At a Glance & In Detail: Your Privacy Explained
BARS Training Australia (RTO 32061) is committed to protecting the privacy and security of personal information collected from students, prospective students, staff, contractors and other individuals who interact with us.
We collect, use, store and disclose personal information only where it is reasonably required for our training operations, student support, regulatory responsibilities, government-funded training arrangements or other legitimate business purposes.
BARS Training Australia handles personal information in accordance with applicable Commonwealth and Queensland legislation, vocational education and training requirements, contractual obligations and relevant privacy requirements. Additional privacy requirements may apply where BARS Training Australia provides services under Queensland Government funding or contractual arrangements.
The Short Story
What information might we collect?
Depending on your course, circumstances and whether you are applying for government-funded training, information collected may include:
Why do we collect it?
We collect information to process applications and enrolments, assess course suitability and support requirements, deliver training and assessment, maintain student records, issue certification, meet VET reporting requirements and administer government-funded training where applicable.
Some information may also be required to verify identity, determine eligibility for a particular program, meet licensing or regulatory requirements, provide reasonable adjustment or respond to student support needs.
Do you have to provide everything?
No. The information required will depend on the course, training arrangement and your individual circumstances.
Some information is required for enrolment in nationally recognised training or to meet regulatory and VET reporting requirements. Additional information may be required if you are applying for government-funded training, claiming concessional status or undertaking training with specific regulatory or licensing requirements.
Where information is optional or requested to assist BARS Training Australia in providing support, this will be identified where appropriate.
If required information is not provided, BARS Training Australia will explain how this may affect your enrolment, eligibility for government funding, participation in a particular course or the issue of certification.
Who might we share information with?
Where authorised or required, information may be disclosed to organisations such as:
We do not sell personal information.
Can you access or correct your information?
Yes. You may request access to personal information held by BARS Training Australia or ask us to correct information that is inaccurate, incomplete or out of date.
Requests can be made by emailing support@barstraining.edu.au.
What if you have a privacy concern?
If you have a concern about how BARS Training Australia has collected, used, stored or disclosed your personal information, you may lodge a privacy complaint with us. We will consider the matter and advise you of the outcome and any available external review or complaint options.
Privacy complaints can be directed to ceo@barstraining.edu.au or submitted in writing to:
BARS Training Australia
PO Box 516
Runaway Bay QLD 4216
About BARS Training Australia and this Privacy Policy
BARS Training Australia Pty Ltd (BARS) (ACN 62 131 471 527) is a Registered Training Organisation (RTO 32061) providing nationally recognised training and other training services.
This Privacy Policy explains how BARS Training Australia collects, uses, stores, protects and discloses personal information and how individuals can access or correct information held about them or raise a privacy concern.
BARS Training Australia is committed to:
As an RTO, BARS Training Australia is required to collect and maintain certain information about students undertaking nationally recognised training. Some information must also be reported to government agencies and other authorised bodies as part of Australia's vocational education and training system.
Additional information may be collected where a student applies for Queensland Government-funded training, undertakes training associated with licensing or regulatory requirements, requests student support or reasonable adjustment, or participates in training and assessment activities requiring additional information.
Where BARS Training Australia collects information on behalf of, or under an arrangement with, a government agency or other organisation, additional privacy, contractual or information-handling requirements may apply.
This Privacy Policy should be read together with any specific privacy or collection notice provided when an individual applies, enrols, supplies information or participates in a particular BARS Training Australia service.
Information We Collect
The type and amount of personal information collected by BARS Training Australia depends on the individual’s relationship with us, the training being undertaken and any applicable regulatory, licensing, government funding or reporting requirements.
For students and prospective students, information we may collect includes:
How We Collect Information
Where practicable, BARS Training Australia collects personal information directly from the individual.
Information may be collected when a person:
In some circumstances, information may be received from another authorised source, such as an employer, government agency, funding body or other organisation involved in the individual’s training. Where appropriate, BARS Training Australia will inform the individual about the collection and intended use of that information.
Identification and Verification
BARS Training Australia may require students to provide evidence of identity where necessary to verify their identity, create or verify training records, meet USI requirements, determine government-funded training eligibility, satisfy regulatory requirements or protect the integrity of training and assessment.
