SpecTraining Pty Ltd (ABN 92 131 596 882, RTO 31971) (“we”, “us”, “our”, or “SpecTraining”) respects your privacy and is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other applicable laws.
This Privacy Policy was last updated on 10 September 2026. It explains how we collect, use, hold, disclose and manage personal information in connection with our website, training services and operations as a Registered Training Organisation (RTO) in the Australian vocational education and training (VET) sector.
We may update this policy from time to time. The current version is available on our website.
1. What personal information do we collect and hold?
We collect personal information that is reasonably necessary for our functions and activities. This may include:
- Contact and identity details: name, date of birth, address, phone number, email address, gender and identification documents.
- Education and training details: Unique Student Identifier (USI), enrolment information, course selections, academic records, qualifications, assessments, results, progress data and Recognition of Prior Learning (RPL) evidence.
- Employment and eligibility information: occupation, employment history, employer details, concession or eligibility evidence, residency status and licensing information.
- Sensitive information: where relevant and with consent or as permitted by law, information such as racial or ethnic origin, Aboriginal and Torres Strait Islander status, health information and learning-support needs.
- Website and digital data: IP address, browser and device information, cookies, analytics data and information submitted through our website, enrolment portals, quizzes or student dashboards.
- Other information: payment details handled through approved processors, feedback and survey responses, communications with us and marketing preferences.
We aim to collect only the minimum information reasonably necessary.
2. How do we collect personal information?
We usually collect information directly from you through enrolment and contact forms, student portals, surveys, email, telephone, online or in-person interactions. We may also collect information from employers, referral partners, government agencies, nominated referees, former training providers and other authorised sources, with your consent or as authorised by law. Website information may be collected automatically through cookies and analytics tools.
We collect information by lawful and fair means and will notify you of the purposes at or before collection, or as soon as practicable afterwards.
3. Why do we collect and use personal information?
We collect, hold and use personal information to:
- process and manage enrolments;
- deliver training, assessment and student support services;
- communicate about courses, progress, administration, support, events and feedback;
- maintain accurate training and assessment records and issue qualifications or statements of attainment;
- meet our regulatory, reporting, audit and compliance obligations as an RTO;
- verify qualifications, prior learning, eligibility, workplace experience and assessment evidence;
- process payments, manage accounts and operate student-facing systems;
- improve the quality, efficiency and integrity of our services through research, analytics and quality assurance;
- conduct lawful marketing activities, with consent or where permitted; and
- manage our business operations or undertake another purpose you authorise or that is permitted or required by law.
4. How do we disclose personal information?
We do not sell personal information. We disclose it only where necessary for the delivery, administration, quality assurance or regulation of training, where you have authorised us, or where disclosure is permitted or required by law. Recipients may include:
- ASQA, including auditors or authorised reviewers;
- designated trainers, assessors and authorised SpecTraining personnel;
- NCVER, the Office of the Student Identifiers Registrar, Commonwealth, State or Territory departments, funding bodies and authorised agencies;
- an employer or authorised third-party funder where the training is arranged, funded or supported by them, or where you authorise the disclosure;
- approved technology, student-management, learning-management, hosting, payment, communications, IT-support and marketing service providers that are required to handle information appropriately;
- referees, former training providers, employers or other organisations you authorise us to contact to verify information; and
- professional advisers, courts or law-enforcement bodies where required by law.
If an external organisation, such as another training provider, asks us to verify your qualifications or training records, we will require your written authority before releasing that information unless disclosure is otherwise permitted or required by law.
5. National VET data collection and NCVER disclosure
Under the Data Provision Requirements 2012, SpecTraining is required to collect personal information about students and disclose it to the National Centre for Vocational Education Research Ltd (NCVER). Information in your enrolment record may be used or disclosed for statistical, regulatory, research and administrative purposes connected with VET, including disclosure to NCVER, government departments and authorised agencies, the Office of the Student Identifiers Registrar and, where applicable or authorised, your employer.
NCVER may use or further disclose personal information to populate authenticated VET transcripts; facilitate education statistics, research, surveys and data linkage; pre-populate RTO enrolment forms; support policy development, workforce planning and consumer information; and administer, regulate, monitor and evaluate VET.
