About this policy

This Privacy Policy explains how VET Assessment Solutions handles personal information. It covers the information we collect through www.vetassessmentsolutions.com, when you buy resources from us, when you use our customised services or consulting, and when you contact us by phone or email. 

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Most of the people we deal with are working on behalf of a Registered Training Organisation (RTO), but the details you give us, such as your name, work email and phone number, are still personal information and we treat them that way. 

By using our website or services, you acknowledge that we’ll handle your personal information as described here. 

Who we are

In this policy, “VET Assessment Solutions”, “VAS”, “we”, “us” and “our” mean Immaculate Group Pty Ltd ATF Noah Family Trust T/A VET Assessment Solutions, ABN 65 613 121 878, of 190 Queen Street, Melbourne VIC 3000. 

We develop learning and assessment resources for units of competency, provide customised compliance documents such as Training and Assessment Strategies (TAS), session plans and pre-validation reports, and offer VET compliance consulting to RTOs across Australia. 

The personal information we collect

We only collect personal information that’s reasonably necessary for what we do. The kinds of information we collect depend on how you deal with us. 

Enquiries and contact forms 

When you use our contact form or email us, we collect your name, email address, phone number (if you give it), your RTO or organisation name, and anything you include in your message. 

Free sample requests 

When you request a free sample, we collect your name, RTO name, email address and the qualification or unit you’re interested in. 

Pre-orders and “Notify Me” registrations 

When you submit a pre-order request or register your interest in a unit that isn’t yet available, we collect your name, contact details, RTO name, the units or qualifications you want, and any other details you add to the form. 

Purchases 

When you buy resources or services through our online shop, we collect your billing name, business or RTO name, billing address, email address, phone number, the products you order and your order history. Card payments are handled by our third-party payment provider. We don’t see or store your full card number. 

Customised services and consulting 

When we prepare a customised TAS, session plan, pre-validation report or contextualisation, or work with you on a consulting engagement, we collect the contact details of the people we work with at your RTO, along with their role and the documents and information you share so we can do the work. Consulting can include initial registration and add-to-scope applications, audit preparation and rectification, validation, policies and procedures, and general compliance advice. 

Audit and validation reports 

If you ask us to fix or help challenge an audit or validation finding about one of our resources, we’ll ask for the relevant audit or validation report. These reports can contain names and details of RTO staff and, occasionally, learners. Section 8 explains how we handle that. 

When you visit our website 

Our website and the tools it uses automatically collect technical information, such as your IP address, browser and device type, the pages you visit, how you arrived at our site (for example, from a Google ad or search), and how you interact with forms and pages. Section 10 explains this in more detail. 

Phone calls and emails 

If you call or email us, we keep a record of the conversation or correspondence, including your contact details and what we discussed, so we can follow up and keep track of your orders and requests. 

Sensitive information

We don’t ask for sensitive information (such as health information, racial or ethnic origin, or criminal record) in the normal course of selling resources. 

Some consulting work can involve it. For example, RTO registration and add-to-scope applications require information about an RTO’s key people for the Fit and Proper Person requirements under the Standards for RTOs. Where we need sensitive information to do the work, we’ll only collect it with the consent of the person it’s about, or where the law requires or allows it, and only to the extent needed for that engagement. 

How we collect personal information

We collect most personal information directly from you, for example when you fill in a form, place an order, email us, call us or meet with us. 

Sometimes we collect it from someone else, such as a colleague at your RTO who passes on your details as the contact for an order or engagement, or from publicly available sources such as the National Register on training.gov.au when we’re confirming an RTO’s details. If you give us personal information about another person, please make sure they know you’re doing so and that they can read this policy. 

We also collect some information automatically through cookies and similar technologies on our website. 

If we receive personal information we didn’t ask for and don’t need, we’ll destroy or de-identify it where it’s lawful and reasonable to do so. 

Dealing with us anonymously

You can browse our website and ask general questions without telling us who you are. To send you a sample, process an order or deliver services, we need your name and contact details and the RTO you’re buying for, so it isn’t practical to deal with us anonymously for those. 

Why we collect, use and hold personal information

We use personal information to: 

  • respond to enquiries and send free samples 
  • process orders, take payment, issue tax invoices and deliver resources, including resending download links 
  • manage pre-orders and keep you updated on build progress and delivery dates 
  • let you know when a unit you registered interest in becomes available 
  • prepare customised documents and deliver consulting services 
  • administer the licence that applies to resources you buy, which is limited to the purchasing RTO 
  • review and respond to audit or validation findings about our resources 
  • keep business records and meet our tax and other legal obligations 
  • protect our website from spam, fraud and misuse 
  • understand how people use our website and measure how our advertising performs, so we can improve both 
  • send you information about our resources and services, where you’ve agreed to it or it’s otherwise allowed (see section 9) 

We’ll only use or disclose your personal information for another purpose if you consent, if you’d reasonably expect it and it’s related to the original purpose, or if the law requires or allows it. 

Learner and staff information in the documents you share

RTOs sometimes send us documents that contain other people’s personal information, such as audit reports, validation records, completed assessments, TAS documents or staff matrices. We use that information only to do the work you’ve asked for, we limit access to the people working on your job, and we don’t use it for marketing. 

Where you can, please remove or de-identify learner details before you send documents to us. We rarely need a learner’s identity to review an assessment tool or respond to a finding, and sending less is safer for everyone. 

Your RTO stays responsible for its own obligations to its learners and staff, including telling them how their information may be shared with service providers like us. 

Marketing communications

We may email you about new units, qualification updates, pre-order offers and our services if you’ve asked to hear from us (for example, by registering your interest in a unit) or where we have an existing business relationship with you and the Spam Act 2003 (Cth) allows it. 

