Privacy Policy

Purpose and commitment to privacy

Australian Community Education College (ACEC) – Registration Code 91797 – is committed to protecting the privacy and confidentiality of personal information it collects, holds, uses and discloses.

ACEC manages personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), applicable VET privacy and data-reporting requirements, and other relevant legal and regulatory obligations. This Privacy Policy explains how ACEC collects, uses, stores, protects and discloses personal information and how individuals may access or correct their information or raise a privacy concern.

This policy applies to personal information collected through ACEC’s website, online learning systems, enrolment and student administration systems, communications, training and assessment activities and other interactions with ACEC.

What personal information we collect and hold

The information ACEC collects depends on the nature of the individual’s interaction with the organisation. This may include information such as:

• name, address, telephone number and email address
• date of birth and other identification information
• Unique Student Identifier (USI) and information required for VET administration and reporting
• enrolment, training, assessment and academic information
• information relating to LLND needs, reasonable adjustments and student support
• employment and workplace information where relevant to training or assessment
• information provided through enquiries, applications, surveys, complaints or feedback
• payment and transaction information where applicable
• information generated through use of ACEC’s website, online systems and learning platforms.

Where reasonably necessary for a particular purpose and permitted or authorised by law, ACEC may collect sensitive information. This may include information relevant to a student’s health, disability, support needs or other circumstances where the information is necessary to provide appropriate training, assessment or support. Such information will be handled in accordance with applicable privacy requirements.

How we collect personal information

ACEC may collect personal information directly from individuals through:

• enrolment and application forms
• online forms and the ACEC website
• student and learning management systems
• email, telephone and other communications
• training and assessment activities
• surveys, feedback and complaints
• requests for support or reasonable adjustment.

ACEC may also collect information from third parties where permitted or required by law, including relevant government agencies, VET data systems, training or workplace partners and authorised representatives.

Website and cookies

When you visit the ACEC website, we may collect technical information such as your IP address, browser type, device information and information about how you use our website. We may use cookies and similar technologies to support website functionality, security and website analytics. Where we collect personal information through our website, we will handle that information in accordance with this Privacy Policy. You can adjust your browser settings to restrict or reject cookies. Some website functionality may be affected as a result.

How we use personal information

ACEC uses personal information for purposes including:

• processing and managing enrolments
• delivering and administering VET training and assessment
• providing student support
• identifying and responding to individual learning and support needs
• managing student progress and completion
• administering payments and other business transactions
• meeting VET regulatory, reporting and quality assurance requirements
• communicating with students, trainers, staff and other relevant parties
• responding to enquiries, complaints and feedback
• improving training, assessment and organisational services
• maintaining the security and integrity of ACEC systems
• other purposes permitted or required by law.

ACEC will only use personal information for a purpose that is reasonably necessary for its functions and activities or otherwise permitted or required by law.

Artificial Intelligence and automated technologies

ACEC recognises that Artificial Intelligence (AI) technologies can support training, assessment administration, student services, quality assurance and business operations. ACEC may use approved AI technologies for purposes including:

• learner information and support
• administrative assistance
• document drafting and content development
• quality assurance and document review
• data and trend analysis
• compliance and reporting support
• development of learning resources and communications.

Where an AI system processes personal information, ACEC will consider the privacy, security, accuracy, fairness and other risks associated with that use and will apply appropriate controls. ACEC will minimise the personal information provided to AI systems and will only use approved AI systems for organisational purposes.

ACEC does not currently use AI to independently determine:

• assessment outcomes or competency
• awarding of qualifications
• course completion
• student progression
• disciplinary outcomes.

Where AI is used to provide recommendations, generate information or otherwise support a process, human oversight and professional judgement remain the responsibility of appropriately authorised ACEC personnel. AI-generated information or recommendations do not constitute an assessment judgement or decision by ACEC.

 Where ACEC uses an AI-enabled system to process personal information in providing a service to an individual, ACEC will take reasonable steps to provide appropriate information about the purpose of the AI use and the nature of the personal information processed.

ACEC will not knowingly upload sensitive personal information to unauthorised public AI systems. The use of AI at ACEC is governed by the AI Governance Policy, which establishes requirements relating to human oversight, transparency, fairness, accountability, privacy, risk assessment, monitoring and continuous improvement.

