Validum Group Pty Limited, trading as Validum Institute (Validum, we, us, our) respects the privacy of any personal information you may provide to us when we deal with you.
Your Acknowledgement and Consent
Users 16 and Under
If you are aged 16 or under, you must obtain your parent’s or guardian’s permission before you provide any personal information to us. Users without this consent are not allowed to provide us with personal information.
What is Personal Information?
Examples of personal information include an individual’s name, address, telephone number and date of birth.
Collecting Personal Information
What kinds of personal information do we collect and hold?
The types of personal information we may collect include, but are not limited to:
(a) contact details and other details including:
- your full name and date of birth, and personal contact details (including your address, landline or mobile telephone numbers, fax number and e-mail address);
- any information contained in any proof of identity document you provide to us;
(b) identification details of any third party that you have authorised to negotiate or provide your personal information on your behalf (including your employer);
(c) banking and payment details including credit card information, and any other information required for us to issue invoices to you or process your payment;
(d) where relevant, your employer’s details;
(e) corporate details including your company name, job title and business sector, and any other information required for us to engage in a business relationship with you or your company;
(f) any correspondence between you and Validum; and
(g) any other personal information provided to us when you make an inquiry, request information (including our information packs and information about our products and services), respond to marketing or lodge a complaint.
Examples of sensitive information that we may collect from you through providing information and other services to you include health and medical information.
How Do We Collect Personal Information?
Where possible, we will always try to collect personal information directly from you – for example when you:
- request information, contact or deal with us through our website, social media or you contact us by telephone;
- correspond with us in writing (such as letters and emails); or
- meet with us in person.
We may also obtain your personal information from third parties we deal with, such as:
- any person you authorise to deal with us on your behalf; and
- any other organisation with whom we deal.
Where we collect personal information from third parties you refer to us, we will assume, and you should ensure, that you have made that third party aware of the referral and the purposes of collection, use and disclosure of the relevant personal information.
Why Do We Collect, Hold, Use and Disclose Personal Information?
We collect, use and disclose your personal information to enable us to provide services, products and information to you, and to otherwise carry out our functions and activities.
In particular, we may collect, use and disclose your personal information in order to:
- respond to your requests or inquiries; and
- provide you with the services, products and information you requested.
For example, in order to:
- provide you with information, upcoming event information, promotions or newsletters;
- enable you to become a Validum employee, contractor, corporate partner, or engage in a business or other commercial relationship with us;
- process your enrolment for any training courses we provide;
- communicate with you during the course of your relationship with us;
- notify you about important changes or developments to our functions, activities, services or our website and improving our customer services (for example, using customer feedback to improve our website’s ease of use and efficiency);
- administer, support, improve and develop our organisation and services;
- update and maintain our records;
- provide your employer, employment agency or guardian (as the case may be) with progress updates on your studies;
- verify your qualifications and the results of your previous studies with relevant educational institutions;
- if you lodge a complaint or appeal with us – process and respond to your complaint or appeal;
- any other purpose which relates to or arises out of requests made by you;
- do anything which you authorise or consent to us doing (including but not limited to applying for a Unique Student Identifier (USI) on your behalf or verifying your USI); and
- take any action we are required or authorised by law to take.
Disclosing Your Personal Information
In carrying out our functions and activities set out above, we may disclose your personal information to the following:
- our business partners, stakeholder and service providers (such as contractors who may provide website, IT, marketing, administration and other services to support Validum);
- our professional advisers (for example, our insurers, auditors, lawyers and consultants);
- third parties we engage to carry out promotions or other activities you have requested, or for direct marketing purposes (unless you have opted-out of direct marketing communications);
- any entity to whom we are required or authorised by law to disclose your personal information (for example, law enforcement agencies and government and regulatory authorities such as Federal and State consumer affairs departments, and vocational education and training authorities);
- your employer, employment agency or guardian (as the case may be); and
- other entities with your consent (express or implied).
