Your Privacy is Our Top Priority

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1. We respect your privacy 

1.1. ICOBEA Pty. Ltd. respects your right to privacy and is committed to safeguarding the privacy of our customers and website visitors. We adhere to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). This policy sets out how we collect and treat your personal information. 

1.2. "Personal information" is information we hold which is identifiable as being about you. 

2. Collection of personal information 

2.1. ICOBEA Pty. Ltd. will, from time to time, receive and store personal information you enter onto our website, provided to us directly or given to us in other forms. 

2.2. You may provide basic information such as your name, phone number, address and email address to enable us to send information, provide updates and process your product or service order. We may collect additional information at other times, including but not limited to, when you provide feedback, when you provide information about your personal or business affairs, change your content or email preference, respond to surveys and/or promotions, provide financial or credit card information, or communicate with our customer support.

2.3. Additionally, we may also collect any other information you provide while interacting with us. 

3. How we collect your personal information 

3.1. ICOBEA Pty. Ltd. collects personal information from you in a variety of ways, including when you interact with us electronically or in person, when you access our website and when we provide our services to you. We may receive personal information from third parties. If we do, we will protect it as set out in this Privacy Policy. 

4. Use of your personal information 

4.1. ICOBEA Pty. Ltd. may use personal information collected from you to provide you with information, updates and our services. We may also make you aware of new and additional products, services and opportunities available to you. We may use your personal information to improve our products and services and better understand your needs. 

4.2. ICOBEA Pty. Ltd. may contact you by a variety of measures including, but not limited to telephone, email, sms or mail. 

5. Disclosure of your personal information 

5.1. We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this Policy. Personal information is only supplied to a third party when it is required for the delivery of our services. 

5.2. We may from time to time need to disclose personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request. 

5.3. We may also use your personal information to protect the copyright, trademarks, legal rights, property or safety of ICOBEA Pty. Ltd., our website, its customers or third parties. 

5.4. Information that we collect may from time to time be stored, processed in or transferred between parties located in countries outside of Australia. 

5.5. If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer to the extent permissible at law our user databases, together with any personal information and non-personal information contained in those databases. This information may be disclosed to a potential purchaser under an agreement to maintain confidentiality. We would seek to only disclose information in good faith and where required by any of the above circumstances. 

5.6. By providing us with personal information, you consent to the terms of this Privacy Policy and the types of disclosure covered by this Policy. Where we disclose your personal information to third parties, we will request that the third party follow this Policy regarding handling your personal information. 

6. Security of your personal information 

6.1. ICOBEA Pty. Ltd. is committed to ensuring that the information you provide to us is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure. 

6.2. The transmission and exchange of information is carried out at your own risk. We cannot guarantee the security of any information that you transmit to us, or receive from us. Although we take measures to safeguard against unauthorised disclosures of information, we cannot assure you that personal information that we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy. 

7. Access to your personal information 

7.1. You may request details of personal information that we hold about you in accordance with the provisions of the Privacy Act 1988 (Cth). A small administrative fee may be payable for the provision of information. If you would like a copy of the information, which we hold about you or believe that any information we hold on you is inaccurate, out of date, incomplete, irrelevant or misleading, please email us at enquiries@icobea.com. 

7.2. We reserve the right to refuse to provide you with information that we hold about you, in certain circumstances set out in the Privacy Act. 

8. Complaints about privacy 

8.1. If you have any complaints about our privacy practices, please feel free to send in details of your complaints to PO Box 815, Bulimba, Queensland, 4171. We take complaints very seriously and will respond shortly after receiving written notice of your complaint.

9. Changes to Privacy Policy 

9.1. Please be aware that we may change this Privacy Policy in the future. We may modify this Policy at any time, in our sole discretion and all modifications will be effective immediately upon our posting of the modifications on our website or notice board. Please check back from time to time to review our Privacy Policy. 

10. Website 

10.1. When you visit our website 

When you come to our website www.icobea.com we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc. This information is used in an aggregated manner to analyse how people use our site, such that we can improve our service. 

10.2. Cookies 

We may from time to time use cookies on our website. Cookies are very small files which a website uses to identify you when you come back to the site and to store details about your use of the site. Cookies are not malicious programs that access or damage your computer. Most web browsers automatically accept cookies but you can choose to reject cookies by changing your browser settings. However, this may prevent you from taking full advantage of our website. Our website may from time to time use cookies to analyses website traffic and help us provide a better website visitor experience. In addition, cookies may be used to serve relevant ads to website visitors through third party services such as Google Adwords. These ads may appear on this website or other websites you visit. 

