Privacy Policy
We Respect Your Privacy
We collect the minimum we need to teach you and keep ASQA happy. We don't sell your data, we don't run ad trackers, and you can ask us to delete your records any time — subject to the legal retention periods below. This Privacy Policy complies with the Privacy Act 1988 (Cth) and National Privacy Principles, the General Data Protection Regulation (GDPR), and ASQA Standards for RTOs.
Privacy Policy
We Respect Your Privacy
We collect the minimum we need to teach you and keep ASQA happy. We don't sell your data, we don't run ad trackers, and you can ask us to delete your records any time — subject to the legal retention periods below. This Privacy Policy complies with the Privacy Act 1988 (Cth) and National Privacy Principles, the General Data Protection Regulation (GDPR), and ASQA Standards for RTOs.
What Information We Collect
Personal Information
When you enrol or enquire, we collect:
- Name, email, phone number
- Date of birth and address (required for certificate issuance)
- Unique Student Identifier (USI) – Australian Government requirement for nationally recognised training
- Educational background – for RPL and credit transfer assessment
- Payment information – processed securely via third-party providers (we don’t store your credit card details)
Learning Data
As you study, we collect:
- Assessment submissions – your design work and project files
- Progress tracking – which modules you’ve completed, when you logged in
- Forum posts and interactions – questions, answers, discussions
- Tutor feedback and grades – assessment results and comments
- Activity logs – for support, troubleshooting, and security
Technical Data
When you use our website or The Schoolyard, we collect:
- IP address, browser type, device information
- Cookies – for site functionality and analytics
- Session data – pages visited, time spent, navigation patterns
Why We Collect Your Information
We collect personal information to:
- Deliver training – Provide courses, assess your work, give feedback, issue certificates
- Meet compliance requirements – ASQA requires us to keep student records for 30 years
- Provide support – Help you when you have questions, technical issues, or need extensions
- Improve our services – Understand what’s working, what’s not, and how to get better
- Fulfill legal obligations – Meet Australian education regulations and consumer law
AI & Learning Analytics
We use AI tools to improve your learning experience. Here’s exactly how:
How We Use AI
- Course content generation – Some learning materials are created with AI assistance (always reviewed and edited by human experts)
- Assessment feedback suggestions – AI may suggest feedback points, but your tutor reviews them and makes final decisions
- Learning analytics – Identify students who may need extra support (e.g., if you’re stuck on a module for a long time, we’ll reach out)
What AI Does NOT Do
- Your submissions are NOT used to train public AI models (like ChatGPT or similar)
- Your data stays private and is only used for your education
- AI doesn’t grade you – Your tutor makes all assessment decisions
Opt-Out Option
If you’re uncomfortable with AI-assisted feedback, email privacy@thegraphicdesignschool.com and we’ll arrange alternative arrangements. No penalty, no problem.
Third-Party Platforms We Use
To deliver your course, we use trusted third-party platforms. Here’s who has access to what:
| Platform | Purpose | Data Shared |
|---|---|---|
| The Schoolyard (LMS) | Learning management | Name, email, progress, assessments |
| Email provider | Course communications | Email address |
| Video conferencing | Optional support calls | Name, email (only if you book a call) |
| Payment processor (PayPal/Stripe) | Payment processing | Billing info (encrypted, never seen by us) |
All platforms are GDPR-compliant and use secure, encrypted connections.
NCVER Disclosure (Government Requirement)
As a Registered Training Organisation, we’re required by law to share your data with the National Centre for Vocational Education Research (NCVER).
What Is NCVER?
NCVER is a government body that collects national VET (Vocational Education and Training) statistics to improve Australia’s training system.
What Data We Share
- Course enrolment details
- Completion status
- Demographic information (age, gender, location—anonymized for research)
Why This Matters
Your data helps government understand training outcomes, employment pathways, and how to improve the VET sector. It’s used for research and policy—not individual tracking.
Can I Opt Out?
You can contact NCVER directly to opt out: ncver.edu.au
(Note: You can’t opt out through TGDS—NCVER manages this.)
For more: See NCVER’s Privacy Policy at ncver.edu.au/privacy
How Long We Keep Your Records
| Record Type | Retention Period |
|---|---|
| Assessment results, certificates, enrolment records | 30 years (ASQA legal requirement) |
| Financial records | 7 years (Australian tax law) |
| Certificates issued | Indefinitely (so you can always prove your qualification) |
Access Your Records Anytime
Email privacy@thegraphicdesignschool.com to request a copy of your data. Free, provided within 30 days.
Your Privacy Rights
Right to Access
Request a copy of all your personal data. Email privacy@thegraphicdesignschool.com. Free, provided within 30 days.
Right to Correct
If your details are wrong or outdated, you can update them:
- In The Schoolyard: Go to your profile → Edit details
- Email us: privacy@thegraphicdesignschool.com
- Corrections made: Within 5 business days
Right to Delete (Limited)
You can request deletion of your data, but:
- We cannot delete assessment records (30-year retention is legally required by ASQA)
- We can delete marketing data (unsubscribe from emails anytime)
- We can minimize data (keep only what’s legally required, delete the rest)
Email privacy@thegraphicdesignschool.com to request data minimization.
Right to Withdraw Consent
- Marketing emails: Click unsubscribe in any email, or email privacy@thegraphicdesignschool.com
- Surveys: Opt out anytime
- Essential communications: You cannot opt out of enrolment confirmations, assessment results, or legal notices (these are required for us to provide your course)
Right to Data Portability
You can request your data in a portable format (CSV, PDF) to transfer to another service. Email privacy@thegraphicdesignschool.com.
Marketing & Communications
What We Send
- Newsletter: Course updates, design industry news, tips (monthly)
- Promotional emails: New course launches, special offers (occasional)
How We Got Your Email
- You provided it during enrolment or when you made an enquiry
- You opted in via our enrolment form or website
Opt-Out Anytime
- Click the unsubscribe link in any email
- Email privacy@thegraphicdesignschool.com with “Unsubscribe” in the subject line
How We Protect Your Data
- Encryption: All data transmitted via SSL/TLS (secure connections)
- Secure servers: Hosted in Australia with restricted access
- Access control: Only authorized staff can access student data
- Regular backups: For disaster recovery (also encrypted)
- No selling data: We will never sell your information to third parties
Data Breaches
If a data breach occurs (rare, but we’re prepared):
- You’ll be notified within 72 hours
- We’ll explain what data was affected and steps to protect yourself
- We’ll report to the Office of the Australian Information Commissioner (OAIC)
International Students (GDPR)
If you’re located in the EU, GDPR applies to you.
Your Additional Rights Under GDPR
- Right to be forgotten (request full data deletion, subject to ASQA retention requirements)
- Right to object to processing
- Right to restrict processing
- Right to lodge a complaint with your local data protection authority
Data Storage
Your data is stored in Australia, which the EU recognizes as providing adequate data protection under GDPR.
EU Representative
For GDPR-related queries: privacy@thegraphicdesignschool.com