This Educator Passport Privacy Collection Statement is relevant to all users of the Educator Passport application (App). If you are an employee of an institute other than Chisholm Institute that is licenced to use the App, please also read your employer’s privacy policy or privacy collection statement.

What personal information Chisholm collects

Chisholm Institute (ABN 65 335 795 326) (Chisholm) will only collect personal information from you that is necessary for us to provide the App to you.

The personal information that Chisholm collects about you from your use of the App may include:

  • your name, email address and other contact details,
  • the name of the educational institute that you work at,
  • the name of your supervisor,
  • details of your employment (including whether you are employed on a casual, contract, ongoing, or permanent basis),
  • a unique identifier, which is often an employee number,
  • details of your work skills and capabilities,
  • any feedback about you that is provided (including by your supervisor),
  • details of any professional activities that are recommended for you or which you complete, and
  • copies of qualifications and employment documentation for vocational competency mapping (VCM).

Why Chisholm collects personal information

Chisholm collects your personal information to provide you with access to the App and to make the App more useful to you. For example, this information enables the App to provide tailored recommendations on professional development activities for you and creates an auditable link between your professional development records and VCM.

Consequences of not providing personal information

If you do not provide some or all of the personal information requested by the App, then you may not be able to use the App or you might not receive the full benefits available from using the App.

How Chisholm manages personal information

Chisholm holds your personal information in secure and purpose specific business systems. These systems have access and security policies and procedures in place which are designed to protect your personal information and to ensure that only employees with appropriate authorisation can access this information.

A restricted number of Chisholm staff (from Chisholm’s Professional Educator College) and staff from Chisholm’s third-party App developer, WAVE Digital Pty Ltd (WAVE), can access all personal information collected by the App solely for the purposes of system setup and troubleshooting.

The technical security controls applied to the App are as follows:

  • Each App instance runs on its own virtual server (EC2). The EC2s are isolated in their own security groups.
  • Each App instance has an individual MySql database. Each database has separate database credentials, granting access to only the App's own database.
  • Event management is in place. Ports are secured.
  • Annual penetration testing is conducted by an independent third party. Rectifications to vulnerabilities found during testing (if any) are actioned before retesting.
  • All personal information is contained digitally within the App. No hard copies are kept for administration purposes.
  • Data is securely held on a dedicated server in Australia hosted on AWS Australia.

More broadly, Chisholm manages personal information in accordance with its privacy policy (available at Chisholm | Privacy), and WAVE manages personal information in accordance with its privacy policy, available at Wave | Privacy policy. This Educator Passport Privacy Collection Statement should be read in conjunction with these privacy policies.

When and to whom Chisholm may disclose personal information

Upon request, Chisholm may disclose personal information that the App holds about you to your supervisor and other staff at the educational institute that employs you (which may be Chisholm, if you are an employee or contractor of ours). Chisholm's information technology and administrative staff will also have access to this information as part of administering the operation and use of the App.

For auditing purposes, Chisholm and each licensee institute may download the data held in their respective App instance and provide it to their auditors. If this occurs, you should be notified by your quality or audit team according to individual workflows.

Chisholm may also be required by law to disclose your personal information in some circumstances, including to government bodies, regulatory agencies, or courts.

Your right of access and how to contact Chisholm

You have a right to access the personal information that Chisholm holds about you. For information on how to request for access to your personal information, please contact Chisholm’s Privacy Officer using the following contact details:

Phone: 03 9212 4655

Email: [email protected]

You can contact Chisholm by visiting Contact Us.

The App is provided by Chisholm’s Professional Educator College (see Chisholm | Professional Educator College).