we manage your details:
Individual Learner records are stored in a secure area and with safeguards in place to minimise loss, unauthorised access and use and/or modification or misuse.
Learner results are kept for a period of no less than 30 years.
Training records will be collected and stored to meet the requirements of external reporting requirements
Access to individual Learner training records will comply with the Australian Privacy legislation and will be limited to:
- Individuals wishing to access their own personal records. Requests to access records must be in writing to the Training Consultant.
- Individuals authorising the release of specific information to third parties. Requests to access records must be in writing to the Training Consultant.
- RTO staff who require the information for their role.
- Office of Training and Tertiary Education or their representative for activities under the Standards for Registered Training Organisations, for example ASQA or DET.
- Legal requirements (e.g. subpoena, search warrants, social service benefits, evidence act).