You may receive an NCVER student survey administered by NCVER or its agent or contractor. You may opt out when contacted. NCVER handles personal information in accordance with the Privacy Act 1988 (Cth), the VET Data Policy and its applicable policies and protocols.
6. ASQA surveys and regulatory activities
The Australian Skills Quality Authority (ASQA) may contact or survey students as part of its regulatory and audit activities. Information about ASQA, its functions and audit processes is available through ASQA’s official channels.
7. Student systems, communications and payments
We use approved business systems and service providers to support student administration and communications. Emails generated through our student management system, Wisenet, may be sent from an address ending in @wisenet.co. Students should check spam or junk folders so they do not miss important course or administration messages.
Credit-card transactions are processed through approved online payment facilities. SpecTraining does not retain full credit-card details beyond what is required to securely process the transaction through the payment provider.
8. Employer-funded or third-party funded training
An employer or other authorised third party may pay course fees for a student. We may require a purchase order or written confirmation of that payment arrangement. For corporate training, traineeships, employer-funded training or similar programs, we may provide the employer or authorised funder with relevant information about enrolment, attendance, participation, progress, completion status and other information reasonably connected with the arrangement.
9. Verification of information
Where relevant to an enrolment, application, RPL claim or assessment evidence, we may contact a referee, former training provider, employer or other authorised third party nominated by you to verify qualifications, statements, skills, knowledge, workplace experience, eligibility, authenticity or compliance.
10. Artificial intelligence and automated tools
SpecTraining may use approved artificial intelligence (AI), digital and automated tools to support student administration, learner communications, training support, assessment administration, academic-integrity processes, quality assurance and continuous improvement. These tools may assist authorised staff to organise, summarise or review information; support communications and administration; identify matters requiring human review; assist with assessment administration and authenticity checking; and improve the consistency and efficiency of internal processes.
Where these tools process personal information, we will take reasonable steps to ensure it is handled in accordance with the Privacy Act 1988 (Cth), the APPs and this policy. Personal information will only be used for purposes connected with the delivery, administration, quality assurance or regulation of training and assessment, or where otherwise permitted or required by law.
AI or automated tools may assist staff, but final decisions that may significantly affect a student—including assessment outcomes, RPL determinations, enrolment decisions, academic-integrity findings or disciplinary actions—remain subject to appropriate human review and oversight. We will not knowingly enter student personal information into unapproved AI systems or use AI inconsistently with our privacy, confidentiality, information-security or regulatory obligations.
11. Cross-border disclosure
We may disclose personal information to overseas recipients, such as cloud service providers or business partners, only where we have taken reasonable steps to ensure they handle it in accordance with the APPs or where an exception applies, such as your consent.
12. Security and retention
We take reasonable physical, technical and administrative steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include secure servers, encryption, access controls, staff training and contractual safeguards.
We retain personal information only as long as necessary, including to meet legal obligations that may require some RTO records to be retained for up to 30 years, and then take reasonable steps to destroy or de-identify it.
13. Access and correction
You may request access to the personal information we hold about you and ask us to correct information you believe is inaccurate, incomplete or out of date. We will respond within a reasonable time, subject to any exception under the APPs. A small fee may apply to providing access. Contact us using the details below.
14. Complaints
If you have a complaint about our handling of personal information, please contact us first. We will investigate promptly and aim to resolve it fairly. If you are not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC): phone 1300 363 992, email enquiries@oaic.gov.au, or visit www.oaic.gov.au.
15. Marketing and cookies
We may send marketing communications where you have consented or where permitted by law. You can opt out at any time by contacting us or using the unsubscribe link. Our website uses cookies and similar technologies for functionality, analytics and personalised experiences; you can manage these through your browser settings.
16. Contact us
For privacy inquiries, access or correction requests, or complaints:
SpecTraining Pty Ltd
ABN 92 131 596 882, RTO 31971
Email: admin@spectraining.edu.au
This policy is available free of charge on our website and can be provided in another format upon request.