Privacy Policy

1. About this policy

VetBuddy is a student-management and compliance platform used by Registered Training Organisations (RTOs) and education providers ("we", "us", "our"). This policy explains how we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where we handle information on behalf of an RTO, that RTO is the primary entity responsible for your information and their own privacy policy also applies.

2. What personal information we collect

Depending on how you use the platform, we may collect:

• Identity & contact details — name, date of birth, gender, email, phone, and residential/postal address.
• Unique Student Identifier (USI) and, where applicable, its verification status.
• Statistical / demographic information required for national VET reporting (AVETMISS) — for example Indigenous status, language, disability, prior education, employment and schooling details.
• Enrolment, assessment and training records — courses, units, results, evidence you upload, and assessor decisions.
• Payment information — plan details and payment status. Card details are handled by our payment processor and are not stored by us.
• Communications — messages, emails, call and interview records created through the platform.
• Technical data — sign-in identifiers and basic usage/security logs.

Some of this information (such as health/disability or Indigenous status) is "sensitive information" under the Privacy Act. We only collect it where it is reasonably necessary for training delivery and mandatory government reporting, and, where required, with your consent.

3. How we collect it

We collect information directly from you (for example through enrolment and application forms, the student portal, and interviews), from your RTO, and from connected services you authorise (such as your calendar or video-meeting provider). Where practicable we collect personal information directly from you.

4. Why we use it

• To enrol you, deliver training and assessment, and manage your progress.
• To verify your USI and issue nationally recognised certification.
• To meet legal and regulatory obligations, including AVETMISS reporting to NCVER, reporting to ASQA and relevant state/territory training authorities, and funding-related reporting.
• To process payments and manage fees.
• To communicate with you (including scheduling interviews and sending reminders).
• To maintain the security, integrity and quality of our services.

5. Who we disclose it to

We may disclose personal information to:

• Your RTO and its authorised staff.
• Government bodies and regulators — including NCVER, ASQA, the USI Registrar, and state/territory training and funding authorities.
• Service providers that help us operate the platform — including cloud hosting (Google Firebase), our payment processor (Stripe), and, where you connect them, calendar and video-meeting providers (such as Google, Microsoft and Zoom).

We do not sell your personal information.

6. Overseas disclosure (APP 8)

Some of our service providers may store or process data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure the information is handled consistently with the APPs.

7. Security (APP 11)

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure — including access controls, tenant isolation, and encryption in transit. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Data retention

We retain records for as long as needed for the purposes above and to meet legal obligations. As an education provider, certain records must be kept for extended periods — for example, records relating to the issuance of nationally recognised qualifications are retained in line with regulatory requirements.

9. Access and correction (APP 12 & 13)

You may request access to the personal information we hold about you and ask us to correct it if it is inaccurate, out of date, incomplete or misleading. Contact us using the details below. We may need to verify your identity before acting on a request.

10. Cookies

We use essential cookies and similar technologies to keep you signed in and to keep the platform secure. We do not use them to build advertising profiles.

11. Complaints

If you have a concern about how your personal information has been handled, please contact us first (details below) so we can try to resolve it. If you are not satisfied, you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

12. Contact us

Training Management Pty Ltd (ABN 74 141 969 235)
Email: support@aibuddy.pro

13. Changes to this policy

We may update this policy from time to time. The current version is always available at this page, and the "Last updated" date above shows when it last changed.