Privacy

KPS & Associates Pty Ltd may collect personal information about suppliers, contractors, consultants, prospective employees, and students (including sensitive and additional information that may be collected during the program of their study and their dealings with KPS) for the purposes listed below. KPS & Associates Pty Ltd protects personal information at all costs. Ensuring the privacy of information is paramount. We have an obligation, not only legally but also morally, to ensure the safekeeping and proper use of personal information. KPS & Associates Pty Ltd will not collect personal information unless the information is necessary for one or more of its functions or activities listed below. KPS & Associates Pty Ltd’s collection of personal information will be fair, lawful, and not intrusive. KPS & Associates Pty Ltd will only use or disclose information for the purpose for which it was collected.

As an RTO, we have a duty of care to protect the privacy of our records. Disclosure of any private or personal information to any third party without consent is illegal. Information may be exchanged within our RTO for record-keeping, training, and assessment purposes. You have to give your permission for us to provide any personal information about you. This includes any reports about results, attendance at classes and general progress in your study.

We must comply with legislation. Our primary benchmark is the Australian Privacy Principles (APPs) as contained in the Privacy Act 1988. Agency/Organisational policies and legislation must also be considered. All KPS staff members undertake awareness sessions and must confirm their understanding of these policies before working with personal information.

KPS may collect personal information including:

• your name, date of birth and gender
• contact details (your address, email, phone, and facsimile details)
• current and former employment details, including the name of your employer, your position with that employer, the duration of your employment and your experience.
• education and qualifications
• skills and areas of interest (professional and otherwise)
• other professional memberships
• career intentions
• your IP addresses and the dates and times of visits to KPS’s website
• any other personal information that will enable KPS to process your enrolments
• survey information and data from events you attend or subscribe to
• bring your own device (BYOD) data from computers, laptops, tablets, and phones you may bring to KPS venues, KPS events and use to access KPS wireless provided network facilities.
• website data from KPS websites and websites you access whilst using KPS internet and wireless network services at KPS venues or KPS events.

When enrolling on accredited programs, KPS is obligated to obtain Australian Vocational Education and Training Management of Information Statistical Standard data, which includes:

• your country of birth and the main language you speak at home;
• whether you are Aboriginal or a Torres Strait Islander; and
• whether you have a disability, impairment or long-term condition.

KPS’s primary purposes for collecting, holding, using, and disclosing personal information are the following:

• to process and approve applications for enrolment in KPS programs and courses
• facilitate course and seminar enrolments
• managing student participation in their enrolled program
• transactions including payment of services and KPS materials
• product sales
• venue hire
• third-party training, which occurs on KPS premises
• improve and develop KPS products and services for you and other clients of KPS
• measure consumer interest in KPS’s services
• marketing and promotional purposes, including to inform you of other KPS products and services, events, and training.
• any consulting services you may request
• student support services
• share curriculum information with facilitators and assessors to deliver training and qualifications
• access to online systems

KPS collects personal information through:

• KPS’s website, including through online enquiry forms and cookies
• enrolment, registration and attendance at events or training sessions
• the provision of customer service and support, including dealings you may have with KPS staff.
• requests for brochures, to join a mailing list or to be contacted for further information about KPS’s services and training programs.
• responses to surveys or research conducted by KPS or on KPS’s behalf
• social media and other external websites; and
• employment applications.

KPS may seek verification directly from the source of documentation that students have provided to support their enrolment application or any applications for credit transfer and recognition of prior learning.

KPS also collects information to provide student data lawfully and reports to various Commonwealth and State government departments and authorities when requested, for statistical analysis, to maintain records of qualifications/statements of attainment issued, and to meet the requirements of training funding agreements. See the Data Provision Requirements section of this policy.

KPS may also provide collected information, with student approval only, to their employer (where applicable, e.g., cases where your enrolment has been ‘sponsored’ by your employer and, if applicable to your enrolment, where required under formal traineeship arrangements).

Students may be contacted by the national VET Regulator, ASQA (Australian Skills Quality Authority), to gather feedback on KPS’s performance as an RTO. This contact may be facilitated through KPS and may involve completing an online survey or other feedback methods as required. KPS will not provide student details to any other parties without obtaining the student’s prior written consent. Students have the right to access their personal information, which KPS holds about them, subject to exceptions in relevant privacy legislation.

