Data Release Policy

Introduction

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 our Terms of Use.

Contents

  1. What happens if a 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 a client cannot continue its operations?

In the unlikely event of you going bankrupt, financially in receivership or for any other reason are unable to provide services to your students, we will continue to support the application designed by us and release related student data to applicable government authorities (upon their request); we have this data release policy. 

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 the students any longer, we will release to the applicable governing body (in your state or territory) a set of files 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 850 585 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 7 Yosemite St, POINT COOK, VIC, 3030. 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 regularly backed up and protected. We will 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 a nominal charge. 

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

You rights are:

  • To install a copy of this released data as per the instructions to a local PC or server. 
  • To use this data without payment of any fees or charges for as long as you 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.
  • 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 for a nominal fee in the event of the client being unable to provide the students continued services.