The identification required will depend on the purpose for which verification is necessary. BARS Training Australia will not require every student to provide every form of identification listed in this policy.
Where copies or details of identification documents are collected, they will be handled as personal information and access will be restricted to authorised personnel and service providers who require the information for legitimate purposes.
Why We Collect and Use Personal Information
BARS Training Australia collects, uses and maintains personal information where it is reasonably necessary to provide training and related services, meet regulatory and contractual obligations and effectively administer our operations.
Depending on the individual’s circumstances, personal information may be collected and used to:
Government-Funded Training
Where an individual applies for Queensland Government-funded training, BARS Training Australia may collect additional personal information and supporting evidence required to determine and verify eligibility, concessional status and other applicable funding requirements.
This information may be used to assess eligibility, administer the student’s funded training, submit funding claims and demonstrate compliance during government monitoring or audit activities.
Information collected specifically for government-funded training will only be required where it is relevant to the particular funding program and the individual’s circumstances.
Licensing and Regulated Training
Some BARS Training Australia courses are undertaken by individuals seeking to meet training requirements associated with an occupational licence, authority or other regulatory requirement.
Where relevant, BARS Training Australia may collect information such as existing licence details, previous training or other information necessary to establish the appropriate training pathway or meet applicable training and reporting requirements.
BARS Training Australia provides training and information about relevant training requirements but does not determine whether an individual is eligible to be granted or retain an occupational licence unless BARS is expressly authorised to make that determination.
Student Support and Reasonable Adjustment
Information about an individual’s learning needs, disability or other circumstances may be collected where it is relevant to identifying appropriate student support or reasonable adjustment.
Students are encouraged to provide information that will assist BARS Training Australia to identify appropriate support. Information provided for this purpose will be handled sensitively and only made available to personnel who reasonably require it to arrange or provide that support.
Reasonable adjustment will be considered in accordance with BARS Training Australia policies and applicable training product requirements. Adjustments cannot remove or alter essential competency requirements.
Sensitive Information
Some information collected by BARS Training Australia may be considered sensitive information and requires a higher level of protection.
Depending on the individual’s training, support needs, government funding arrangements or other circumstances, sensitive information may include:
BARS Training Australia will only collect sensitive information where it is reasonably necessary for an appropriate function or activity and where the collection is permitted by applicable privacy requirements. Where consent is required, the individual will be informed of the purpose for which the information is being collected.
Access to sensitive information is limited to authorised personnel and service providers who reasonably require the information to perform their role or provide the relevant service.
Health, Disability and Student Support Information
Students may provide information about a health condition, disability, injury or other circumstance where it may affect their participation in training or assessment or where they require student support or reasonable adjustment.
This information will be used primarily to identify and provide appropriate support, consider reasonable adjustment and assist the student to participate safely and effectively in training and assessment.
Students are not required to disclose information that is unrelated to their training or support requirements. However, where particular information is necessary to determine whether an adjustment can be provided or to safely participate in required training and assessment activities, BARS Training Australia will explain why the information is required.
Practical Training, Specimens and Health-Related Information
Some BARS Training Australia courses include practical training and assessment activities that may involve the collection or observation of health-related information.
For example, HLTPAT005 Collect Specimens for Drugs of Abuse Testing requires participants to demonstrate specimen collection procedures involving different clients. Participants may be asked to provide a urine, oral fluid or breath sample to support practical training and assessment activities.
Where specimens or information associated with specimen collection are used during training and assessment, BARS Training Australia will take reasonable steps to protect the privacy and dignity of participants and restrict access to information generated through those activities.
Information obtained through practical training and assessment will only be recorded or retained where required for legitimate training, assessment, regulatory or record-keeping purposes.
Criminal History and Licensing Information
BARS Training Australia may provide prospective students with information about occupational licensing requirements, including circumstances that may affect eligibility for a particular licence.
BARS Training Australia will not routinely collect detailed criminal history information merely to determine whether an individual is eligible for an occupational licence where that determination is the responsibility of the relevant licensing authority.
Where criminal history information is required for a legitimate training, contractual, regulatory or legal purpose, BARS Training Australia will explain why the information is required and how it will be used.
VET Data and Government Reporting
As a Registered Training Organisation, BARS Training Australia is required to collect and report information about students participating in nationally recognised vocational education and training.
