Privacy Policy

1. Who we are

WorkForward Business School is a registered business name of Career Development and Training Pty Ltd (ABN 43 167 095 749), a Registered Training Organisation (RTO 45581).

For privacy questions, access or correction requests, or complaints, contact:

• Email: wbs@wbs.edu.au
• Phone: +61 2 8755 2666
• Post or in person: Privacy Officer, WorkForward Business School, Level 4, 84–86 Mary Street, Surry Hills NSW 2010

2. The personal information we collect

The information WBS collects depends on how you interact with us. It may include:

• your name, date of birth, gender, address, email address and telephone number;
• identity information and copies of documents you provide, such as a passport, driver’s licence or Medicare card;
• your Unique Student Identifier (USI) and information required to verify it;
• citizenship, residency and other eligibility information where relevant;
• education, qualifications, employment history, current role, workplace information and career goals;
• enrolment information, language, literacy and numeracy assessment information, support needs and course suitability information;
• learning participation, trainer communications, assessment submissions, assessment outcomes, feedback, progress, completion and certification records;
• billing, invoice and payment confirmation records. Financial institutions or payment providers generally process bank or card details;
• records of enquiries, emails, telephone calls, Zoom meetings, complaints, appeals and other communications; and
• website and technical information such as IP address, browser type, device information, pages visited, cookies and form submission details.

Sensitive information

WBS may collect sensitive information where it is reasonably necessary for training, student support, safety or regulatory reporting. This may include health or disability information, information about support requirements, racial or ethnic origin and other demographic information required for national VET reporting. We collect sensitive information with consent or where collection is otherwise authorised or required by law.

3. How we collect personal information

We usually collect information directly from you, including when you:

• submit an online enquiry, send us an email or speak with us by telephone or Zoom;
• complete an enrolment form, LLN assessment or another student form;
• provide identification, a USI, certificates, transcripts or workplace evidence;
• use Moodle, complete learning activities or submit assessments; or
• make a payment, request support, provide feedback or make a complaint or appeal.

We may also collect information from an employer, authorised representative, previous education provider, trainer or assessor, the USI Registry System, NCVER or a government agency where you have authorised the collection or where it is permitted or required by law.

4. Why we collect, use and disclose information

WBS collects, holds, uses and discloses personal information to:

• respond to enquiries and provide accurate course information;
• assess course suitability, entry requirements and support needs;
• process enrolment, verify identity and USI details, and establish student records;
• provide online learning, trainer support, assessment, feedback and Zoom meetings;
• monitor participation and progress, make assessment decisions and issue qualifications or statements of attainment;
• administer fees, payments, refunds and accounts;
• provide student support, respond to complaints and appeals, and maintain safety and academic integrity;
• meet our obligations as an RTO, including recordkeeping, audit, reporting and regulatory requirements;
• maintain, secure and improve our website, systems, training and services; and
• comply with laws and respond to lawful requests.

If required information is not provided, WBS may be unable to assess an application, complete enrolment, provide training or support, verify a USI, report required VET activity, or issue certification.

5. National VET data and USI information

As an RTO, Career Development and Training Pty Ltd may be required by law to disclose student information to the National Centre for Vocational Education Research (NCVER) for the National VET Data Collection. NCVER and government bodies may use and disclose this information for VET administration, regulation, monitoring, research, statistics, surveys, policy development and other purposes authorised by law.

WBS provides the applicable VET Privacy Notice during the enrolment process. The Australian Government’s current information is available in the VET Data Privacy Notice.

A verified USI is generally required before an RTO can issue nationally recognised VET certification. WBS handles USI information in accordance with applicable student identifier requirements. Permission is required before WBS creates or searches for a USI on a student’s behalf or views a USI VET transcript, except where the law permits verification without additional permission. More information is available from the Student Identifiers Registrar.

6. Who we may disclose information to

Where reasonably necessary for the purposes described above, WBS may disclose personal information to:

• authorised employees, trainers, assessors and contractors;
• service providers supporting learning management, video meetings, email, web hosting, IT, data storage, payments, records and professional services;
• NCVER, the Australian Government department responsible for VET, ASQA, the Student Identifiers Registrar, and other Commonwealth, state or territory authorities where authorised or required;
• an employer, host workplace or authorised representative where you have consented or the disclosure is otherwise authorised;
• professional advisers, auditors, insurers or legal representatives; and
• law enforcement, courts or other parties where required or permitted by law.

WBS does not sell personal information.

7. Overseas services and disclosure

Some technology providers used for video meetings, embedded maps, communications, learning or cloud services operate globally. Personal information may therefore be processed by or disclosed to service providers in the United States and other countries in which those providers or their subcontractors operate. Provider locations and infrastructure may change.

Where overseas disclosure is likely, WBS takes reasonable steps appropriate to the circumstances to use reputable providers and protect personal information. You may contact us for current information about the services relevant to your data.

8. How we hold and protect information

WBS may hold personal information in electronic student records, Moodle, email and business systems, and in secure physical records where required. We use reasonable administrative, technical and physical safeguards appropriate to the information, which may include access controls, passwords, staff authorisation, secure hosting, backups and procedures for handling records.

No internet transmission or storage system can be guaranteed to be completely secure. If WBS becomes aware of a data breach, we will assess and respond to it and notify affected individuals and the Office of the Australian Information Commissioner where required by the Notifiable Data Breaches scheme.

9. Retention and disposal

We retain personal information for as long as reasonably required to deliver training and support, manage our relationship with you, resolve disputes and comply with VET, student identifier, taxation, corporate and other legal or regulatory obligations. Retention periods differ according to the type of record.

When information is no longer required and WBS is not legally required to retain it, we take reasonable steps to securely destroy or de-identify it.

10. Website, cookies and third-party content

Our website may use cookies and similar technologies for security, essential operation, preferences and understanding website use. You can control cookies through your browser, although disabling some cookies may affect website functions.

Pages may contain links or embedded content from third parties, including Google Maps. Those providers may collect technical or usage information under their own privacy policies. WBS is not responsible for the privacy practices of external websites.

11. Direct marketing

WBS may send course or service information where you have consented or where it is otherwise permitted by law. You can opt out at any time by using the unsubscribe option in the communication or contacting wbs@wbs.edu.au. Service, enrolment and regulatory communications are not marketing messages.

12. Anonymity and automated decisions

You may make a general enquiry anonymously or using a pseudonym where practical. WBS must confirm identity and collect prescribed information for enrolment, USI verification, VET reporting, assessment and certification.

WBS does not currently use a solely automated system to make decisions that significantly affect a person’s enrolment or assessment outcome. Suitability and assessment decisions involve authorised staff, trainers or assessors.

13. Accessing or correcting your information

You may request access to personal information WBS holds about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Contact the Privacy Officer using the details in section 1. We may ask you to verify your identity before providing access or making a correction.

In some circumstances, access or correction may be limited by law or regulatory recordkeeping requirements. If we cannot meet a request, we will explain the reason where required and advise any available review or complaint options.

14. Privacy enquiries and complaints

If you have a privacy question or believe WBS has not handled personal information appropriately, contact the Privacy Officer. Please describe the issue, the outcome you are seeking and how we can contact you. WBS will acknowledge and investigate the matter and respond within a reasonable period.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

15. Changes to this policy

WBS may update this policy when laws, regulatory requirements, systems or information-handling practices change. The current version and its last-updated date will be published on this page.

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This website policy explains WBS’s general privacy practices. It does not replace a collection notice provided when personal information is collected, including the VET Privacy Notice supplied during enrolment.