How we hold personal information

ACEC holds personal information in electronic systems, including student administration, learning management, document management, email and other systems used to conduct its functions and activities. Personal information may be stored by authorised third-party technology or service providers acting on ACEC’s behalf. ACEC takes reasonable steps to ensure that such providers have appropriate privacy and security arrangements.

How we disclose personal information

ACEC may disclose personal information where reasonably necessary to provide services, meet legal or regulatory obligations, or perform legitimate organisational functions. This may include disclosure to:

• government departments and agencies
• ASQA and other VET regulators
• NCVER and relevant VET data systems
• state or territory training authorities
• USI-related systems and authorities
• authorised contractors and service providers
• technology and learning management system providers
• trainers, assessors and other personnel where necessary to provide training and support
• other parties where the individual has authorised the disclosure or disclosure is otherwise permitted or required by law.

 VET-specific disclosures

ACEC will provide the applicable VET Privacy Notice to students as required under the VET data reporting framework. This notice explains the collection, use and disclosure of personal information for national VET data purposes, including information provided to NCVER and relevant government authorities.

 Overseas disclosure

Some technology, cloud-storage or service providers used by ACEC may process or store information outside Australia. The countries in which these providers may be located can vary depending on the services used by ACEC. Where practicable, ACEC will identify relevant overseas locations.

Before using a service involving overseas processing of personal information, ACEC will consider applicable privacy obligations, contractual arrangements, security controls and the risks associated with the overseas disclosure. Where required, ACEC will take reasonable steps to ensure that overseas recipients handle personal information consistently with applicable privacy requirements.

Security of personal information

ACEC takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Security measures may include:

• access controls
• authentication and password protections
• encryption where appropriate
• firewalls and system security controls
• restricted access to personal information
• secure storage and transmission
• monitoring and review of information-security arrangements.

Access to personal information is limited to authorised persons who require the information for legitimate organisational purposes. Individuals should notify ACEC immediately if they suspect unauthorised access to their account or personal information.

Accessing and correcting personal information

Individuals may request access to personal information ACEC holds about them and may request that inaccurate, incomplete or out-of-date information be corrected. Students and staff may update certain information through the relevant ACEC online system where this functionality is available.

Requests may also be made by contacting ACEC at:

[email protected]

ACEC will respond to requests within a reasonable period and may need to verify the identity of the person making the request.

 Privacy complaints

If you believe ACEC has mishandled your personal information, you may make a privacy complaint by contacting:

Australian Community Education College Pty Ltd
Email: [email protected]
Phone: 1300 363 954

ACEC will investigate privacy complaints in accordance with its complaints and privacy procedures and will respond within a reasonable period. If you are not satisfied with ACEC’s response, you may have the right to complain to the Office of the Australian Information Commissioner (OAIC).

Links to other websites

The ACEC website may contain links to external websites. ACEC does not control the privacy practices or security of those websites. Individuals should review the privacy policy of an external website before providing personal information.

Privacy and AI review

ACEC will periodically review its privacy and AI governance arrangements to ensure they remain appropriate and aligned with changes to legislation, regulatory requirements, OAIC guidance, VET requirements and the technologies used by the organisation.

Where ACEC proposes to introduce a new AI system that processes personal information or makes or significantly influences decisions affecting individuals, the organisation will undertake an appropriate risk assessment and review its privacy and governance requirements before implementation.

Related policies and documents

This Privacy Policy should be read in conjunction with:

• AI Governance Policy
• VET Privacy Notice
• Student Handbook
• Complaints and Appeals Policy
• Information Security / Data Protection procedures
• Records Management Policy
• Student Support and Reasonable Adjustment procedures.

Review

This policy will be reviewed at least annually, or earlier where required due to:

• legislative or regulatory changes
• changes to VET data requirements
• changes to OAIC guidance
• implementation of new AI technologies
• significant privacy or information-security incidents
• changes to ACEC’s functions, systems or service providers
• findings from monitoring, complaints, audits or continuous improvement activities.

 

(updated 27 August 2026)