The above entities may in turn disclose your personal information to other entities as described in their respective privacy policies or notices.
Disclosure of Personal Information to Government Agencies
Under the Data Provision Requirements 2012, we are required to collect personal information about you and to disclose that personal information to the National Centre for Vocational Education Research Ltd (NCVER).
Your personal information (including the personal information contained on our enrolment form), may be used or disclosed by Validum for statistical, administrative, regulatory and research purposes. We may disclose your personal information for these purposes to:
- Commonwealth and State or Territory government departments and authorised agencies; and
Personal information that has been disclosed to NCVER may be used or disclosed by NCVER for the following purposes:
- populating authenticated VET transcripts;
- facilitating statistics and research relating to education, including surveys and data linkage;
- pre-populating RTO student enrolment forms;
- understanding how the VET market operates, for policy, workforce planning and consumer information; and
- administering VET, including program administration, regulation, monitoring and evaluation.
You may receive a student survey which may be administered by a government department or NCVER employee, agent or third party contractor or other authorised agencies. Please note you may opt out of the survey at the time of being contacted.
NCVER will collect, hold, use and disclose your personal information in accordance with the Privacy Act 1988 (Cth), the National VET Data Policy and all NCVER policies and protocols (including those published on NCVER’s website at www.ncver.edu.au).
We also disclose your personal information to the Commonwealth Student Identifiers Registrar for the purposes of:
- applying for a USI on your behalf; and
- verifying a USI that you have provided to us.
[The following is provided to you on behalf of the Student Identifiers Registrar (Registrar)]
You are advised and agree that you understand and consent that the personal information you provide in connection with your application for a Unique Student Identifier (USI):
- is collected by the Registrar as authorised by the Student Identifiers Act 2014.
- is collected by the Registrar for the purposes of:
- applying for, verifying and giving a USI;
- resolving problems with a USI; and
- creating authenticated vocational education and training (VET) transcripts;
- may be disclosed to:
- Commonwealth and State/Territory government departments and agencies and statutory bodies performing functions relating to VET for:
- the purposes of administering and auditing VET, VET providers and VET programs;
- education related policy and research purposes; and
- to assist in determining eligibility for training subsidies;
- VET Regulators to enable them to perform their VET regulatory functions;
- VET Admission Bodies for the purposes of administering VET and VET programs;
- current and former Registered Training Organisations to enable them to deliver VET courses to the individual, meet their reporting obligations under the VET standards and government contracts and assist in determining eligibility for training subsidies;
- schools for the purposes of delivering VET courses to the individual and reporting on these courses;
- the National Centre for Vocational Education Research for the purpose of creating authenticated VET transcripts, resolving problems with USIs and for the collection, preparation and auditing of national VET statistics;
- researchers for education and training related research purposes;
- any other person or agency that may be authorised or required by law to access the information;
- any entity contractually engaged by the Student Identifiers Registrar to assist in the performance of his or her functions in the administration of the USI system; and
- Commonwealth and State/Territory government departments and agencies and statutory bodies performing functions relating to VET for:
- will not otherwise be disclosed without your consent unless authorised or required by or under law.
The consequences for not providing the Registrar with some or all of your personal information are that the Registrar will not be able to issue you with a USI.
You may also make a complaint to the Information Commissioner about an interference with privacy pursuant to the Privacy Act 1988, including in relation to the misuse or interference of or unauthorised collection, use, access, modification or disclosure of USIs.
If you consent to your personal information being used for direct marketing, we may use your personal information to provide you with information about our products, services and promotions.
If you do not wish to receive such information, you can opt-out at any stage. If you decide to opt-out, you will be removed from our marketing database to ensure that you do not receive future direct marketing material.
There may be times, however, when the law requires us to provide certain information to you. We will continue to send this information to you.