Information collected for this purpose may include personal details, demographic information, previous education and training, employment information, study reasons, training activity and outcomes and other information required under the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS).
BARS Training Australia collects and reports VET activity data in accordance with applicable national VET data requirements.
National VET Provider Collection and NCVER
Information about nationally recognised training may be disclosed to the National Centre for Vocational Education Research (NCVER) for inclusion in the National VET Provider Collection.
Information held by NCVER may be used or disclosed for purposes associated with the administration, regulation, monitoring, evaluation and development of Australia's vocational education and training system. This may include:
Information may also be disclosed by NCVER to authorised Commonwealth, state or territory government departments, regulators and other organisations in accordance with applicable VET data and privacy requirements.
VET Privacy Notice
Students undertaking nationally recognised training are provided with the applicable VET Privacy Notice as part of the BARS Training Australia enrolment process.
The VET Privacy Notice provides further information about the collection of personal information for national VET reporting, how information may be used and disclosed by NCVER and government agencies, and the student's privacy rights.
The VET Privacy Notice operates alongside this BARS Training Australia Privacy Policy and any additional collection or privacy notices that apply to a particular training or funding arrangement.
Student Surveys
Students may be contacted to participate in surveys conducted by NCVER, government departments or their authorised representatives.
Survey information may be used to evaluate training outcomes, student experiences and the effectiveness of vocational education and training programs. Where an individual has an option not to participate in a particular survey, this will be explained when they are contacted.
Queensland Government-Funded Training
Where a student applies for or undertakes Queensland Government-funded training, BARS Training Australia may be required to collect and disclose additional information to the Queensland Department of Trade, Employment and Training (DTET).
This may include information required to:
BARS Training Australia will only collect additional funding information where it is relevant to the applicable program and the student's circumstances.
Students undertaking government-funded training may also receive additional privacy or collection notices required under the applicable government program.
Unique Student Identifier (USI)
Students undertaking nationally recognised training are generally required to have a Unique Student Identifier (USI) in accordance with applicable Commonwealth requirements.
BARS Training Australia may collect and use a student’s USI to:
Students are responsible for providing accurate information to enable their USI to be verified. Where a student does not already have a USI, BARS Training Australia may provide information about how to create one or, where authorised, assist with the process.
USI information is only accessed, used or disclosed for authorised purposes and is protected from misuse, interference, loss and unauthorised access or disclosure.
Identification and Identity Verification
BARS Training Australia may require evidence of identity where necessary for enrolment, USI verification, government-funded training, regulatory requirements, licensing-related training or to protect the integrity of training and assessment.
The identification required will depend on the purpose of the verification and the student’s circumstances. BARS Training Australia will only request identification that is reasonably required for the particular purpose.
Identification may include government-issued photographic identification or other documents accepted for the relevant verification process.
Additional evidence may be required for government-funded training, concessional status or other programs where eligibility must be established and documented.
Copies of Identification Documents
Where BARS Training Australia needs to collect or retain a copy or image of an identification document, the document will be treated as personal information and protected accordingly.
Access will be restricted to authorised personnel and service providers who require the information for legitimate enrolment, verification, regulatory, funding, audit or record-keeping purposes.
Identification documents will not be used for unrelated purposes unless the individual has consented or the use is otherwise required or authorised by law.
Where BARS Training Australia is only required to sight or verify a document rather than retain a copy, the document should not be retained unnecessarily.
Photographs and Identity Verification
BARS Training Australia may collect a recent photograph or other identity verification information where reasonably required to confirm the identity of a student, maintain the integrity of training and assessment or satisfy a regulatory, funding or contractual requirement.
Photographs collected for identity verification will not be used for advertising, promotional or unrelated purposes without appropriate authorisation.
Where photographs or images form part of required training, assessment, funding or audit evidence, they may be retained for the period required by the applicable regulatory, contractual or record-keeping requirements.
Use and Disclosure of Personal Information
BARS Training Australia uses and discloses personal information for the purposes for which it was collected, for directly related purposes where reasonably expected, where the individual has provided appropriate consent, or where use or disclosure is otherwise required or authorised.
Personal information may be used and disclosed where necessary to:
BARS Training Australia will not sell personal information or disclose it to unrelated third parties for their own marketing purposes.
