Chisholm Institute is committed to protecting your privacy and your personal information recorded through the use of our web sites. Protection of your privacy and your personal information is a prime consideration for Chisholm when providing our services.

Chisholm’s Privacy Policy sets out how Chisholm collects, holds, uses and discloses personal information and includes details on how to access and correct the personal information that Chisholm may hold about you.

Privacy Policy

In this Privacy Policy, 'us', 'we' or 'our' means Chisholm Institute (ABN 65 335 795 326) and our related bodies corporate. We are committed to respecting your privacy. Our Privacy Policy sets outs out how we collect, use, store and disclose your personal information.

Personal information includes information or an opinion about an individual that is identified or reasonably identifiable. For example, this may include your name, age, gender, postcode and contact details.

By providing personal information to us, you consent to our collection, use and disclosure of your personal information in accordance with this Privacy Policy and any other arrangements that apply between us. We may change our Privacy Policy from time to time by publishing changes to it on our website. We encourage you to check our website periodically to ensure that you are aware of our current Privacy Policy.

Our main functions

We are a government-owned TAFE that provides vocational education and training and higher education courses. We offer over 250 certificate, diploma, advanced diploma, bachelor, graduate certificate, and graduate diploma courses.

We collect, hold, use and disclose personal information in order to provide our educational and training services and for the other purposes detailed in this Privacy Policy.

Do I need to provide my personal information?

Where it is practical, you may deal with us on an anonymous basis or using a pseudonym. However, in some cases we may need to be able to identify you, such as when you apply for or undertake any course of study at our institution.

What personal information do we collect?

We may collect the following types of personal information about you:

  • name;
  • mailing or street address;
  • email address; 
  • telephone number and other contact details;
  • age or date of birth;
  • tax file number; 
  • emergency contact details; 
  • photograph (for student or staff identification purposes); 
  • details of the education services we have provided to you or that you have enquired about, including any additional information necessary to deliver those education services and respond to your enquiries;
  • details of your previous education and qualifications (including any secondary, tertiary or vocational study or education that you may have previously undertaken); 
  • details of the payment method used to pay the educational services that we provide to you. Depending on the payment method that you choose, this may consist of your credit card details or your bank account details and direct debit instructions. Alternatively, if your employer is paying for your course, we may collect details of your employer's credit card and authority to provide an invoice to your employer; 
  • details relating to your health, wellbeing and/or welfare. This includes, where appropriate, creating a case file about you that includes any case notes we make and any information you may share with us, including as part of our student counselling service as detailed further below; 
  • any additional information relating to you that you provide to us directly or indirectly through our website or our mobile applications or online presence or through other websites or accounts from which you permit us to collect information;
  • information you provide to us through student or staff surveys; 
  • your ethnicity, if you choose to provide it; 
  • if applicable, your Australian indigenous status; 
  • details of any languages (if any) other than English that are spoken at your home; 
  • employment status; 
  • Victorian Student Number (where applicable); 
  • Unique Student Identifier (where applicable); 
  • whether or not you have a disability, and if so, the nature of any disability that you may have; 
  • in relation to our students, information about your attendance, engagement and participation (which is collected through progress reporting and stored in our student management system); 
  • other health information that you provide to us, including as part of our student counselling service as detailed further below; 
  • if you apply for employment or a contracting role with us, the results of a criminal records check relating to you (if you consent to such a check being undertaken); or
  • any other personal information that may be required in order to facilitate your dealings with us.

How do we collect this personal information?

We may collect these types of personal information either directly from you, or from third parties. We may collect this information when you: 

  • register on our website or our mobile applications;
  • attend any of our events, such as open days for prospective students;
  • when you speak with one of our staff by telephone or in person; or
  • communicate with us through correspondence, chats, email, or when you share information with us from other social applications, services or websites.

Why do we collect, use and disclose personal information?

We may collect, hold, use and disclose your personal information for the following purposes:

  • to provide course advice, enrol you in a course and to provide our education services to you; 
  • to enable you to access and use our website and any mobile applications that we provide (including as part of any course of study that you are undertaking);
  • to send you service, support and administrative messages, reminders, technical notices, updates, security alerts, and information requested by you; 
  • if you request or seek such services, to provide a range of support services including disability support, personal counselling crisis support; 
    to conduct research and analytical activities; 
  • to monitor infrastructure and facilities, including access and management systems, CCTV, identity management, security and emergency response, including to lessen or prevent threats to safety; 
  • to support our educational services andto provide education-related support, including admission, enrolment, content delivery and learning activities, assessment, graduation, related services (e.g. library, wellbeing, support), handling disputes, investigations, audits, data analysis and improvements, general administration and enquiry management; 
  • to inform you about clubs, events and activities that may be of interest; and
  • to comply with our legal obligations, resolve any disputes or grievances involving our students and/or staff and to enforce our agreements with third parties. 

