INTRODUCTION

This Privacy Policy applies to Student Convert Pty Ltd ABN 52 643 123 362 (‘Student Convert’, ‘we’, ‘us’, ‘our’). We operate a software-as-a-service platform that helps Registered Training Organisations (RTOs) and education providers manage student enquiries, enrolments, and marketing campaigns.

We are bound by the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth), as amended by the Privacy Amendment (Enhancing Privacy Protection) Act 2012. This Policy explains how we collect, use, disclose, store and protect personal information in connection with our platform, website and services.

This Policy will be reviewed from time to time to reflect changes in law, technology, and our business operations. The most current version of this Policy governs all personal information we hold.

 

PART 1 — CONSIDERATION OF PERSONAL INFORMATION PRIVACY

APP 1: Open and Transparent Management of Personal Information

Student Convert is committed to managing personal information openly and transparently. We have practices, procedures and systems in place to ensure compliance with the APPs, including a complaints process for individuals who wish to raise concerns about how we handle their personal information.

We collect two categories of personal information:

• Client information: personal information about the individuals who represent our business clients (such as names, email addresses, phone numbers and billing details of RTO staff and administrators).
• End-user information: personal information about students, prospective students and enquirers that our clients input into or collect through our platform in the course of their enrolment and marketing activities.

 

APP 2: Anonymity and Pseudonymity

Where practicable and lawful, you may interact with us anonymously or using a pseudonym — for example, when making a general enquiry through our website. However, to access our platform and services as a client, or to receive support, you will generally need to identify yourself.

 

PART 2 — COLLECTION OF PERSONAL INFORMATION

APP 3: Collecting Solicited Personal Information

We collect personal information only where it is reasonably necessary for our business functions. We collect personal information through the following means:

• When clients sign up for or use the Student Convert platform
• When clients input student or enquirer data into the platform
• Through our website contact forms, booking forms and live chat tools
• Through communications with clients via email, phone or in-person meetings
• Through cookies and analytics tools on our website (see the Cookies section below)
• Through Facebook advertising campaigns run on behalf of clients

 

The types of personal information we may collect include:

• Contact details: names, email addresses, phone numbers, postal addresses
• Business details: company names, ABNs, RTO registration numbers
• Platform usage data: login activity, feature usage, system logs
• Student and enquirer data uploaded to the platform by our clients
• Payment and billing information (processed securely through our payment provider)
• Communications and correspondence with us

 

APP 4: Dealing with Unsolicited Personal Information

If we receive personal information that we did not solicit and that we could not have collected in accordance with APP 3, we will assess whether we could have collected it lawfully. If not, we will destroy or de-identify that information as soon as practicable, unless it would be unlawful to do so.

 

APP 5: Notification of the Collection of Personal Information

At or before the time we collect personal information (or as soon as practicable afterwards), we will take reasonable steps to notify you of:

• Our identity and contact details
• The purpose for which we are collecting the information
• Whether collection is required or authorised by law
• The consequences if the information is not provided
• Any third parties to whom we may disclose the information
• How you can access and correct your information
• How to make a complaint
• Whether we are likely to disclose information to overseas recipients

 

PART 3 — DEALING WITH PERSONAL INFORMATION

APP 6: Use and Disclosure of Personal Information

We use personal information for the following purposes:

• To provide, operate and improve our platform and services
• To manage client accounts, billing and support
• To communicate with clients about their accounts, service updates and new features
• To run marketing campaigns on behalf of clients (such as Facebook advertising and database reactivation campaigns)
• To comply with our legal and contractual obligations
• To analyse and improve our platform performance and user experience

 

We will not use or disclose personal information for any other purpose without consent, except where:

• Disclosure is required or authorised by law
• Disclosure is necessary to prevent a serious threat to health or safety
• Disclosure is necessary to protect the rights or property of Student Convert

 

APP 7: Direct Marketing

We may use client contact details to send information about Student Convert updates, new features, products and services that may be of interest. We will always give you the option to opt out of marketing communications.