Dealing With Us Online
When you visit our website, we and/or our contractors may collect certain information about your visit. Examples of such information may include:
Cookies are small amounts of information which we may store on your computer (after you register on our website) to enable our server to collect certain information from your web browser. Cookies do not identify the individual user, just the computer used. Cookies and other similar technology make it easier for you to log on to and use the website during future visits (for example, they may maintain a shopping basket for your orders or remember your user name when you login to the Validum Institute Portal).
They also allow us to monitor website traffic, to identify you when you visit our website, personalise website content for you, enable you to both carry out transactions and have access to information about your account. Cookies themselves only record which areas of the site have been visited by the computer in question, and for how long.
Site Visit Information
We also collect general information about your visit to our websites. The information we collect is not used to personally identify you, but instead may include your server address, the date and time of your visit, the pages you accessed and the type of internet browser you use.
This information is aggregated and used for the purposes of system administration, to prepare statistics on the use of our website and to improve our website’s content.
Some functions of our websites and other online tools are subject to specific login credentials before access is granted. This may include forums and the Validum Institute Portal (our online learning portal).
We may also collect personal information (including financial details) to facilitate future visits or use of our website.
We seek to keep current with available security encryption technology so as to maintain the effectiveness of our security systems.
However, no transmission over the internet can be guaranteed as totally secure and accordingly, we cannot warrant or ensure the security of any information you provide to us over the internet. Please note that you transmit information at your own risk.
We collect personal information from our followers/subscribers on social media channels including Facebook, Instagram and LinkedIn.
The information is used for the purposes of developing and displaying our promotion materials, providing updates on our activities, as well as to send notifications via mobile applications regarding event notifications such as education and seminar times.
Personal Information Storage and Security Arrangements
We take reasonable steps to protect your personal information from interference, loss, misuse, unauthorised access, modification or disclosure. We may store your personal information in different forms, including in hardcopy and electronic form. We have established policies, procedures and systems to keep your personal information secure – including but not limited to password protection and securing physical storage arrangements.
When we no longer require your personal information, we will take reasonable steps to destroy, delete or de-identify your personal information in a secure manner. However, we may sometimes be required by law to retain certain personal information.
Accessing and Correcting Your Personal Information
Correcting Your Personal Information
So that we can carry out our activities and functions, it is important that the personal information we hold about you is complete, accurate and up to date. At any time while we hold your personal information, we may request that you inform us of any changes to your personal information.
Alternatively, if you believe that any of the personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading or needs to be corrected or updated, please contact us using our Contact Details below . We will respond to a request to correct your personal information within a reasonable time.
Accessing Your Personal Information
You may also request access to the personal information we hold about you by contacting us using our Contact Details provided below. We will respond to a request for access within a reasonable time – either by giving you access to the personal information requested, or by notifying you of our refusal to give access.
Access and Correction Arrangements Generally
We may require you to submit your requests in writing and require that you verify your identity before we respond to any request.
However, in certain circumstances we may charge you a fee for providing you with access to your personal information, for example if you make multiple request for information, the information requested is voluminous or we incur third party costs in providing you with access to your personal information.
If we cannot respond to you within a reasonable time, we will contact you and provide a reason for the delay and an expected timeframe for finalising your request.
Please note that in certain circumstances, we are permitted by law to refuse to provide you with access to your personal information.
If we decide not to provide you with access to or correct your personal information, we will provide you with written reasons for our decision and advise you of the further complaint mechanisms available to you.
Lodging a Query or Complaint
If you have a query or complaint about how we handled your personal information or about any decision to refuse access or correction of your personal information, please contact us using the Contact Details below. We will request that you lodge your complaint in writing.
We will acknowledge receipt of your complaint as soon as possible after receiving your written complaint. We will then investigate the circumstances of your complaint and provide you with a response within a reasonable timeframe.
Our Contact Details
Phone: (07) 3193 5270 (Monday to Friday, 9 am to 5:30 pm (Brisbane time))
Post: PO Box 278, BRISBANE MARKETS QLD 4106