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Privacy Policy

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1. Introduction

At Hillshire International College (HIC), we recognise that your privacy is a fundamental right. This policy outlines our commitment to protecting your personal and sensitive information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Education Services for Overseas Students (ESOS) Act 2000.

2. The Scope of Information Collection

HIC collects information that is reasonably necessary for our functions as a Registered Training Organisation (RTO) and a provider of education to international students. This includes:

  • Personal Identification: Full name, gender, date of birth, and nationality.

  • Contact Details: Residential address (domestic and overseas), email address, and phone numbers.

  • Educational History: Previous qualifications, academic transcripts, and English language proficiency scores (e.g., IELTS or PTE).

  • Compliance Data: Passport copies, Visa status, and Commonwealth Higher Education Student Support Numbers (CHESSN).

  • Sensitive Information: Medical records or disability information (collected only with consent to provide necessary student support services).

  • Financial Information: Bank details or credit card information for the processing of tuition fees and Overseas Student Health Cover (OSHC).

3. Purpose of Collection and Usage

We collect your information to ensure we can provide the best possible educational experience and remain compliant with Australian law. This includes:

  • Processing applications for enrolment and assessing GTE (Genuine Temporary Entrant) requirements.

  • General administration of your course, including attendance monitoring and academic progress.

  • Meeting mandatory reporting requirements under the ESOS Act 2000 and the National Code 2018.

  • Facilitating student support services, including welfare, career guidance, and medical assistance.

  • Marketing and internal research to improve our campus facilities in Surry Hills.

4. Who Has Access to Your Data?

Access to your personal and sensitive information is strictly controlled and limited to authorised personnel who require the data to perform specific job functions. This includes:

  • Admissions & Administration Staff: To process enrolments and manage student records.

  • Academic Faculty: To manage assessments, grades, and attendance.

  • Student Support & Welfare Officers: To provide counselling or medical assistance.

  • Finance Department: To process tuition payments and scholarship data.

  • Management & Compliance Officers: To ensure the college meets Australian regulatory standards.

5. Third-Party Access to Your Data

HIC may engage third-party service providers to assist in our operations. These parties are contractually bound to provide the same level of data protection as HIC. Third parties include:

  • Government Departments: The Department of Home Affairs, the Department of Education, and the Australian Skills Quality Authority (ASQA).

  • The Tuition Protection Service (TPS): To ensure your fees are protected in accordance with Australian Law.

  • IT & Cloud Service Providers: For secure data storage, email hosting, and student management systems (e.g., PRISMS or RTO software).

  • Health Providers: Your nominated Overseas Student Health Cover (OSHC) provider.

  • Education Agents: The authorised representative who assisted in your application (unless you explicitly withdraw this access).

  • Emergency Services: In the event of a critical incident involving your health or safety.

6. Digital Privacy and Website Usage

When you visit hillshire.edu.au, we may use “cookies” or similar tracking technologies to help us improve your user experience. This data is generally de-identified and includes your IP address, browser type, pages visited, and the link that directed you to our website. You can disable cookies in your browser settings, though some website features may stop functioning correctly.

7. Security Measures

We employ a “Defence in Depth” strategy to ensure your information is never compromised:

  • Digital Security: We use enterprise-grade firewalls, data encryption at rest and in transit (SSL/TLS), and Multi-Factor Authentication (MFA) for all staff logins.

  • Physical Security: Our Surry Hills campus utilises restricted keycard access. Physical student files are kept in locked, fire-proof cabinets in a monitored administrative zone.

  • Staff Training: All HIC employees undergo mandatory privacy and data handling training to prevent accidental disclosure or human error.

8. Data Retention and Disposal

As an Australian educational provider, HIC is legally required to retain records for specific periods under the National VET Regulator Act and the ESOS Act:

  • Academic Records: Certificates, statements of attainment, and transcripts are retained for 30 years.

  • Student Assessment Items: Completed assessment tasks are generally kept for 6 months to 2 years after the judgment of competence.

  • Enrolment & Financial Records: Retained for at least 7 years for tax and audit purposes.

  • Disposal: Once the legal retention period expires, HIC securely destroys physical documents and permanently deletes electronic files.

9. General Rights, Access, and Correction

Under the Australian Privacy Principles (APPs), you have the following rights:

  • Right to Access: You may request a copy of the personal data we hold about you to update or correct it. Requests must be made in writing.

  • Right to Correction: If you find that the information we have is inaccurate or out of date, please advise us immediately.

  • Right to Anonymity: Where lawful and practicable, you may choose not to identify yourself (though this is often not possible for enrolled students due to visa requirements).

10. Release of Data for Legal Purposes

HIC is legally obligated to disclose personal information without prior consent for:

  • Law Enforcement: Valid subpoenas, warrants, or court orders from authorised legal bodies.

  • Public Safety: To prevent a serious threat to life, health, or safety.

  • Visa Compliance: Reporting suspected breaches of student visa conditions to the relevant authorities via PRISMS.

11. Digital Privacy and Website Usage

When you visit hillshire.edu.au, we may use “cookies” or similar tracking technologies to help us improve your user experience. This data is generally de-identified and includes:

  • Your IP address and browser type.

  • The pages you visit on our site and the time spent on those pages.

  • The link that directed you to our website.

  • Note: You can disable cookies in your browser settings, though some website features may stop functioning correctly.

12. Complaints

If you believe HIC has breached the Australian Privacy Principles, you may contact our Privacy Officer. We aim to acknowledge and resolve all complaints within 30 days.

Contact Information

Hillshire International College (HIC)