Privacy Policy

About this policy

Shiro Corp Pty Ltd (ABN 85 661 820 373), operating RTO Assure, referred to as “RTO Assure”, “we”, “us” or “our”, provides compliance and operational support to registered training organisations.

This policy explains how we handle personal information through our website, enquiries, consultation bookings and related communications. Additional arrangements may apply when we handle information under a client services agreement. We explain those arrangements when the service is established.

Information we collect

Depending on your interaction with us, we collect:

• Your name, email address and telephone number.
• Your organisation, RTO name and code, and your role if you provide it.
• The questions, topics and other details you include in an enquiry or booking.
• Appointment details, including the consultant, date, time, attendance or booking status, and associated communications.
• Records of the collection notice presented to you and any choices or acknowledgements you make.
• For authenticated users, account identifiers and sign-in information needed to provide and control access.
• Technical information associated with using and protecting our website, such as IP addresses, browser information, request logs and session identifiers.

Please avoid including student records, health information, identity documents or other sensitive information in a general enquiry or booking form. If a service requires such information, contact us first so we can agree on an appropriate way to provide it.

How we collect information

We collect information directly when you submit a form, book a consultation, sign in or communicate with us. We also receive information from a person arranging a consultation on your behalf, such as an authorised colleague or an RTO Assure staff member.

If you provide someone else’s information, make sure you have authority to do so and let them know about this policy. A staff member’s booking acknowledgement does not mean the customer has personally read the notice.

You can make a general enquiry without identifying yourself, where practical. We need sufficient contact details to respond or arrange a consultation. If required details are not supplied, we may be unable to complete the booking or provide the requested service.

Why we use information

We use personal information to respond to enquiries, arrange and manage consultations, prepare for discussions, deliver requested support and keep appropriate records of our dealings with you.

We also use information to administer accounts, restrict staff access, investigate errors, prevent misuse and meet applicable legal obligations. Booking communications may include confirmations, reminders, changes and cancellations.

We will seek any consent required before using your information for a materially different purpose. Booking a consultation does not, by itself, subscribe you to unrelated marketing.

Who receives information

Information is available to staff and consultants who need it to perform their work. We use service providers for website hosting, database storage, account authentication, customer relationship management, email and booking administration. They may process information needed to provide those services.

The website implementation uses Vercel for hosting, Neon for database storage, Clerk for authentication, Microsoft 365 for booking calendars and Teams meetings, Zoho for customer relationship management, and Resend for application email. The services involved depend on the feature you use.

Where you choose an external sign-in provider, that provider also handles information under its own privacy terms. We may disclose information where required or authorised by law, or to professional advisers when reasonably necessary for their advice.

Overseas handling

Our service providers may use infrastructure, support personnel or subprocessors outside Australia. An Australian hosting region or service address does not necessarily mean all processing and access occurs in Australia.

Storage, security and retention

We hold information electronically in the systems used to deliver these services. We take reasonable steps to limit access and protect information against loss, misuse and unauthorised access, alteration or disclosure. No online system can guarantee absolute security.

We retain information for as long as reasonably needed for the purpose for which it was collected, including relevant contractual, legal and dispute-handling requirements. When information is no longer needed and we are not required to retain it, we take reasonable steps to delete or de-identify it. Backup copies may remain until their normal expiry.

Cookies and website services

Our website and authentication services use cookies or similar technologies to maintain sessions and support security and functionality. You can manage cookies through your browser, although disabling them may affect sign-in or other features.

Access and correction

Contact us to request access to personal information we hold about you or to ask us to correct it. We may verify your identity. We will respond within a reasonable period and explain any lawful reason for declining a request, together with available complaint options.

Questions and complaints

Please contact our privacy contact with your question or complaint and enough detail for us to investigate:

Privacy contact: RTO Assure team Email: info@rtoassure.com.au

We will review your concerns and aim to respond within 30 days. If more time is needed, we will explain why. If you remain dissatisfied, you may contact the Office of the Australian Information Commissioner at oaic.gov.au, where the matter falls within its jurisdiction.

Updates

We may update this policy as our services or practices change. The current version will be available on our website with its effective date. You can request a copy using the contact details above.