Privacy Policy

1. PURPOSE

The purpose of this policy is to ensure that Efficiency Works manages personal information in compliance with the **Privacy Act 1988 (Commonwealth)**, the **Australian Privacy Principles**, and the **Standards for Registered Training Organisations (RTOs) and the Compliance Requirements**. This policy outlines the procedures for **collecting, storing, using, and disclosing personal information** and ensures the protection of privacy rights for students, staff, and other stakeholders.

2. SCOPE

This policy forms part of Efficiency Works ‘s **Quality Management System** and applies to all **students, prospective students, staff, third-party service providers, employers**, and all business operations related to the collection, storage, use, and disclosure of personal information.

3. POLICY STATEMENT

Efficiency Works is committed to the protection of personal information and privacy rights in accordance with the Privacy Act 1988, the Australian Privacy Principles, and the Standards for Registered Training Organisations (RTOs) and the Compliance Requirements. We ensure that all personal information collected, stored, used, and disclosed is handled with the highest level of **integrity and confidentiality**.

Information collected will be used only for the purpose for which it was collected, such as **enrolment, student administration, communication, and compliance with regulatory requirements**. Information will be provided to all such government agencies and/or organisations so authorised to receive such information where the provision of this information is necessary for Efficiency Works to continue to operate as a registered training organisation and for registration and re-registration purposes.

Personal information will be **securely stored**, with access restricted to authorised personnel only to protect information from **misuse, loss, unauthorised access, modification or disclosure** including restricted access to electronic files, secure storage of paper files and back up of data.

Efficiency Works will not disclose information about students to a third party, such as an employer, **without written permissions from the student**.

4. PROCEDURES

4.1 Collecting Information

• When a student enrols with Efficiency Works, they are required to provide essential personal information such as their **full name, email address, residential address, telephone number, and payment details**.
• Additional information such as **date of birth, concession number, or other educational and personal details** may be required depending on the specific course of enrolment.
• Information held by Efficiency Works regarding a student may include but is not limited to:
  1. Student name.
  2. Current address.
  3. Telephone numbers.
  4. Email address.
  5. Driver’s licence number.
  6. Bank account details.
  7. Passport number.
  8. Assessment results.
  9. Counselling or intervention strategies.
  10. Interim transcripts.
  11. File notes.
• Efficiency Works may collect information from clients visiting our website, including **IP address, browser type, computer operating system, application version, language settings, and pages accessed**.
• Efficiency Works will also collect personal information during standard communication processes directly related to these purposes, including:
  1. When an individual emails a staff member.
  2. When an individual phones Efficiency Works, their contact number may be stored.
  3. When an individual provides a business card.

4.6 Retention

All personal data collected will be retained only for as long as necessary to fulfil the purpose for which it was collected and in compliance with applicable **legal requirements**.

4.7 Breaches

• The **Notifiable Data Breaches (NDB) scheme** under Part IIIC of the Privacy Act 1988 mandates that Efficiency Works respond to data breaches that are likely to result in **serious harm** to any individuals whose personal information is involved in the breach.
• The NDB scheme applies to data breaches involving personal information that could result in serious harm to an affected individual, referred to as ‘eligible data breaches’.
• If Efficiency Works suspects an eligible data breach has occurred, a prompt and thorough assessment will be conducted to determine the potential for serious harm.
• If we confirm an eligible data breach has occurred, the **individuals at risk of serious harm** and the **Office of the Australian Information Commissioner (OAIC)** will be notified promptly.
• Notifications must include:
  1. The identity and contact details of the organisation.
  2. A description of the data breach.
  3. The types of information involved.
  4. Recommendations on steps individuals should take in response to the breach.
• Notifications to the Commissioner can be made using the OAIC’s Notifiable Data Breach form.

VARIATIONS

Efficiency Works reserves the right to modify this policy as necessary to comply with changes in legislation or organisational needs.

DEFINITIONS

As defined in the Quality Management Strategy.

RELATED DOCUMENTS

• Student Enrolment Policy Procedure.
• Management of Records Policy Procedure.
• Code of Conduct.

Version Control

RTO Information