Government Agencies and Regulatory Authorities
Where required or authorised, BARS Training Australia may disclose relevant personal information to government departments, regulatory authorities and organisations responsible for administering vocational education and training, government-funded programs or regulated activities.
These may include:
Only information relevant to the applicable reporting, regulatory, funding, audit or other authorised purpose will be disclosed.
Employers and Organisations Paying for Training
Where training is arranged or paid for by an employer or another organisation, BARS Training Australia may provide information reasonably required to administer that training arrangement.
Depending on the arrangement and the authority provided, this may include:
Payment for training by another person or organisation does not automatically provide unrestricted access to all personal information held about the student.
BARS Training Australia will consider the purpose of the training arrangement, the authority provided by the student and any applicable contractual or legal requirements before disclosing student information.
Employment Service and Other Funding Providers
Where a student’s training is arranged or funded by an employment service provider, employer, community organisation or another third party, BARS Training Australia may disclose information reasonably required to administer and verify that arrangement.
Information disclosed may include enrolment, attendance, participation, progress, completion and training outcome information where the disclosure is authorised, reasonably necessary for the arrangement or otherwise required.
Service Providers
BARS Training Australia uses third-party service providers and technology systems to support its training and business operations.
These may include providers of:
Service providers are only given access to information reasonably necessary to provide the relevant service and are expected to handle information appropriately and securely.
Law Enforcement, Legal Proceedings and Safety
BARS Training Australia may disclose personal information where required or authorised by law, including in response to a lawful request, court order, subpoena, warrant or other legal process.
Information may also be disclosed where permitted by applicable law to prevent or respond to a serious threat to an individual’s life, health or safety or to address other circumstances where disclosure is legally authorised.
Where appropriate, BARS Training Australia will maintain a record of significant disclosures made outside its ordinary training, reporting and administrative activities.
Communications with Students and Prospective Students
BARS Training Australia may communicate with students and prospective students by telephone, email, SMS, online systems or other appropriate communication methods.
Communications reasonably necessary to administer an enquiry, application, enrolment or training activity may include:
These communications form part of BARS Training Australia’s administration and delivery of training and are not treated as optional marketing communications merely because they are sent electronically.
Direct Marketing
From time to time, BARS Training Australia may provide information about courses, refresher training, professional development, industry information or other services that may be relevant to students, former students or people who have made an enquiry.
Direct marketing communications will only be sent where BARS Training Australia has an appropriate basis to do so and will be managed in accordance with applicable communication and privacy requirements.
Where required, marketing communications will provide a clear and practical method for the recipient to unsubscribe or opt out of receiving further marketing communications.
An individual who opts out of marketing may still receive communications that are reasonably necessary to administer current training, maintain required records, respond to their requests or provide important information relating to training they have undertaken.
Communication Preferences
Individuals may ask BARS Training Australia to update their communication details or preferences.
Requests to stop receiving optional marketing communications will be actioned as soon as reasonably practicable.
Where an individual has multiple relationships with BARS Training Australia — for example, as a current student and a former student receiving course updates — opting out of marketing does not prevent BARS Training Australia from contacting them about their current enrolment, training or other matters that require communication.
Consent
Where BARS Training Australia relies on an individual’s consent to collect, use or disclose personal or sensitive information, consent will be sought in a manner appropriate to the circumstances.
Consent should be informed and relate to the particular purpose for which the information will be collected, used or disclosed.
Where practicable, BARS Training Australia will not combine consent for an optional use of personal information with an unrelated mandatory enrolment or training requirement.
An individual may withdraw consent for an optional use or disclosure by contacting BARS Training Australia. Withdrawal of consent does not affect information already used or disclosed lawfully before the consent was withdrawn.
Where information is required by law, VET reporting requirements, a government-funded training program, regulatory requirements or as a necessary part of delivering and assessing the training, BARS Training Australia will explain the consequences if the required information is not provided.
Storage and Information Security
BARS Training Australia takes reasonable steps to protect personal and sensitive information from misuse, interference, loss, unauthorised access, modification or disclosure.
Personal information may be held electronically or, where necessary, in physical records.
BARS Training Australia uses administrative, technical and physical safeguards appropriate to the nature of the information held. These may include:
Access to personal information is limited to people who reasonably require it to perform their duties or provide services to BARS Training Australia.
