Privacy Policy
Keys Human Resources Pty Ltd – RTO 31911
Last updated: 01/02/2025
Keys Human Resources Pty Ltd (referred to as “KeysHR”, “we”, “our”, or “us”) is a Registered Training Organisation (RTO 31911). We are committed to protecting the privacy of our learners, clients, staff, and stakeholders. This Privacy Policy outlines how we collect, use, store, disclose, and manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), as well as the Standards for Registered Training Organisations (RTOs) 2015.
1. Purpose of this Policy
This Privacy Policy explains:
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What personal information we collect and why
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How we collect and store information
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How we use and disclose information, including mandatory reporting to government bodies
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How you can access or correct your information
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How to make a privacy complaint
2. What Personal Information We Collect
KeysHR collects different types of information depending on the services we provide. This may include:
2.1 Learner Information
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Full name, date of birth, gender
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Contact information (address, email, phone)
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Emergency contact details
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Identification documents (e.g., licences, USI details)
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Employment information (employer name, job role)
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Training and assessment records
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Attendance and progression data
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Credit transfer and RPL documentation
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Language, literacy and numeracy (LLN) needs
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Unique Student Identifier (USI)
2.2 Sensitive Information
Where necessary, we may collect:
We only collect sensitive information with your consent or where required by law.
2.3 Corporate Client / Employer Information
2.4 Staff and Contractor Information
3. How We Collect Personal Information
We may collect information through:
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Enrolment forms (online or paper)
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Training and assessment activities
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Website forms or enquiries
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Email, phone or in-person communication
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Employers providing enrolment information on behalf of employees
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Government databases (e.g., USI registry)
Where we collect information from a third party, we will take reasonable steps to inform you.
4. Why We Collect and Use Personal Information
KeysHR collects personal information for purposes including:
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Enrolling learners into nationally recognised training
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Registering and verifying USIs
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Delivering training and assessment services
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Reporting training activity to:
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NCVER (AVETMISS reporting)
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State training authorities
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ASQA
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Australian Government Departments
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Maintaining compliance with the Standards for RTOs
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Issuing qualifications and statements of attainment
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Providing student support and evaluating training effectiveness
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Managing administrative, marketing, and communication activities (only with consent)
We do not use personal information for any purpose not reasonably related to these activities.
5. Disclosure of Personal Information
We may disclose your information to:
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NCVER for mandatory training activity reporting
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State or Federal Government departments
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ASQA (the national VET regulator)
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The USI Registry System
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Employers (where training is employer-funded or arranged)
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Other RTOs for the purpose of credit transfer or verification
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Third-party service providers (e.g., LMS providers, survey platforms, cloud storage)
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Auditors or consultants engaged for compliance purposes
We do not sell or trade personal information to external parties.
Any information disclosed to third parties is provided strictly for operational, regulatory, or compliance purposes and in accordance with the APPs.
6. Storage and Security of Information
KeysHR takes reasonable steps to protect personal information from:
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Loss
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Misuse
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Unauthorised access
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Modification
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Disclosure
We use secure systems including password protection, encryption, access controls, staff confidentiality requirements, and secure disposal methods.
Information may be stored electronically in Australia-based cloud services or secure local systems.
Records are kept for the minimum duration required under:
7. Access and Correction
You may request access to your personal information or request corrections if you believe information is inaccurate, outdated, or incomplete.
To request access or corrections, contact:
Privacy Officer – Keys Human Resources RTO 31911
Email: louis@keyshr.com
Phone: 07 32607111
Address: 41 Nundah Street, Nundah, Queensland, 4012
Requests will be handled within a reasonable timeframe and at no charge unless a substantial administrative cost is incurred.
8. Unique Student Identifier (USI)
KeysHR is legally required to:
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Collect and verify your USI
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Use it to record results on the national VET database
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Ensure your USI and related data are stored securely
Information collected under the USI requirements is protected by both the Privacy Act and USI legislation.
9. Website and Digital Services
When you use our website or online systems, we may automatically collect:
This helps us improve service quality. You may disable cookies, but some features may not function correctly.
10. Direct Marketing
We may use your contact details for marketing purposes only with your consent.
You can opt out at any time by contacting us or using the unsubscribe link in communications.
11. Complaints About Privacy
If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with our Privacy Officer.
If you are not satisfied with the resolution, you may escalate the matter to:
Office of the Australian Information Commissioner (OAIC)
Website: oaic.gov.au
Phone: 1300 363 992
12. Updates to This Policy
This Privacy Policy may be updated periodically to reflect legislative or operational changes. The most current version will always be available on our website or on request.
Contact Us
For questions about this Privacy Policy, please contact:
Keys Human Resources Pty Ltd – RTO 31911
Email: training@keyshr.com
Phone: 07 32607111
Address: 41 Nundah Street, Nundah, Queensland, 4012