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Policies

Privacy Policy and Procedure

Policy Objective

To ensure personal information is collected, used, stored, disclosed and managed in compliance with the Privacy Act 1988 (Cth), Australian Privacy Principles (APPs), the Freedom of Information Act 1982, and the 2025 RTO Standards—particularly those addressing transparency, student protection, and continuous improvement.

Scope

This policy applies to all Edway Training staff, contractors, students and third-party providers. It covers all formats of personal data (electronic and hard copy).

Responsibility

The Compliance Manager oversees implementation and review. Departmental Managers must ensure all staff understand and adhere to the policy.

Policy Statement

  • Edway Training collects personal information solely for legitimate RTO operational purposes.
  • We are committed to transparency, integrity, and accountability in data handling.
  • All reasonable steps will be taken to protect personal information from misuse, interference, loss, or unauthorised access.
  • Consent will be sought for any non-standard or marketing-related data use.

Procedures

1. Managing Personal Information
  • Personal information is managed in line with legal and regulatory frameworks.
  • Data handling is documented in Edway’s Document and Records Register.
  • Individuals may request access or correction through a defined process.

2. Collection and Use of Information
  • ​Collected data must be necessary, lawful, and fair.
  • Edway Training collects data for student administration, enrolment, training delivery, AVETMISS reporting, and regulatory compliance.
  • Information is not used for marketing unless explicit consent is provided.

​3. Storage and Security
  • Information is protected using secure IT systems, locked physical storage, and access controls.
  • Personal data no longer needed is securely destroyed or de-identified unless required by law.
  • Staff are trained on data security expectations.

4. Disclosure of Personal Information
  • Data may be shared with regulators, government bodies, or employers (e.g. for placements) where necessary.
  • Disclosure to third parties occurs only with consent, or under lawful exemptions (e.g. serious threat, court orders, or statutory obligations).
  • Additional protections apply for students under 18.

5. Correction and Update
  • Students may request updates to personal data.
  • If refused, Edway will provide written reasons and the appeal mechanism.
  • On request, Edway will notify third parties of corrected data where practical.

6. Access to Personal Information
  • Individuals may request access to their data in writing.
  • Requests are processed within 10 business days and are free of charge.

Complaints and Continuous Improvement

  • Complaints regarding privacy breaches are managed via the Complaints and Appeals Policy.
  • Systemic privacy issues identified through complaints will be reviewed for continuous improvement.

Review and Improvement

​This policy is reviewed biennially or as required to ensure alignment with Outcome Standards, legislative changes, and organisational best practice.
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