Privacy Policy

1. Introduction

At Heaton Institute of Technology, 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

Heaton Institute of Technology collects information that is reasonably necessary for our functions as a Registered Training Organisation (RTO). 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 proficiency scores.
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 support services).
Financial Information: Bank details or credit card information for tuition fee processing.

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 requirements.
General administration of your course, 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 and career guidance.
Internal research to improve our campus facilities in Melbourne.

4. Who Has Access to Your Data?

Access is strictly limited to authorised personnel who require the data for specific job functions:

Admissions & Administration: To process enrolments and manage records.
Academic Faculty: To manage assessments, grades, and attendance.
Student Support: To provide counselling or welfare assistance.
Finance Department: To process payments and scholarship data.
Compliance Officers: To ensure the college meets Australian regulatory standards.

5. Third-Party Access to Your Data

Heaton Institute of Technology may engage third-party service providers who are contractually bound to provide the same level of data protection. This includes:

Government Departments: Department of Home Affairs, Department of Education, and ASQA.

Tuition Protection Service (TPS): To ensure fee protection.

IT & Cloud Providers: For secure data storage and student management systems.

Education Agents: The authorised representative who assisted in your application.

6. Digital Privacy

When you visit www.hit.edu.au , we may use cookies to improve your user experience. This data is generally de-identified and includes your IP address, browser type, and the pages you visited.

7. Security Measures

We employ a “Defence in Depth” strategy:

Digital: Enterprise-grade firewalls, SSL/TLS encryption, and Multi-Factor Authentication (MFA).
Physical: Secure campus access and locked, fire-proof cabinets for physical records.
Training: Mandatory privacy training for all staff members.

8. Data Retention and Disposal

Academic Records: Retained for 30 years.
Assessment Items: Retained for 6 months to 2 years.
Financial Records: Retained for 7 years.
Disposal: Secure shredding of physical documents and permanent deletion of electronic files once the legal period expires.

9. Rights and Complaints

You have the right to access and correct your personal data. If you believe Heaton Institute of Technology has breached the APPs, please contact our Privacy Officer. We aim to resolve all complaints within 30 days.

10. Contact Information

Heaton Institute of Technology

Campus Address: 364-372 Lonsdale Street, Melbourne, 3000, Victoria, Australia
Email: [email protected]
Website: www.hit.edu.au