Staff and Contractors
Staff, trainers, assessors and contractors may have access to personal information where this is necessary to perform their role.
BARS Training Australia requires people with access to personal information to handle that information appropriately and maintain confidentiality.
Access should be limited to the information reasonably required for the person’s role and removed or changed when that access is no longer required.
Third-Party Systems and Service Providers
BARS Training Australia uses external service providers and technology platforms to support the delivery and administration of its services.
These may include providers of:
Where a service provider handles personal information on behalf of BARS Training Australia, only information reasonably necessary for the relevant service should be made available to that provider.
BARS Training Australia takes reasonable steps when selecting and managing service providers to consider appropriate privacy, confidentiality and information security requirements.
Storage and Processing Locations
Electronic services used by BARS Training Australia may involve information being stored or processed using infrastructure operated by third-party service providers.
The location in which information is stored or processed may depend on the particular service provider and technology being used.
Where applicable privacy, government funding, regulatory or contractual requirements impose conditions on the storage, processing or disclosure of personal information, BARS Training Australia will take reasonable steps to comply with those requirements.
Data Breaches and Security Incidents
BARS Training Australia will respond to suspected or confirmed loss, unauthorised access, disclosure or other security incidents involving personal information.
Where an incident occurs, BARS Training Australia will take reasonable steps to:
Security incidents will be reviewed to identify whether changes to systems, procedures, access controls or staff practices are required.
Accuracy and Data Quality
BARS Training Australia takes reasonable steps to ensure that personal information collected, used and disclosed is accurate, complete, relevant and up to date for the purpose for which it is required.
Students and other individuals are encouraged to advise BARS Training Australia when their personal information changes or where they believe information held about them is incorrect.
Depending on the information involved, BARS Training Australia may require appropriate evidence before changing information contained in official training, certification, government reporting or funding records.
Access to Personal Information
Individuals may request access to personal information BARS Training Australia holds about them.
Requests should identify the information being sought and provide sufficient details to allow BARS Training Australia to verify the identity of the person making the request.
BARS Training Australia will respond to requests within a reasonable period and may provide access by:
Before providing access, BARS Training Australia may require satisfactory evidence of identity to ensure personal information is not disclosed to an unauthorised person.
Access requests may be submitted to:
Correction of Personal Information
Individuals may ask BARS Training Australia to correct personal information they believe is inaccurate, incomplete, out of date or misleading.
Where appropriate, BARS Training Australia will correct the information and update relevant records or systems.
Where the requested correction relates to information already reported to another organisation, such as NCVER or a government department, BARS Training Australia will take appropriate steps where correction or resubmission is available and required.
Some training and assessment records cannot simply be altered because an individual disagrees with the recorded outcome. Requests concerning an assessment decision or competency outcome may need to be addressed through the BARS Training Australia complaints and appeals process.
When Access or Correction May Be Limited
In some circumstances, BARS Training Australia may be unable to provide access to particular information or make a requested correction.
This may occur where:
Where access or correction is refused or limited, BARS Training Australia will explain the reason where appropriate and advise the individual of any available complaint or review process.
Verification and Record Integrity
BARS Training Australia may retain an audit trail or historical record of amendments made to student information where this is required to maintain the integrity of training, assessment, certification, funding or regulatory records.
Correcting information does not necessarily require the deletion of the original record where BARS Training Australia has a legitimate or regulatory requirement to preserve the history of the record.
Retention of Personal Information
BARS Training Australia retains personal information and records for as long as reasonably required for the purpose for which the information was collected and to meet applicable regulatory, VET reporting, government funding, contractual, taxation, legal and business requirements.
The period for which information is retained depends on the type of record and the requirements applying to it.
Records retained by BARS Training Australia may include:
BARS Training Australia will apply the relevant retention requirement to each type of record rather than retaining all personal information for the same period.
Training and Certification Records
Certain training and certification records must be retained in accordance with applicable VET regulatory requirements.
BARS Training Australia maintains sufficient records to demonstrate training and assessment activity and to enable the reissue or verification of certification documentation where required.
The retention period applying to assessment evidence may differ from the period applying to certification records.
Government-Funded Training Records
Where training is delivered under a government-funded program, BARS Training Australia may be required to retain additional information and evidence for the period specified by the applicable funding agreement, program policy or evidence requirements.