To opt out of direct marketing, contact us at:

• Phone: 0488 853 907
• Email: administrator@studentconvert.com.au
• Post: JudsonKoman, Level 5, 11 Finchley St, Milton QLD

 

We will process all opt-out requests promptly. We do not use end-user (student) data for Student Convert’s own direct marketing purposes.

 

APP 8: Cross-Border Disclosure of Personal Information

Our platform uses third-party cloud hosting services which may store data on servers located outside Australia, including in the United States and other countries. By using our platform, you consent to this cross-border storage of personal information.

Before disclosing personal information to an overseas recipient, we will take reasonable steps to ensure that the overseas recipient handles personal information in a manner consistent with the Australian Privacy Principles. Where we cannot ensure this, we will seek your consent prior to disclosure, or rely on another permitted exception under the Privacy Act 1988 (Cth).

 

APP 9: Adoption, Use or Disclosure of Government Identifiers

Student Convert does not adopt government-issued identifiers (such as tax file numbers, Medicare numbers or RTO registration numbers) as our own client identifiers. We will not use or disclose such identifiers except as required to fulfil our obligations under applicable law.

 

PART 4 — INTEGRITY OF PERSONAL INFORMATION

APP 10: Quality of Personal Information

We take reasonable steps to ensure that the personal information we collect, use and disclose is accurate, complete and up to date. We rely on clients to ensure that the information they provide and upload to our platform is accurate. If you become aware that information we hold is inaccurate or out of date, please contact us so we can update it.

 

APP 11: Security of Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. Our security measures include:

• Encrypted data transmission (SSL/TLS)
• Access controls and authentication requirements for platform users
• Regular security reviews and monitoring
• Contractual obligations on our hosting and technology providers to maintain appropriate security standards

 

In the event of an actual or suspected data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as soon as practicable and within 72 hours of becoming aware, in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth).

We will retain personal information only for as long as necessary for the purposes for which it was collected, or as required by law. Upon termination of a client’s account, we will delete or de-identify client and end-user data within 30 days of the end of the agreement term, unless we are required by law to retain it for longer.

We are not responsible for events arising from unauthorised access to personal information that occurs despite our reasonable security measures.

 

COOKIES AND WEBSITE ANALYTICS

Our website uses cookies and third-party analytics tools (such as Google Analytics) to collect information about how visitors use our website. This may include your IP address, browser type, pages visited and time spent on the site. This information is collected in aggregate form and is not used to identify individuals.

You may disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of parts of our website.

 

PART 5 — ACCESS TO AND CORRECTION OF PERSONAL INFORMATION

APP 12: Access to Personal Information

You have the right to request access to personal information we hold about you. To make an access request, please contact our Privacy Officer using the details below. We will respond to your request within a reasonable timeframe and, in most cases, within 30 days.

In limited circumstances, we may decline to provide access — for example, where providing access would be unlawful, would prejudice enforcement activities, or would unreasonably impact the privacy of other individuals. Where we decline access, we will provide written reasons.

 

APP 13: Correction of Personal Information

If you believe that personal information we hold about you is inaccurate, incomplete or out of date, you may request that we correct it. We will take reasonable steps to correct the information or, if we disagree that a correction is warranted, we will note your request alongside the relevant record. To request a correction, please contact us using the details below.

 

COMPLAINTS

If you believe that Student Convert has breached this Privacy Policy or the Australian Privacy Principles, you may make a complaint by contacting our Privacy Officer:

 

Privacy Officer

Student Convert Pty Ltd ABN 52 643 123 362

JudsonKoman, Level 5, 11 Finchley St, Milton QLD

Email: administrator@studentconvert.com.au

Phone: 0488 853 907

 

We will acknowledge your complaint promptly and aim to respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

• Phone: 1300 363 992
• Website: www.oaic.gov.au
• Post: GPO Box 5288, Sydney NSW 2001

 

CONTACT US

For any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us:

 

Student Convert Pty Ltd  |  ABN 52 643 123 362

JudsonKoman, Level 5, 11 Finchley St, Milton QLD

Email: administrator@studentconvert.com.au

Phone: 0488 853 907