Unless otherwise indicated in this policy, the following words have the meaning indicated:

• Access involves giving information held by GEM to a student whose information it is. Giving access may include allowing the student to inspect personal information held about him/her and/or providing a copy of that information to him/her.
• Collection is the gathering, acquisition or obtaining of personal information. Collection includes when GEM keeps personal information it has come across by accident or has not asked for.
• Consent means voluntary agreement to some act, practice or purpose. It has two elements – knowledge of the matter agreed to; and voluntary agreement.
• Disclosure: in general terms GEM, discloses personal information when it releases information to others outside the College. It does not include giving students information about themselves (this is ‘access’ – see above).
• Employee of GEM means any person who is an agent, contractor or full/part time, who is authorised by GEM to represent the college via the terms of their appointment contract.
• GEM means GEM College of International Business.
• Information Security means all measures used to protect any information generated by GEM that is not intended to be made publicly available.
• Personal Information has the meaning as set out in s 6(1) of the Privacy Act and is “Information or an opinion about an identified individual, or an individual who is reasonably identifiable”.
• Personal information security means keeping personal information secure from misuse, interference and loss, as well as unauthorised access, modification or disclosure.
• Privacy refers to the type of privacy covered by the Privacy Act and this policy and refers to the protection of people’s personal information.
• “Regulatory bodies/agencies” means an agency, organisation or other person covered by the Privacy Act, including those covered by the APPs, Part IIIA and the Tax File Number Guidelines 2011.
• Sensitive information has the meaning as set out in s 6(1) of the Privacy Act and includes information or an opinion about an individual’s racial or ethnic origin and criminal record.
• TFN means a tax file number and has the meaning set out in Part VA of the Income Tax Assessment Act 1936 (Cth).
• Use refers to, in general terms, the use of personal information and includes handling of personal information within GEM, including ‘the inclusion of information in a publication’.
• USI refers to a reference number used to create a secure online record of an individual’s nationally recognised training. The USI is linked to the National Vocational Education and Training (VET) Data Collection. This means that an individual’s nationally recognised training and qualifications gained anywhere in Australia, from different training organisations, will be kept all together.

For a more detailed list of definitions, see https://www.comlaw.gov.au/Details/C2015C00534

Personal Information collected and held by GEM may include your full name, date of birth, current and previous qualifications, knowledge and skills, Unique Student Identifier (USI) data, current and previous addresses, current and previous employer organisations, occupational details, phone number, e-mail address, Australian Tax File Number (ATF), bank account or credit card details.

Note: If you chose not to provide personal information, GEM may not be able to provide you with the training and assessment services that you require.

GEM collects information in a number of ways including:

• Directly from you when you provide information by phone or in documents when you register for training and assessment services or when you provide bank or credit card details for payment
• From your employer or sponsoring organisation when they register you for training or assessment services
• From publicly available sources of information

GEM may use your personal information to

• Register/assist you to register (if needed) for a USI number;
• Provide you with the training and assessment services you require;
• Administer and manage those services, including charging, billing and collecting debts;
• Provide evidence for our own use, or other Registered Training Organisations that you have attained recognised qualifications or undergone training and assessment with us;
• Inform you of ways our services could be improved;
• Inform you of new services and opportunities for training and assessment available; and
• Research and develop our services.

GEM executive and management staff are collectively responsible for ensuring the effectiveness of the implementation of this policy. This includes ensuring GEM employees are made aware of this policy during induction and is outlined in their responsibilities as defined in employment contracts. GEM employees are therefore responsible for being aware of and complying with this policy.

The Corporate Leader and Campus Managers are ultimately accountable for ensuring that the privacy of student personal information held by GEM is protected. Relevant functional managers are responsible for implementing and managing Information Security by

• Implementing secure storage procedures for personal information;
• Taking reasonable steps to ensure information collected is accurate, complete and current; and
• Ensuring they have systems that facilitate the secure transfer, storage and destruction of physical and digital records of personal information.

The information that we collect on Students is strictly confidential and procedures are in place to protect it against loss, misuse and alteration of information.

All our employees, who need to access personal information, receive appropriate training, and must adhere to procedures that are in place to protect your privacy.

In some circumstances, we may disclose your personal information to other organisations. For instance, this may include:

• Your employing or sponsoring organisation, particularly when training is funded by them
• GEM’s professional trainers and assessors
• Other Registered Training Organisations
• Government and regulatory organisations, including Australia Skills Qualifications Authority, State and Regulatory bodies
• Our professional advisors, including our accountants, auditors and lawyers
• Our related companies and partners
• Students’ representatives: e.g. authorised representatives or legal advisors

GEM takes all reasonable precautions to ensure that the personal information that we collect, use and disclose is accurate, complete and current. However, the accuracy of that information is largely dependent on the information provided by students and their employing organisation. Students are therefore urged to

• Let us know of any errors in their personal information; and
• Advise us of changes to personal information – including their name, address or employer organisation.

Applicants wishing to enrol are required to complete the Declaration and Agreement to Terms of Enrolment and Privacy and Personal Information Policy (see overleaf)

You have a right of access to the personal information we hold about you. If you would like to know more, please contact GEM at:

Head Office:

52 Prospect Road
Prospect
South Australia 5082
Ph: 61 8 8342 3316
Fax: 61 8 8342 2848