This may include evidence relating to eligibility, concessional status, participation, training delivery, assessment, funding claims and other information required to substantiate compliance.
Information collected specifically for a government-funded training program will be retained in accordance with the requirements applying to that program.
Identification Documents
Copies of identification documents will only be retained where there is a legitimate regulatory, funding, verification, contractual or business requirement to retain them.
Where BARS Training Australia is only required to sight or verify an identification document, a copy should not be retained unnecessarily.
Where evidence must be retained to demonstrate eligibility, identity verification or compliance, it will be retained for the applicable period and protected as personal information.
Secure Destruction or De-identification
When personal information is no longer required to be retained, BARS Training Australia will take reasonable steps to securely destroy or permanently de-identify it, subject to any applicable legal, regulatory, funding, contractual or record-keeping requirement.
Depending on the format of the information, this may include:
Information contained in system backups may remain for a limited period in accordance with normal backup and recovery processes before being overwritten or securely removed.
Closure or Cessation of RTO Operations
If BARS Training Australia ceases operating as an RTO, required student and certification records will be managed, transferred or otherwise dealt with in accordance with applicable regulatory requirements and any directions issued by the relevant regulator.
Personal information that is not required to be transferred or retained will continue to be protected and securely managed or destroyed as appropriate.
Privacy Complaints
BARS Training Australia takes concerns about the handling of personal and sensitive information seriously.
An individual who believes BARS Training Australia has not handled their personal information appropriately is encouraged to raise the matter with us so that the circumstances can be reviewed and, where appropriate, corrective action taken.
A privacy complaint may relate to matters including:
Making a Privacy Complaint
Privacy complaints should preferably be made in writing and include sufficient information for BARS Training Australia to understand and investigate the concern.
Complaints may be submitted by email to:
or in writing to:
Chief Executive Officer
BARS Training Australia
PO Box 516
Runaway Bay QLD 4216
Where necessary, BARS Training Australia may contact the complainant to obtain additional information or clarify the matters raised.
How We Handle Privacy Complaints
BARS Training Australia will consider privacy complaints fairly and within a reasonable period.
Depending on the nature of the complaint, this may involve:
BARS Training Australia may maintain a record of privacy complaints and actions taken for governance, compliance and continuous improvement purposes.
External Complaint and Review Options
If an individual is not satisfied with BARS Training Australia’s response, an external complaint or review option may be available depending on the circumstances and the privacy requirements applying to the information concerned.
This may include an applicable Commonwealth or Queensland privacy authority, government department, regulator or other body with responsibility for the relevant information or service.
BARS Training Australia will provide information about an appropriate external complaint avenue where applicable.
Nothing in this Privacy Policy limits any right an individual may have to make a complaint to a regulator, government agency or other authority where that right exists.
Contacting BARS Training Australia About Privacy
Questions about this Privacy Policy, the personal information BARS Training Australia holds, or how personal information is collected, used, stored or disclosed can be directed to:
BARS Training Australia
RTO 32061
PO Box 516
Runaway Bay QLD 4216
General privacy enquiries, access and correction requests:
support@barstraining.edu.au
Privacy complaints:
ceo@barstraining.edu.au
Telephone:
(07) 5529 0834
Individuals should provide sufficient information for BARS Training Australia to identify the matter and respond appropriately. BARS Training Australia may require appropriate identification before providing access to personal information or discussing information relating to an individual student.
External Privacy and VET Information
Depending on the circumstances, further information about privacy and the handling of vocational education and training information may be available from relevant government authorities.
These include:
The availability of a particular complaint or review process will depend on the circumstances and the laws, regulatory requirements or government arrangements applying to the information concerned.
Changes to this Privacy Policy
BARS Training Australia may update this Privacy Policy from time to time to reflect changes to legislation, regulatory requirements, government-funded training arrangements, technology, systems or business practices.
The current version will be published on the BARS Training Australia website.
Where a significant change materially affects how personal information is collected, used or disclosed, BARS Training Australia may take additional reasonable steps to inform affected individuals where appropriate.
Policy Review
This Privacy Policy will be periodically reviewed as part of BARS Training Australia’s governance and continuous improvement processes to ensure it remains current, appropriate and consistent with applicable requirements.