Privacy Policy

Policy Statement and Purpose

This policy outlines how Monarch Institute (Monarch), an UP Education Australia Pty Limited company, collects, uses and manages personal information provided to, submitted to or collected by it. This includes personal information which is provided to Monarch via the Monarch website or official social media channels, or through the purchase any of our products or services. Monarch deals with personal information in line with the Privacy Act 1988 (Cth) (Privacy Act).

By providing us with your personal data, registering for one of our events, or purchasing one of our products or services or using our website, you are deemed to have agreed to the terms of this Privacy Policy.

It is important that you read this Privacy Policy together with any other privacy notice on our website from time to time so that you are fully aware of how and why we are using your data.

In implementing this policy, Monarch staff will remain supportive and sensitive to the needs and traditional cultural practices of Aboriginal and Torres Strait Islander peoples.

Monarch may from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to our operations and practices and to make sure it remains appropriate to the changing college environment.

Collection of personal information

The personal information Monarch collects includes, but is not limited to:

• Student identifiers (name, date of birth, student numbers, unique student identifiers (USI), State and Territory Student Identifiers and Apprenticeship / Traineeship Contract IDs.
• Student contact details (phone, address, email, fax etc.).
• Information such as disabilities, illness, language, literacy or numeracy challenges, and other sensitive information.
• Student IDs such as Medicare cards, drivers license, concession cards etc. for the purpose of identifying eligibility for courses and / or funding.
• Student residency and or citizenship status for the purpose of identifying eligibility for courses and or funding.
• Copies of student transcripts from other education institutes for determining eligibility for course and / or credit transfers.
• Third party reports regarding on-the-job performance for employers; and
• Assessment results.

Monarch collects personal information, including sensitive information, about:

• students and parents and/or guardians
• potential students
• former students, graduates and alumni
• staff members, job applicants, volunteers and contractors
• potential employers and industry partners
• agents, school professionals and other people who come in contact with Monarch.

How do we collect your personal information?

We will collect your personal information through:

• Direct interactions: you may give us your personal information by filling in forms on our website or in person at one of our campuses, or by corresponding with us by post, phone, email, or otherwise. This includes personal information you provide when you apply for one of our products or services and when you maintain an ongoing relationship with us as a student, or as a parent or guardian of a student.
• Automated technologies or interactions: as you interact with our website, we may automatically collect data about your equipment, browsing actions, and patterns. We collect this personal information by using cookies, server logs, and other similar technologies. We may also receive your personal information if you visit other websites employing our cookies.
• Third parties: in some circumstances, Monarch may be provided with personal information about an individual from a third party.

Cookies

A cookie is a small file that is placed on your computer’s hard drive when a website is visited. The permission to load a cookie is controlled by the settings of your browser. When the file is added, it stores a counter and a simple tag, which is used to track the pages that are visited and how many times you have returned. This helps us analyse data about web page traffic and improve our website and then tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. It should be noted that there is no private information about you stored in a cookie, such as names or contact details. Further, a cookie in no way gives us access to your computer. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Use of personal information

The purposes for which Monarch uses personal information include:

• to provide the products, services, or information requested from Monarch, including providing you with products such as training;
• to register you for events, promotions or competitions;
• to conduct training, assessments or testing;
• to assist us to make Monarch’s sites, services, and products more valuable to our clients;
• to keep students informed about matters related to them through correspondence, newsletters and magazines;
• day to day administration of the College;
• looking after student educational, social and medical wellbeing;
• arranging and managing a student industry placement;
• marketing for the College, as detailed below;
• satisfying our various legal obligations (including the preservation of academic records) and allowing Monarch to discharge its duty of care; and
• such other secondary purposes that are related to these purposes.

Monarch may not be able to enrol or continue the enrolment of a student if necessary information about the student or parent is not provided.

Marketing

We may use your personal information to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services, and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased products (including publications) or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

You can ask us to stop sending you marketing messages at any time by following the opt-out/unsubscribe links on any marketing message sent to you or by contacting us at any time.

Automated systems

Monarch may use automated systems (including but not limited to chatbots) for some aspects of our operations, for example to answer questions from students or parents. However, we do not currently use automated systems to determine admission to education programs, evaluate learning outcomes or monitor student behaviour.

Information on agents, employers and education professionals:

Monarch maintains records of employers who accept students as part of the cooperative industry placement education process and vocational education professionals who partner with Monarch to provide to school students, quality advice and material to support career choice. Printed material of interest to prospective students and other promotional material distributed to education professionals and to industry partners ensure that Monarch continues to be a quality learning environment engaged with industry.

Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is connected with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is connected with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you first and provide you with information about that unrelated purpose.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosure of personal information

Monarch’s staff are required to respect the confidentiality of students’, parents’ and guardians’ personal information and the privacy of individuals.

