Privacy Policy
ReadCloudVET is committed to protecting the privacy of everyone whose personal information we collect and handle. This Privacy Policy explains what information we collect, why we collect it, how we use and store it, and how you can access or correct your information.
ReadCloudVET programs are delivered through three specialist registered training organisations:
- AIET RTO 121314
- COSAMP RTO 41549
- Ripponlea Institute RTO 21230
Each RTO is a separate legal entity and may hold personal information about students and staff relevant to the programs it delivers. This Privacy Policy applies to ReadCloudVET and its activities on behalf of those RTOs. Each RTO also maintains its own privacy obligations under the Standards for Registered Training Organisations (RTOs) 2025.
We collect and handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We also comply with applicable state and territory legislation governing the handling of information in educational contexts.
What Information We Collect
We collect personal information only where it is reasonably necessary for our functions and activities. The type of information we collect depends on who you are and how you interact with us.
School staff and VET Coordinators
When a school or school staff member contacts us, submits an enquiry, books a consultation, or registers for a professional learning event, we may collect:
- Name and job title
- School name and state or territory
- Email address and phone number
- Information about the school's current VET delivery arrangements
- Industry areas or programs of interest
- Any additional information provided voluntarily in enquiry forms or correspondence
Students
Where students are enrolled in a VET program delivered through ReadCloudVET's partnership model, we may collect personal information necessary to support enrolment, training delivery, and compliance reporting. This may include:
- Name and date of birth
- Contact details (held by the school and provided to the relevant RTO for enrolment purposes)
- Enrolment and training records
- Assessment progress and results within the ReadCloudVET Hub
- Unique Student Identifier (USI), as required under the Student Identifiers Act 2014
- Information required for state and territory senior secondary certificate recognition
Student personal information is collected and managed through the school and the relevant RTO for the purposes of training delivery and compliance only.
Website visitors
When you visit readcloudvet.com, we may collect non-personally identifying information through cookies and analytics tools, including:
- Browser type and device information
- Pages visited and time spent on the site
- Referring URL
- General geographic location (not precise location)
This information is used to understand how our website is used and to improve the user experience. It is not used to identify individual visitors.
How we collect information
We collect personal information in the following ways:
- Through enquiry forms, consultation bookings, professional learning event registrations or direct contact via phone or email
- Pre-enrolment and enrolment forms
- Student information provided by partner schools for the purposes of enrolment
- Submitted student assessment
- From our website, through cookies and analytics tools (see Section 2 above)
How We Use Personal Information
We use personal information only for the purposes for which it was collected, or for a directly related purpose that you would reasonably expect.
School staff and VET Coordinators
Information collected from school staff is used to:
- Respond to enquiries and arrange consultations
- Recommend programs and support school VET planning
- Administer professional learning event registrations
- Communicate about ReadCloudVET programs, events, and relevant updates
- Manage the school partnership relationship throughout the year
Students
Student personal information is used to:
- Process enrolment with the relevant ASQA-registered RTO
- Track assessment progress and results within the ReadCloudVET Hub
- Generate completion records, certificates, and Statements of Attainment
- Meet compliance and reporting obligations under the Standards for RTOs 2025
- Meet compliance and reporting obligations under the National Vocational Education and Training Regulator Act 2011
- Report to state and territory senior secondary certificate authorities where applicable
- Fulfil obligations under the Student Identifiers Act 2014
Student information is not used for marketing or commercial purposes.
Who We Share Information With
We do not sell personal information to third parties. We may share personal information with the following parties where necessary to fulfil our functions:
Our registered training organisations
Student enrolment and compliance information is collected by the relevant RTO for the purpose of registering enrolments, tracking training, and issuing qualifications. Each RTO is subject to its own privacy obligations under applicable legislation.
State and territory reporting authorities
Where required by law or the conditions of senior secondary certificate recognition, student training records may be reported to state and territory education authorities, including VCAA, QCAA, NESA, SCSA, the SACE Board, and equivalent bodies in other jurisdictions.
ASQA and the Australian Government
As registered training organisations, AIET, COSAMP, and Ripponlea Institute are required to submit training activity data to the National Centre for Vocational Education Research (NCVER) via the Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS). This is a legal requirement for all RTOs and is not optional.
Service providers
We may share information with third-party service providers who assist us in operating our business, including technology providers who support the RTO operations. These providers are required to handle personal information only in accordance with our instructions and are not permitted to use it for their own purposes.
Podio, VETtrak, Campaign Monitor, Formstack, Google Suite
Overseas disclosure
We do not routinely disclose personal information to overseas recipients. If this changes, we will update this policy and take steps to ensure the recipient handles information in a way consistent with the Australian Privacy Principles.
How We Store and Protect Information
We take reasonable steps to protect the personal information we hold from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps include:
- Secure access controls and authentication for the ReadCloudVET Hub
- Encrypted data transmission (HTTPS) across our website and platforms
- Access to personal information limited to staff and contractors who need it to perform their role
- Regular review of our data security practices
Student assessment and enrolment data is retained for the period required to meet RTO compliance obligations under the Standards for RTOs 2025. School staff contact information is retained while the school partnership is active and for a reasonable period after the relationship ends.
When personal information is no longer needed and we are not required by law to retain it, we will take reasonable steps to destroy or de-identify it securely.
Accessing and Correcting Your Information
You have the right to request access to the personal information we hold about you, and to request that we correct any information that is inaccurate, out of date, incomplete, or misleading.
To make an access or correction request, please contact us using the details in Section 9. We will respond within a reasonable timeframe and in accordance with the Australian Privacy Principles. In most cases we will respond within 30 days of receiving your request.
We will not charge a fee for making an access request, though we may charge a reasonable fee for the cost of providing access where this involves significant effort.
If we are unable to give you access to the information you have requested, or if we decline to correct information, we will explain why in writing.
For requests relating to student records, please note that access rights may be subject to the involvement of the partner school and the relevant RTO, and may also be affected by applicable state education legislation.
How to Make a Privacy Complaint
If you believe we have handled your personal information in a way that does not comply with this policy or the Australian Privacy Principles, we encourage you to contact us in the first instance so we can attempt to resolve the matter.
Please contact us using the details in Section 9. We will acknowledge your complaint promptly and respond within 30 days. If the matter is complex, we may take longer, and we will keep you informed of our progress.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.
Contact Us About Privacy
If you have a question about this Privacy Policy, want to request access to or correction of your personal information, or want to make a complaint, please contact us:
Email: compliance@readcloud.com
Phone: (03) 9060 7870
Post: ReadCloudVET, Level 1, 126 Church Street, Brighton VIC 3186
Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. When we make a significant change, we will update the effective date at the top of this page. We encourage you to review this policy periodically.
Continued use of our website or services after an update constitutes acceptance of the revised policy.