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Data Release Policy

Data Policy, RTO Software, RTO, Client Operation, Student Data, backup
Last updated: 15th September 2010

Introduction

LTO Control Systems Pty Ltd (“RTO Software“, “our”, “us”) provides the finest in software and web based solutions to a wide variety of education based business and individual customers. Our web applications are tailored for a variety of industries including education and offered to our clients (“client”, “you”, “your”) for use.

We appreciate that there are regulatory authorities that have an interest in the data held with us in the unlikely event of you ceasing to operate or being placed under receivership due to financial or other reasons or the students being no longer supported by you. This poses a risk and may obligate a government body to intervene and contact us for release of important student related data for enabling further placement.

This document sets out our policies relating to the steps we undertake in the unlikely event of this occurring. This policy document should be read in conjunction with the Software Licence Agreement (if applicable).

Contents

  1. What happens if the client cannot continue its operations
  2. Who has the rights to contact us and how
  3. What will we do with the student data
  4. What are the client’s / governing body’s rights
  5. What are the client’s / governing body’s obligations
  6. Review of this policy

What happens if the client cannot continue its operations?

In the unlikely event of you going bankrupt, being put in receivership, or for any other reason that enables you to provide services to your students, we will continue to support the application designed by us and, as per this Data Release Policy,  release related student data to applicable government authorities upon their request.

RTO Software has a Data Backup Policy that ensures that client data is regularly backed up and able to be restored as needed. In the event that you do not or cannot provide services to your students any longer, we will release to the applicable governing body (in your state or territory) a login to allow them to access your student data including the name and other bio and demographic details of students, details of the courses they were enrolled in, student progress and results obtained, and any other critical information required by law or regulation to allow the successful future placement of the affected students.

Who has the rights to contact us and how?

RTO Software can be initially contacted via phone on 1300 305 302 to inform us of the change in status with the client. This contact can be made by an authorised representative of the appropriate government regulatory body.

Furthermore, a written confirmation will need to be sent either by email or by post. The written confirmation will need to be sent to either support@rtosoftware.com.au or by post to PO Box 8773, Gold Coast Mail Centre, QLD 9726, Australia. We will endeavour to respond to your request within seven days.

The nominated person that can be contacted with regards to this is Ms. Melissa Hamilton-Matthews. She can also be directly reached via email on melissa@rtosoftware.com.au

We will try to contact the client and verify that they are indeed no longer servicing the students (if possible). If a contact is not possible or it is released as public knowledge (media release etc) that the client is no longer in operation, this will be deemed as sufficient and reasonable cause to release the data.

What will we do with the student data:

All our Client’s databases are regularly backed up and protected. We will either give the appropriate authorities a login to export the relevant student data into (one or many) excel files and make them available to the regulatory body as per this policy. This service will be provided at minimal cost to the governing body as applicable.

What are the client’s / governing body’s rights?

Your rights are:

  • To install a copy of this released data as per the instructions to a local PC or server.
  • To use this data with minimal payment of any fees for as long as they wish to use it.
  • To copy this data as long as it is for your organisation’s or governing body’s use only.

What are the client’s / governing body’s obligations?

The data release policy is designed to safeguard the public interest in the event of the client unable to provide the students continued services.

While the governing body has the rights to obtain a copy of the student data for use on their local PCs or local servers, the released data must not be:

  • Copied or resold to any third parties that are not involved in the student placement process.
  • Modify or otherwise alter the originally released data in any way. Originals must be kept as is to ensure accuracy and integrity of the data.
  • Claim any rights over the data apart from the right to use it.
  • Profit from the data either directly or indirectly in any form.

Review of this policy

This data release policy may be reviewed and amended from time to time as required. Its intent will remain the same, it is designed to safeguard the public interest and provide a release of data in the event of the client being unable to provide the students continued services.

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