Polestar Pilates Education Privacy Policy
Proposed Education version for review | 7 October 2026
Polestar Pilates Australia Pty Ltd (ABN 56 103 530 507), operating its Education arm as Polestar Pilates Education (we, us, our), respects your privacy.
This policy explains how we handle personal information for education and training services. It covers enquiries, enrolments, student support, assessments, practicums, continuing education and our website, www.polestarpilates.edu.au.
We are a Registered Training Organisation (RTO) RTO No. 91620, regulated by the Australian Skills Quality Authority (ASQA). We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Applicable state and territory privacy requirements also apply, including NSW health privacy requirements where relevant.
1. What personal information we collect
We collect information reasonably necessary to provide training and meet our obligations. Depending on your course and circumstances, this may include:
- Identity and contact details, including name, date of birth, address, email and telephone number.
- Enrolment and reporting details, including prior education, employment status, language background and other required VET data.
- Your Unique Student Identifier (USI) and information necessary for authorised identity or eligibility checks.
- Training records, including attendance, logbooks, assignments, assessment results, feedback, qualifications and certificates.
- Recognition of prior learning (RPL), credit transfer and supporting evidence.
- Student support information, including learning needs, disability, medical clearances, injuries and reasonable adjustments.
- Payment records, invoices and transaction identifiers. Payment providers generally handle card details directly.
- Emergency contacts, enquiries, correspondence, complaints, appeals and incident records.
- Images, audio or video where collected for an explained training or assessment purpose.
- Website and portal activity, including device information, IP addresses and usage data where collected.
Some information is sensitive, including health, disability and Aboriginal or Torres Strait Islander status. We collect sensitive information with your consent where reasonably necessary, unless collection is required or otherwise permitted by law.
2. How we collect personal information
We usually collect information directly through enquiries, enrolment forms, student portals, logbooks and assessments. We also collect information during training, practicums and communications with you.
We may receive information from authorised educators, assessors, mentors, host sites and service providers. We may also receive information from a previous training provider or another person you authorise. Any collection must be permitted by law.
You may make general enquiries anonymously or using a pseudonym where practical. Enrolment, assessment and certification generally require your verified identity. Missing required information may prevent enrolment, support, reporting or certification. We explain relevant consequences when collecting information.
3. Why we collect and use information
- Process enrolments and deliver education, training, assessment and student support.
- Maintain attendance, logbooks, progress, RPL, credit transfer and certification records.
- Identify learning needs and arrange reasonable adjustments or safe participation.
- Manage fees, accounts, course communications and administrative arrangements.
- Respond to complaints, appeals, feedback and incidents.
- Conduct quality assurance, assessment validation, moderation and service improvements.
- Meet legal, regulatory and reporting obligations, including ASQA requirements and applicable national VET data reporting.
We use information for the purpose explained when collected, or another purpose permitted by law. Access within our business is limited to relevant duties. Studio staff do not receive Education records simply because both arms share an ABN.
4. Marketing communications
We may send course announcements, continuing education information and offers where permitted by law. You can unsubscribe or contact education@polestarpilates.com.au at any time.
Opting out of marketing does not stop essential enrolment, assessment or course messages. We seek separate permission before using identifiable student images or testimonials for promotion.
5. Who we share information with
We may disclose relevant information to:
- Educators, assessors, mentors and host sites who need it for training, assessment or support.
- Student management, learning platform, payment, IT, hosting and communication providers.
- ASQA and other authorities where required or authorised for regulation, audits or investigations.
- NCVER, relevant government departments and state or territory training authorities where reporting requires it.
- The Student Identifiers Registrar for authorised USI functions.
- Professional advisers, insurers and emergency services where necessary and legally permitted.
- Other training providers, employers or professional associations with your authorisation, unless law permits otherwise.
We limit disclosure to the relevant purpose. We do not sell your personal information. Payment by an employer, parent or sponsor does not automatically authorise access to your results or support information.
6. National VET data reporting
For nationally recognised training, we collect and report required student and training data. Reporting may occur through NCVER or a relevant state or territory authority. Applicable reporting arrangements may use AVETMISS or the VET Information Standard.
NCVER and authorised government bodies may use information for VET administration, regulation, research and statistics. These purposes can include authenticated VET transcripts, surveys, data linkage and workforce planning. Authorised VET system operators may also process data and perform validation checks.
