​​​

Privacy Policy

Last updated : April 2026

​

We are committed to protecting the privacy and confidentiality of personal and organisational information provided through this website.

This Privacy Policy explains how information is collected, used, stored, and protected when you access or use this self-assurance review tool.

By using this website, you acknowledge and accept the practices described in this policy.

 

Scope of this policy

This Privacy Policy applies to:

• This website and its associated pages

• Self-assurance review forms and submissions

• Documents/Data uploaded as part of the review process

• Communications relating to submissions

This policy does not apply to external websites linked from this site.

​

Jurisdiction and applicable law

This website is operated by RTOScool, a sole trader based in New Zealand.

This policy is governed by the laws of New Zealand, including the Privacy Act 2020 (NZ). As this service is primarily directed at users in Australia, we also take reasonable steps to comply with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs) where applicable.

If you have concerns about how your information is handled under Australian privacy law, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

​

Information we collect

We may collect the following types of information:

Personal and organisational information

• Name and contact details (such as email address)

• Organisation name and identifiers (including RTO or CRICOS number)

• Role or position within the organisation

Self-assurance review information

• Responses to self-assurance questions

• Supporting documents uploaded by users

• Contextual information relating to the selected review area

Technical information

• Browser type and device information

• General usage data used to support website functionality and improvement

You should ensure that any documents uploaded do not contain unnecessary personal, student, or sensitive information.

Payment and billing information

• Invoice records and payment status

• Organisation billing details where provided

• Records of outstanding or disputed invoices

• ​

Purpose of collection

Information collected through this website is used solely to:

• Facilitate self-assurance review processes

• Analyse submitted responses and documents

• Generate structured summaries and advisory feedback

• Support reflective improvement activities

• Improve the functionality and effectiveness of this tool

• Communicate with users regarding their submissions, where necessary

This tool supports internal self-assurance only and does not provide compliance determinations, audit outcomes, or regulatory advice.

 

Use of AI-assisted tools and third party services

This website uses AI-assisted technologies and third party platform services to facilitate the review process. Submitted information may be processed by third party service providers in accordance with their respective data processing and privacy policies.

Third party service providers used by this website include:

• Wix (website platform and data storage) — privacy policy available at wix.com/about/privacy

• Anthropic (AI processing) — privacy policy available at anthropic.com/legal/privacy

These providers do not use submitted content for purposes beyond facilitating this service. Users are encouraged to review the privacy policies of these providers before submitting information.

AI tools may be used to:

• Identify themes, patterns, and potential gaps

• Summarise responses and uploaded documents

• Assist in generating advisory feedback

AI outputs are advisory in nature and do not constitute decisions, findings, or compliance assessments. Responsibility for interpretation and application of outputs remains with the user.

 

Storage and security of information

Information and documents submitted through this website are stored using Wix platform infrastructure, which may utilise third party cloud service providers including services located outside of New Zealand and Australia. Submitted documents used for AI processing are not permanently stored by AI service providers and are used only for the purpose of generating your review output.

 

Disclosure of information

We do not sell, rent, or trade personal or organisational information.

Information is not shared with regulators, auditors, or third parties except:

• Where required by law

• With the explicit consent of the user, or

• Where RTOScool exercises its rights under the Terms of Use regarding unpaid invoices and identified material compliance risks, in which case prior written notice will be provided to the organisation concerned before any disclosure is made

 

Data retention

Documents uploaded as part of the self-assurance review process are retained only for as long as required to generate and finalise your review output, after which they are deleted. Review responses and associated records may be retained for a longer period solely for system improvement and quality assurance purposes, in de-identified form where practicable.

Requests for access to or deletion of your information will be responded to within 30 days of receipt.

Where an organisation has an outstanding unpaid invoice, relevant identifying information including RTO number and contact email may be retained indefinitely for the purpose of managing access to this service and protecting the integrity of the review process.

 

User responsibilities

Users are responsible for:

• Ensuring the accuracy of information submitted

• Uploading only appropriate documents for self-assurance purposes

• Using this tool as a reflective support resource and not as a compliance determination

• De-identifying all documents before uploading, including removing student names, staff personal details, and any other personally identifiable information

• Ensuring that uploaded documents do not contain sensitive personal information beyond what is reasonably necessary for the self-assurance review

• Complying with applicable privacy obligations, including the Australian Privacy Act 1988 and Australian Privacy Principles, in relation to any information submitted through this tool

 

Changes to this policy

This Privacy Policy may be updated from time to time to reflect changes in the tool, technology, or legal requirements. The most current version will always be published on this website.

 

Contact

If you have questions about this Privacy Policy or how information is handled, please contact us via the Contact Us page on this website.