10.3. Third party sites 

Our site may from time to time have links to other websites not owned or controlled by us. These links are meant for your convenience only. Links to third party websites do not constitute sponsorship or endorsement or approval of these websites. Please be aware that ICOBEA Pty. Ltd. is not responsible for the privacy practises of other such websites. We encourage our users to be aware, when they leave our website, to read the privacy statements of each and every website that collects personal identifiable information. 

ICOBEA Pty. Ltd. collects personal information to provide training and assessment services. The RTO takes the security of individual’s private information and compliance with the Privacy Act seriously and for this reason use the information provided only for the purpose it was provided for.

Handling and protection of personal information is regulated under the Privacy Act 1988. The Privacy Act includes 13 Privacy Principles that apply to the handling and use of personal and sensitive information.

Personal information is defined under the Privacy Act as:

“Information or an opinion about an identified individual, or an individual who is reasonably identifiable”

(a) whether the information or opinion is true or not; and

(b) whether the information or opinion is recorded in a material form or not

The information within the Privacy policy is for Learners, Staff and other individuals and made publicly available. This policy made available on the RTO’s website and handbooks. 

Collection of personal information

Personal and sensitive information is collected through the enrolment process and payment of fees in carrying out its functions as a Registered Training Organisation (RTO). This information is collected in accordance with the requirements of the Standards for Registered Training Organisations (RTOs) 2015, the National VET Regulator Act 2011, Data Provision Requirements and the requirements for Total VET Reporting.

Personal information that is collected includes:

· Address

· Contact details (telephone and email)

· Postal address

· Date of birth

· Gender

· Unique Learner identifier 

· Emergency contact details

· Employment status including employment details (where necessary)

· Language spoken

· Reasons for study

· Education background

· Other legal requirements

Sensitive information that is collected includes:

· Ethnicity and origin 

· Language, literacy and numeracy support needs

· Health, disability and support needs

· Financial details such as credit card number

· Disability Statement

Disclosure of personal information

Personal information about Learners studying with ICOBEA Pty. Ltd. may be shared with Commonwealth and State Government agencies as required. Information regarding participation and enrolment will be shared with the Australian Skills Quality Authority (ASQA) and the National Centre for Vocational Education Research (NCVER) and the Department of Education Training and Employment (DETE). For Learners studying and accessing government funding, it is important that you are aware that information is shared with the agency responsible for the funding. 

ICOBEA Pty. Ltd. does not disclose an individual’s personal information to another person or organisation unless:

a) the individual concerned is aware that information is passed to that person or organisation;

b) the individual concerned has given written consent to the disclosure;

c) the Institute believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or of another person;

d) the disclosure is required or authorised by or under law; or

e) the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue.

Any person or organisation to whom personal information is disclosed as detailed in this policy is not to disclose or use the information for any other purpose than what it was supplied to them for.

Security and storage of information

ICOBEA Pty. Ltd. will take all steps possible to protect the security of the personal information that it holds, including taking appropriate measures to protect electronic materials and hard copy documents. We protect the personal information we hold against loss, unauthorised access, misuse, modification, copying, download or disclosure. All staff of the ICOBEA Pty. Ltd. are bound to act in accordance with the Australian Privacy Principles, this Privacy and Personal Information Policy and privacy and confidentiality.

Where information held by the ICOBEA Pty. Ltd. is no longer required, and retention not required by law, then all information of a personal nature will be destroyed safely.

Access to personal information

ICOBEA Pty. Ltd. makes available to Learners their personal information and access to their records upon request. There is no charge for a Learner to access their Learner file although a charge may apply to make a copies of the documents. For access to Learner records Learners should contact their Trainer or the Company Secretary.

Staff commitment to privacy and confidentiality

All staff, upon commencement, are required to sign to confirm that they have received a copy of and understand the content of this policy. All staff are committed to and implement their responsibilities under the Australian Privacy Principles.

Updating personal information

It is the individual’s responsibility to keep ICOBEA Pty. Ltd. (as the RTO) up-to-date of any changes to contact details. A Change of Enrolment from is available and must be completed as soon as is practicable. This allows ICOBEA Pty. Ltd. to maintain communication with the Learner.

Complaints and Compliance with this policy and Australian Privacy Principles 

Any concerns regarding the privacy of personal information, may lodge a complaint to the RTO Manager or the Chief Executive Officer (CEO) in accordance with the Complaints and Appeals Policy and Procedure. 

Source:

Privacy Policy

Extract from ICOBEA Pty. Ltd.'s Organisational Policies and Procedures Manual (OPPM)

Version 5.0

Last Updated: 15 October 2023