You may receive a survey from NCVER or another authorised body. You may opt out when contacted. Survey participation is separate from mandatory reporting.
We provide the applicable national VET privacy collection notice during enrolment. That notice explains the relevant reporting arrangements and how other bodies handle your information.
Further information: NCVER privacy policy,
https://www.ncver.edu.au/privacy
DEWR VET privacy notice
https://www.dewr.gov.au/vet-activity-data/vet-privacy-notice
7. Unique Student Identifiers
We verify your USI and protect it under the Student Identifiers Act 2014 (Cth). We use or disclose it only for authorised purposes. We do not include your USI on qualifications or statements of attainment.
If we apply for a USI on your behalf, we obtain your authorisation. We provide the relevant USI privacy notice before collecting application information. We securely destroy information collected solely for that application as soon as practicable afterwards. An exception applies where another law requires retention.
We obtain any required permission before accessing your USI transcript. A verified USI is generally required before issuing nationally recognised certification, unless an exemption applies.
8. Overseas disclosures
Our education, payment, communications or cloud providers may store or access information outside Australia. International education partners may also receive information where necessary, authorised and explained to you.
We take reasonable steps required by applicable privacy law before overseas disclosure. We identify likely recipient countries where practicable in this policy or the relevant collection notice.
Contact education@polestarpilates.com.au for information about overseas handling.
9. Cookies and website analytics
Our website and learning platforms may use cookies and similar technologies. These support functionality, remember preferences and measure usage. Where used, analytics may help improve services and marketing.
You can manage cookies through browser settings. Disabling them may affect website or portal functionality. Third party providers may publish their own privacy and cookie notices.
10. How we hold and secure information
We hold records electronically and, where needed, on paper. We take reasonable steps against misuse, interference, loss and unauthorised access, modification or disclosure.
Controls include access restrictions, confidentiality obligations, staff training, secure storage and appropriate system safeguards. We review security practices as systems and providers change.
Students should de-identify client case studies wherever practical. Identifiable client information requires appropriate consent or another lawful basis before submission. Assessment recordings are handled as student records. We explain recording purposes and any relevant consent requirements beforehand.
11. How long we keep information
We retain information for training, administration and applicable legal, regulatory, insurance and reporting requirements.
- Records of AQF certification documentation issued to VET students are retained for 30 years.
- All submitted VET assessments are retained for at least two years after completion of the training product. Longer obligations may apply.
- Other records follow applicable retention requirements and our records management procedures. These include withdrawals, incomplete assessments, complaints and financial records.
- Information collected solely to apply for a USI follows the destruction requirements in section 7.
We securely destroy or de-identify information when no longer required, unless retention is legally required. Student support health information is managed under applicable health privacy requirements. Clinical health service records, where created, remain subject to separate applicable retention requirements.
12. Access and correction
Contact education@polestarpilates.com.au to request access to or correction of your information. We may verify your identity and generally respond within 10 days. Former students can also request retained certification records.
Where law permits refusal, we explain our reasons and available complaint options. Correction requests about academic results are considered through the relevant assessment or appeal process. Privacy correction rights do not replace that process.
13. Privacy complaints
Please send privacy complaints to education@polestarpilates.com.au with details of your concern. We acknowledge complaints promptly, investigate and aim to respond within 10 days. We explain any delay and provide an updated timeframe.
If dissatisfied, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au. NSW health information complaints may also be directed to the Information and Privacy Commission NSW, where applicable.
ASQA regulates our RTO obligations. Concerns about RTO compliance may be raised with ASQA through www.asqa.gov.au. ASQA does not replace the privacy complaint pathway above.
14. Data breaches and external websites
We investigate suspected data breaches and take steps to limit harm. We comply with the Notifiable Data Breaches scheme where applicable. This includes notifying the OAIC and affected individuals where legally required.
Our website or communications may link to external websites and platforms. Their privacy policies govern their own handling of information. Please review those policies when using their services.
15. Policy updates and contact details
We may update this policy as practices or requirements change. The current version will be published at www.polestarpilates.edu.au. We communicate material changes where appropriate. Changes take effect on publication, unless a later date is stated.
Privacy enquiries, access requests and complaints
Polestar Pilates Australia Pty Ltd
ABN: 56 103 530 507
Level 1, 32 Cross St,
Brookvale NSW 2100
Phone: 02 9091 9400
Email education@polestarpilates.com.au
Website: www.polestarpilates.edu.au
RTO no. 91620
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