Prior to applying for a USI on behalf of a student, RTOs must give that student a Privacy Notice that seeks their permission and informs them about the authority and purposes for collection of their personal information in relation to the application for a USI.
Downloading and incorporating the Privacy Notice in your student information may assist you in meeting this requirement. Suggested text to include in the enrolment form, for information on the USI and to obtain a student’s authorisation to apply for a USI on their behalf, is available here.
RTOs must also remember to destroy personal information collected solely for the purpose of creation of a USI as soon as practicable after the application is made, unless required by law to retain that information.
Did you know that your students receive a notification every time you locate their USI?
RTOs must verify USIs provided by their students. Part of the verification process entails accessing the USI system to locate the student’s USI.
An important privacy assurance feature of the ‘Existing USI Search’/‘Locate USI’ functions is the automated notice sent to the student when an RTO uses this function to locate their student’s USI. This notice includes the relevant RTO number and ‘trading’ name as registered on training.gov.au.
The USI Office receives many enquiries from students concerned about privacy as a result of receiving the notification sent to them each time an RTO locates their USI.
Therefore, it is important for you to confirm that you have the student’s permission to locate their USI before using this function and to let your students know that:
- they will receive a notice regarding your use of the function to confirm their USI
- the RTO name included in the notice may be different to the name they are familiar with (e.g. your legal name and your trading name)
Stay Connected. Stay Informed. www.usi.gov.au