Every marketing email includes a way to unsubscribe. You can also opt out at any time by emailing info@vetassessmentsolutions.com. We’ll still send you messages that relate to an order or engagement you have with us, such as delivery emails and invoices. 

We don’t sell, rent or trade personal information. 

Cookies and similar technologies

Cookies are small files stored on your device when you visit a website. Our website uses the following cookies and technologies. 

Type Provider What it does Your choice 
Essential Our website (WordPress and WooCommerce) Keeps your cart, checkout and session working and helps keep the site secure. Needed for the site to work 
Spam protection Google reCAPTCHA Checks that form submissions come from a person, not a bot. It collects hardware and software information, such as device and browser data, and sends it to Google. Needed to submit our forms 
Tag management Google Tag Manager Loads and manages the analytics and advertising tags on our site. Block via browser settings 
Analytics Google Analytics Shows us how visitors find and use our site, using aggregated reports. Google Analytics opt-out 
Advertising measurement Google Ads Tells us when a visit from one of our Google ads leads to an enquiry, call or purchase. Google My Ad Center 
Fonts Google Fonts Displays the fonts on our pages. Your browser connects to Google’s servers, which receive your IP address. Block via browser settings 

 

Most browsers let you block or delete cookies. If you block essential cookies or reCAPTCHA, parts of the site, including the cart, checkout and forms, may not work. 

This site is protected by reCAPTCHA, and the Google Privacy Policy and Terms of Service apply. Google’s handling of information collected through its tools is governed by Google’s own privacy policy. 

Who we share personal information with

We share personal information only as needed to run our business and deliver what you’ve asked for. This can include: 

  • Website, hosting and IT support providers, including the agency that builds and maintains our website 
  • Our payment provider, to process card payments 
  • Email and file-sharing providers, which we use to deliver resources and communicate with you 
  • Google, through the reCAPTCHA, Tag Manager, Analytics, Ads and Fonts services described in section 10 
  • Subject matter experts and VET professionals who help develop or review customised work for your RTO, where they need the information to do it 
  • Our accountants, lawyers and other professional advisers 
  • Government bodies and regulators, including ASQA or the Australian Taxation Office, where the law requires or allows it, or where you’ve asked us to lodge or communicate something on your behalf, such as a registration or add-to-scope application 

We expect our service providers to protect personal information and to use it only for the services they provide to us. 

Overseas disclosure

Some of the service providers we use store or process information outside Australia. Google services, for example, may process information in the United States and other countries where Google operates. Where we disclose personal information to an overseas recipient, we take reasonable steps to make sure it’s handled in a way that’s consistent with the APPs. 

How we store and protect personal information

We store personal information electronically in our website, email, accounting and file-sharing systems. We take reasonable steps to protect it from misuse, interference, loss, and unauthorised access, change or disclosure. These steps include: 

  • SSL encryption on our website 
  • password-protected systems, with access limited to the people who need it 
  • payment processing through a third-party payment provider, so card details don’t sit on our website 
  • download links for purchased resources that expire 7 days after delivery 
  • spam and bot protection on our forms 

No method of sending or storing data online is completely secure, so we can’t guarantee the security of information you send to us over the internet. 

How long we keep personal information

We keep personal information for as long as we need it for the purpose we collected it, and for as long as the law requires. Tax and transaction records, for example, are generally kept for five years. When we no longer need personal information, we take reasonable steps to destroy or de-identify it. 

Data breaches

If we become aware of a data breach involving personal information we hold, we’ll act quickly to contain it and assess the risk. Where a breach is likely to result in serious harm, we’ll notify the people affected and the Office of the Australian Information Commissioner (OAIC) as the Privacy Act requires. 

Automated decisions

We don’t use computer programs to make decisions about you that could reasonably be expected to significantly affect your rights or interests. Our website tools, such as reCAPTCHA, check whether a form submission looks like spam, but they don’t decide whether we’ll deal with you. If we start using personal information in automated decision-making of that kind, we’ll update this policy first to explain the kinds of information used and the kinds of decisions made. 

Accessing and correcting your personal information

You can ask to see the personal information we hold about you, and ask us to correct it if it’s inaccurate, out of date, incomplete, irrelevant or misleading. Please contact us using the details in section 20. 

We’ll need to confirm your identity before we act on a request. We’ll respond within a reasonable time, usually 30 days. There’s no charge to make a request. If giving you access involves significant work, we may charge a reasonable fee and will tell you before we proceed. 

In some cases the Privacy Act allows us to refuse access or correction, for example where giving access would unreasonably affect someone else’s privacy. If we refuse, we’ll explain why in writing and tell you how to complain. 

Making a privacy complaint

If you think we’ve mishandled your personal information, please contact us first using the details in section 20 and include as much detail as you can. We’ll acknowledge your complaint within 5 business days and aim to respond in full within 30 days. 

Links to other websites

Our website links to other sites, such as training.gov.au and asqa.gov.au. We aren’t responsible for the privacy practices of those sites, so please check their privacy policies. 

Contact us

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

Privacy Officer 

VET Assessment Solutions 

Immaculate Group Pty Ltd ATF Noah Family Trust T/A VET Assessment Solutions 

ABN 65 613 121 878 

190 Queen Street, Melbourne VIC 3000 

Email: info@vetassessmentsolutions.com 

Phone: 0437 214 286 

Changes to this policy

We may update this policy from time to time, for example when we change how we deliver resources, add new tools to our website or the law changes. The current version will always be on this page, with the date it was last updated at the top.