Collection statement

KPS collects your personal information (such as your name, contact details and company/employer) directly from you when you request information about KPS programs and courses, enrol in an event or training course or submit an online entry form, or otherwise. We collect your personal information to keep you informed about the services we offer and developments that may be of interest to you, to notify you of events and training courses we are hosting, and to conduct surveys to improve our services or to inform thought leadership. If you are undertaking training for a qualification, we will contact you either directly or via a third party to assist with your education, curriculum, and assessment.

If we do not collect your personal information as described, we may not be able to provide you with the information you have requested or provide certain services to you. We may disclose some or all of this personal information to third parties with whom we collaborate for events or training sessions, or to service providers who provide services such as marketing or IT management. KPS may disclose your personal information to overseas recipients for support and assistance, as KPS utilises cloud-based internet applications hosted outside of Australia for its operational business platform. Our privacy policy above contains information about how you may access the personal information that is held by us and seek correction of such information. This policy also contains information about how you may complain to us about a breach of the Australian Privacy Principles and how we will deal with such a complaint.

Data Provision Requirements

Under the National Vocational Education and Training Regulator (Data Provision Requirements) Instrument 2020, KPS & Associates is 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 this enrolment form and your training activity data) may be used or disclosed by KPS & Associates for statistical, regulatory and research purposes.

KPS & Associates may disclose your personal information for these purposes to third parties, including:

• School – if you are a secondary student undertaking VET, including a school-based apprenticeship or traineeship;
• Employer – if you are enrolled in training paid by your employer;
• Commonwealth and State or Territory government departments and authorised agencies;
• NCVER;
• Organisations conducting student surveys; and
• Researchers.

Personal information disclosed to NCVER may be used or disclosed for the following purposes:

• issuing a VET Statement of Attainment or VET Qualification, and populating Authenticated VET Transcripts;
• facilitating statistics and research relating to education, including surveys;
• 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 an NCVER student survey, which an NCVER employee, agent, or third-party contractor may administer. You may opt out of the study at the time you are contacted.

NCVER will collect, hold, use and disclose your personal information in accordance with the Privacy Act 1988 (Cth), the VET Data Policy and all NCVER policies and protocols (including those published on NCVER’s website at www.ncver.edu.au).

Accessing collected information

• You may at any time request access to the information that KPS has collected from you. KPS prefers that this request be in writing. All enquiries should be made by contacting KPS via email at info@kpstraining.edu.au or mail addressed to the Managing Director, KPS & Associates Pty Ltd, PO Box 4289, Gumdale QLD 4154.
• KPS may require that you provide sufficient identification before allowing you to access the personal information held about you. If KPS is required or authorised by law to do so, it may refuse to provide you with access to this information.
• KPS may charge a fee for you to access your personal information held. If so, KPS will advise you of the amount of that fee once your access request is assessed and may require payment before allowing you to access your personal information. KPS will not charge a fee for lodging an access request.
• KPS will either provide you with access or inform you of its decision to refuse access within 30 days of receiving your request.

Student consent required for release of information

Employers, supervisors, or third parties may sometimes request copies of your qualifications, Statements of Attainment, or academic records for purposes such as:

• Employment verification
• Licensing or registration
• Compliance with workplace agreements or funding requirements

However, under privacy and data protection laws, KPS & Associates cannot release your records to any third party, including your employer, without your written consent.

How we manage third-party requests

Consent process

• Students will be asked to complete a Third-Party Release of Information Form if they wish to authorise KPS & Associates to share their records with an employer or other party.
• Consent is voluntary and specific. You can withdraw consent at any time in writing.

Complaints procedure

KPS is committed to providing a fair and responsive system for handling and resolving complaints. If at any time you wish to complain in respect of the handling, use, or disclosure of your personal information by KPS, you may do so by one of the following methods.

Informal Complaint

Contact:

• Your KPS Facilitator
• Your KPS Assessor
• KPS Student Administration: 1300 001 577
• KPS General Manager on Phone: 1300 001 577 or email: info@kpstraining.edu.au

Formal Complaint

Written and signed complaints should be made within three months of the incident. The correspondence should be directed to the Managing Director, KPS & Associates Pty Ltd, PO Box 4289, Gumdale QLD 4154. If the complaint involves the Managing Director, the correspondence should be directed to the Student Administrator at the same address.

KPS will investigate your complaint and will use reasonable endeavours to respond to you as soon as reasonably possible, but no later than 30 days after receiving your complaint. If KPS fails to respond to your complaint or if you are not satisfied with the response that you receive from KPS, you may have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC).

KPS reserves the right to amend this Privacy Policy at any time and notify you by posting an updated version of the Policy on the KPS website.