Monarch may share your personal information, with the following parties.

• UP Education Limited.
• Other companies in the UP Education Limited group for the purposes of marketing communications.
• External third parties, if related to the purposes for which the personal data is collected. These can include providers of services such as website hosting, data analysis, information technology, auditing, payment processing, and other services.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business (including by way of a share or business sale) or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
• To comply with an applicable law, to cooperate with law enforcement, to respond to requests from public and government authorities, and other legal reasons for disclosure.

Monarch will only share sensitive information with other parties if the purpose of sharing that information is related to the main purpose for which the sensitive information was collected.

Information about your enrolment with us may be disclosed if you are claiming or receiving a payment from Services Australia. You are still required to notify Services Australia of any change in circumstances that may affect your payment. Personal information disclosed to Services Australia is protected by law, including the Privacy Act. More information about the way Services Australia handles personal information can be found on their privacy webpage.

Sending information overseas:

Monarch will not send personal information about an individual outside Australia, other than to the parties outlined above under ‘Disclosure of personal information’, without obtaining consent of the individual (in some cases, consent will be implied), or otherwise complying with the Australian Privacy Principles.

Sensitive Information

You consent to Monarch collecting sensitive information that is reasonably necessary for Monarch’s functions or activities. In referring to ‘sensitive information’ Monarch means information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences, criminal record and health information about an individual.

For example, Monarch collects health information to comply with obligations under anti-discrimination and occupational health and safety laws (e.g. to provide accessibility adjustments and accommodations) or, where not required by law, to provide medical services under the responsibility of authorised medical professionals or when this is necessary to protect the interests of you or another person.

Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless the person agrees otherwise, or the use or disclosure of the sensitive information is allowed by law.

Monarch takes active measures to ensure the security of sensitive information it holds and actively considers whether it is permitted to retain this sensitive information. Monarch also takes steps e.g. Monarch to protect the sensitive information from misuse, interference and loss, as well as unauthorised access, modification or disclosure.

Updating Information

Monarch endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by Monarch at any time.

Consent

Generally, we do not rely on consent as a legal basis for processing your personal information, save where we explicitly ask for consent.

Monarch seeks consent to share your personal information, in specified circumstances, in the Monarch Application Form.

You have the right to revoke consent at any time. If you revoke your consent by providing written notice to Monarch, we will not share your personal information in the specified circumstances in the Monarch Application Form.

Retention and disposal

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any compliance, legal, accounting, or reporting requirements. When no longer needed, we will securely dispose of your personal information in line with our Retention Policy.

Your rights

Under the Privacy Act, an individual has the right to request access to any personal information which Monarch holds about them and to advise Monarch of any perceived inaccuracy. Upon receiving a request, Monarch will generally respond to the request within 14 days after the request is made and give access to the information in the manner requested by the individual, assuming it is reasonable and practicable to do so.

There are some circumstances where access may be denied. Such circumstances would include where release of the information would have an unreasonable impact on the privacy of others, or where the release may result in the breach of Monarch’s duty of care to the student.

Students will have access to their own personal information, unless they are less than 18 years of age, in which case their parents will have independent access. Students over 18 years of age may authorise their parents to have access to their own details.

Requests to access or amend any information Monarch holds about you, or your child, should be forwarded in writing to the Head of Monarch. Monarch may require you to verify your identity and specify what information you wish to view.

You also have the right to request that we delete or remove personal data where there is no good reason for us continuing to process it, or if your personal data has been unlawfully processed. You may also request that we correct personal data that is inaccurate, out of date, incomplete, irrelevant or misleading. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

If you wish to make a complaint regarding the way in which we have handled your personal information, please do so in writing, using the contact details we have set out in this Privacy Policy. If Monarch receives a complaint from you about how we have handled your personal information, Monarch will determine what steps (if any) should be taken to resolve the complaint. You may also lodge a complaint about how we have handled your personal information with the Office of the Australian Information Commissioner.

Data Security

Monarch has in place steps to protect the personal information Monarch holds from misuse, interference, loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and appropriate electronic data security hardware and applications and, where appropriate, password protected access rights to computerised records.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.

Personal information and data collected electronically or via the Monarch website or official Monarch social media platforms is transferred to Monarch and managed by Monarch securely.

Contact Details

Requests to access or amend information held by Monarch should be directed to:

Phone: 1300 738 955 (in Australia) or +61 3 9230 6300 (outside Australia)

Email: admin@monarch.edu.au

Responsibilities and Authorities

The Head of Monarch is responsible for the review of this policy on a regular basis to ensure the Privacy Policy is kept up to date. The Head of Monarch must approve any change to this Privacy Policy and procedure.

Supporting Documents

Privacy Act 1988 (Cth)

EU General Data Protection Regulation (GDPR)