Use and disclosure of personal information in emergency or other sensitive situations

We may use or disclose personal information (including health information and other sensitive information) about you in an emergency or other similar situations where we are permitted or authorised by law to do so. 

We may use or disclosure your information: 

  • where we reasonably believe that the use or disclosure is necessary to lessen or prevent a serious and imminent threat to your life, health, safety or welfare or the life, health, safety or welfare of another individual; or
  • where we reasonably believe that the use or disclosure is necessary to lessen or prevent a serious threat to public health, public safety or public welfare. 

In relation to any health information proposed to be used or disclosed for the purposes mentioned above, that information will only be used or disclosed in accordance with any applicable guidelines issued or approved by the Victorian Health Complaints Commissioner for this purpose. 

We may also disclose personal information (including health information) where we have reason to suspect that unlawful activity has been, is being or may be engaged in, and we use or disclose the information as a necessary part of our investigation of the matter or in reporting our concerns to relevant authorities.

We may also disclose personal information (including health information) where we reasonably believe that such a use or disclosure is reasonably necessary for a law enforcement function by or on behalf of a law enforcement agency, such as the Victorian police force.

Do we use your personal information for direct marketing?

We may use or disclose personal information (other than sensitive information) about an individual for the purpose of direct marketing if:

  • we collected the information from you; and
  • you have consented to receive direct marketing or you would reasonably expect us to use or disclose your information for that purpose;and
  • we provide a simple means by which you may easily request to not receive direct marketing from us; and
  • you have not made such a request to us. 

We will only use or disclose sensitive information about you for the purpose of direct marketing if you have consented to the use or disclosure of the information for that purpose.  

To whom do we disclose your personal information?

We may disclose personal information for the purposes described in this privacy policy to:

  • our employees and related bodies corporate;
  • third party suppliers and service providers (including providers for the operation of our websites and/or our business or in connection with providing our services to you);
  • professional advisers and agents;
  • payment systems operators (e.g. merchants receiving card payments); 
  • our existing or potential business partners or other partners;
  • anyone to whom our assets or businesses (or any part of them) are transferred;
  • State and Commonwealth government Departments of Education (where required to assess eligibility for, report on or administer any funding or loan arrangements, including FEE-HELP and VET Student Loans for students); 
  • specific third parties authorised by you to receive information held by us; 
  • external organisations such as professional bodies, hospitals or government agencies, in connection with your studies; and/or
  • other persons, including government agencies, regulatory bodies and law enforcement agencies, or as required, authorised or permitted by law.

We disclose personal information related to students and staff on an annual basis to the regulators, including:

  • the national regulator for Australia’s vocational education and training sector, the Australian Skills Quality Authority (ASQA);
  • the Victorian education and training regulator, the Victorian Registration and Qualifications Authority (VRQA);  
  • the higher education regulator, the Tertiary Education Quality and Standards Agency (TEQSA); and 
  • the national professional body responsible for collecting, managing, analysing and communicating research and statistics on the Australian VET sector, the National Centre for Vocational Education Research (NCVER). 

The information is collected from the data that we hold. Detailed information related to the regulators' collection, use and disclosure of this information is available at: 

For our employees and contractors

When you apply for a job or contracting role with us, we may collect certain personal information from you (including your name, contact details, working history and relevant records checks) as part of the application process. We may also collect these types of information about you from any recruitment consultant, your previous employers and others who may be able to provide information to us to assist in our decision on whether or not to make you an offer of employment or engage you under a contract. 

We will use the personal information that we collect about you to consider your application for employment or a role as a contractor. If your application is successful, we may collect additional personal information about you (including your banking and superannuation details) in order to administer our employment or contracting relationship with you. If you are injured or become ill in the course of your employment or engagement as a contractor, we may also collect additional relevant information. This may include health information about your injury or illness, details of any WorkCover claim that you make, your return to work plan and any other health-related declarations, statements or assessments.

