Privacy Policy

City College ("we", "us", "our") operates the City College Portal (the "Portal") for students, agents, and authorised staff. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use the Portal.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where they apply to us.

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

• Identity and contact details — name, email address, phone number, postal address, date of birth, and passport or visa details where required for enrolment.
• Account information — login credentials (stored in hashed form), role (student, agent, or administrator), and account activity.
• Application and enrolment data — course selections, intake preferences, supporting documents, form responses, and admissions correspondence.
• Payment information — fee records and transaction references. Card details are processed by our payment provider; we do not store full card numbers on our servers.
• Electronic signature data — when you sign offer letters or other documents through DocuSign or similar services integrated with the Portal, we receive signature status, signed document copies, envelope identifiers, and audit trail metadata provided by the e-signature provider.
• Technical data — IP address, browser type, device information, and usage logs for security, troubleshooting, and service improvement.

We use personal information to:

• Provide, operate, and maintain the Portal;
• Process applications, offers, enrolments, and fee payments;
• Facilitate secure electronic signing of documents;
• Communicate with you about your application, enrolment, or account;
• Meet legal, regulatory, and reporting obligations as a registered training organisation;
• Protect the security and integrity of the Portal and our users.

We may share personal information with trusted service providers who assist us in operating the Portal, including:

• DocuSign — for electronic signature of offer letters and related documents. DocuSign processes information according to its own privacy policy and our agreement with them.
• Payment processors — such as Stripe, to process application and course fees securely.
• Cloud hosting and email providers — to host the Portal and send service-related notifications.

We may also disclose information where required by law, to regulators, or with your consent. We do not sell personal information.

Some of our service providers (including DocuSign and cloud infrastructure providers) may store or process data outside Australia. Where this occurs, we take reasonable steps to ensure recipients handle information in a manner consistent with applicable privacy laws.

We retain personal information for as long as needed to fulfil the purposes described in this policy, including legal and record-keeping requirements for enrolment and vocational education. We implement administrative, technical, and physical safeguards designed to protect information against unauthorised access, loss, or misuse.

You may request access to or correction of personal information we hold about you, or ask us to explain how we have handled it. To make a request, contact us using the details below. We may need to verify your identity before responding.

If you have concerns about our handling of your information, you may contact us first. You may also lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

The Portal may use essential cookies and similar technologies required for authentication and security. We do not use non-essential tracking cookies for advertising purposes.

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect the latest version. Material changes may be communicated through the Portal or by email where appropriate.

For privacy enquiries or requests relating to this policy, contact:

City College — Privacy Officer
Email: privacy@citycollege.edu.au