Our student counselling service

We make a counselling service available to our students. If you receive counselling services from us, we may collect additional personal information about you, including health information about you, as part of providing this service. Health information includes any information or an opinion about an individual's physical, mental or psychological health, any disability that an individual has and any details of any health or medical services provided to an individual. 

We will only collect health information about you with your consent. Our counsellors will only use health information about you for the purposes of providing counselling services to you. The counselling service that we provide is confidential and any information that you provide to us will be held in the strictest confidence. Any health information that we collect about you will be separately stored by our counsellors and will not form part of your student records.  

Disclosure of personal information outside Victoria

We may disclose personal information outside of Victoria to our records storage service provider, who is located in New South Wales. In addition, if you are an international student, we may disclose personal information about you to third parties located outside of Victoria in some circumstances. This may include: 

  • where we are required to disclose certain information about international students to the Commonwealth Government's Department of Home Affairs via Provider Registration and International Students Management System (PRISMS); 
  • if applicable, disclosing information about you to the recruitment agent in your home country (unless you request that we do not disclose such information); 
  • disclosing information about you to other third parties in your home country for marketing purposes, such as for promoting our educational services in your home country; 
  • with your consent, disclosing information about you to AusTrade in relation to any scholarships you may be receiving; or
  • where we have a partnership with an educational institute in another country that delivers our qualifications at which you have a dual enrolment or at which you are participating in an exchange program, we may disclose information to that overseas educational institution (including your results). 
  • We take reasonable steps to ensure that any recipient located outside of Victoria will deal with such personal information in a way that is consistent with our privacy obligations, including, where appropriate,  by entering into contracts with these third parties that require these third parties to only use your personal information for specific purposes and to use appropriate security measures to protect the privacy of your personal information.

Using our website and cookies

We may collect personal information about you when you use and access our website.

We may record certain information about your use of our website, such as which pages you visit, the time and date of your visit and the internet protocol address assigned to your computer. 

We may also use 'cookies' or other similar tracking technologies on our website that help us track your website usage and remember your preferences. Cookies are small files that store information on your computer, mobile phone or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser but our websites may not work as intended for you if you do so.

We may also use cookies to enable us to collect data that may include personal information. For example, where a cookie is linked to your account, it will be considered to be personal information. In some cases, our website may use a customer relationship management system or plug-in software that allows us to identify you. We will handle any personal information collected by cookies or our other software in the same way that we handle all other personal information as described in this Privacy Policy. 

We may also use cookies for digital marketing purposes (whether or not those cookies contain personal information).  

Security

We may hold your personal information in either electronic or hard copy form. We take reasonable steps to protect your personal information from misuse, interference and loss, as well as unauthorised access, modification or disclosure and we use a number of physical, administrative, personnel and technical measures to protect your personal information. In addition, we require third parties who hold or store your personal information on our behalf to comply with strict privacy obligations under our contracts with these third parties. However, we cannot guarantee the security of your personal information. 

Links

Our website may contain links to websites operated by third parties. Those links are provided for convenience and may not remain current or be maintained. Unless expressly stated otherwise, we are not responsible for the privacy practices of, or any content on, those linked websites, and have no control over or rights in those linked websites. The privacy policies that apply to those other websites may differ substantially from our Privacy Policy, so we encourage individuals to read them before using those websites.

Accessing or correcting your personal information

You can access the personal information we hold about you by contacting us using any of the details on set out below under the 'Contact us' heading. Sometimes, we may not be able to provide you with access to all of your personal information and, where this is the case, we will tell you why. We may also need to verify your identity when you request your personal information.

If you think that any personal information we hold about you is inaccurate, please contact us using any of the details on set out below under the 'Contact us' heading and we will take reasonable steps to ensure that it is corrected. If you are a student of ours, you can also update your details by contacting Student Services. If you are an employee or contractor of ours, you can also update your details by contacting the People & Culture team. 

Making a complaint

If you think that we have breached your privacy, or if you wish to make a complaint about the way we have handled your personal information, you can contact us using any of the details on set out below under the 'Contact us' heading. Please include your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period of time. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about the further steps that you can take. 

Contact Us

For further information about our Privacy Policy or our privacy practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

The Privacy Officer

121 Stud Road, Dandenong, Victoria, 3175

Email: privacy@chisholm.edu.au

Effective: September 2018

Policy version: 1.0