1. Who we are

Recognition Pty Ltd (ABN 56 155 929 963), trading as re:cognition, is a registered training organisation (RTO 40655) delivering nationally recognised qualifications, including the 11250NAT Certificate IV in Wellbeing Science and the 11069NAT Diploma of Positive Psychology and Wellbeing. We are the same legal entity formerly known as The Langley Group Institute, so student records created under that name are held by us under this policy.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). As an RTO we are also bound by the National Vocational Education and Training Regulator Act 2011 (Cth) (NVETR Act), the Standards for RTOs (the Outcome Standards, in force from 1 July 2025) and the National VET Data Policy. Some of these laws require us to collect and disclose your information whether or not you consent, and this policy tells you where that is the case.

2. What we collect, and how

When you enquire, browse or use our website tools. Your name, email address, organisation and role; your responses, score and band if you complete the Psychosocial Capability Check, along with the sector and WHS jurisdiction you select and where the capture came from (website, QR code, flyer or conference stand); and standard web analytics such as page views, referring page, and your device and browser.

When you enrol in training. Your contact details and the information the AVETMISS national VET data standard requires, including date of birth, prior education, employment status, and language and cultural background; your Unique Student Identifier (USI), which we are required to verify; any learning support or access needs you tell us about; your assessment submissions; and records of your progress and outcomes.

Through our forms and processes. Information reaches us through the website enquiry form, the enrolment form, recognition of prior learning and credit transfer applications, complaint, appeal and refund forms, surveys and questionnaires, and your completed assessments. Where information is collected on paper, it is entered into our systems and the hard copy is then securely destroyed.

When you attend an event or meet with us. Your business contact details and notes of the conversation.

We do not ask for health information through the Capability Check, and we ask you not to volunteer any. Pre-appointment psychological screening is a separate clinical service delivered by Mind Your Monkey Psychology under its own privacy terms and clinical governance; health information collected in that process is held by them, not by us. Where you provide sensitive information to support an adjustment to your training, such as a medical certificate, we handle it under the APPs and share it only with the team members involved in your training and assessment. Any unsolicited personal or sensitive information we receive is also managed in accordance with the APPs.

3. Why we collect it

  • To process and manage your enrolment and deliver, assess and certify the training you enrol in
  • To verify your USI with the USI Registrar, as required by the Student Identifiers Act 2014; we will email you whenever we search, view or verify your USI
  • To send you the result of a check or resource you asked for, and to follow up where you have consented
  • To meet our legal obligations as an RTO, including national VET data reporting
  • To improve our courses, tools and services

4. Disclosures the law requires

Under the Data Provision Requirements 2020, made under the NVETR Act, we are required to collect personal information about you and disclose it to the National Centre for Vocational Education Research (NCVER). We are also required to make student information available to the Australian Skills Quality Authority (ASQA) and to relevant state or territory training and funding authorities. These disclosures do not depend on your consent.

NCVER will collect, hold, use and disclose your personal information in accordance with the law, including the Privacy Act 1988 and the NVETR Act 2011. NCVER may disclose it to the Australian Government Department of Employment and Workplace Relations (DEWR), Commonwealth authorities, state and territory authorities (other than RTOs) that deal with VET matters, and VET regulators, to enable:

  • Populating authenticated VET transcripts
  • Administering VET, including program administration, regulation, monitoring and evaluation
  • Facilitating statistics and research relating to education, including surveys and data linkage
  • Understanding the VET market for policy development, workforce planning and consumer information

NCVER may also disclose your personal information to persons engaged by NCVER to conduct research on its behalf. NCVER does not intend to disclose your personal information to any overseas recipients. NCVER's Privacy Policy at ncver.edu.au/privacy explains how NCVER handles your information.

You may receive a student survey run by a government department or an NCVER employee, agent, third-party contractor or authorised agency. You have the right to opt out of the survey at the time you are contacted.

5. Other disclosures

With your written permission. Where any other third party asks for information about you, we seek your written permission before disclosing it. Certificates are posted only to your nominated address and are not sent to other parties without your written approval.

Employers and job network providers. Where an employer or job network provider has paid for your training, we may provide them with your training activity and outcomes on request.

Delivery partners. Mind Your Monkey Psychology, for the clinical components of the psychosocial capability pathway, only where relevant to a service you have asked for. Bodyswaps, if you choose to do the roleplay, operates that experience under its own terms.

Service providers. Providers we use to run our operations, including HubSpot (customer relationship management and email), our website and online learning platform hosts, and compliance consultants engaged for RTO quality and audit purposes. Where necessary we may also share information with professional advisers, insurers, finance providers or debt recovery agencies in connection with fees owed.

We do not sell your personal information, and we do not disclose it to third parties for their own marketing.

6. Storage, security and overseas locations

Your student records and training data are held in our secure computer network and software systems, protected by access controls and encryption in transit, and backed up frequently to a secure server located in Australia. Enquiry and marketing data is stored in HubSpot, which hosts data outside Australia. If you choose to do the Bodyswaps roleplay, Bodyswaps stores data in the European Union under its own privacy terms. We take reasonable steps to ensure our providers handle your information consistently with the APPs, but we cannot control the laws of every country in which they operate.

No system is completely secure. If we become aware of a data breach likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

7. How long we keep your information

We retain personal information relating to your enrolment, including your personal details and your training and assessment outcomes, for up to 30 years, in line with our obligations under the NVETR Act and the Data Provision Requirements. Completed student assessment work is archived electronically for seven years. We cannot delete records the law requires us to keep; other personal information is destroyed or de-identified when it is no longer needed.

8. Cookies and analytics

Our website uses cookies and Google Analytics to understand how people use the site and to improve it. Analytics data is stored on Google's servers in the United States and may be passed to third parties where required by law or for processing on Google's behalf. This data is used for website management and improvement, not to identify you personally. You can disable cookies in your browser settings and opt out of Google Analytics, although parts of the site may not work as well. The Psychosocial Capability Check stores your answers temporarily in your own browser so the page can show your result; that copy stays on your device and is cleared when you close the tab.

We only send you marketing where you have consented, or where you have an existing relationship with us and would reasonably expect it. Every marketing email carries an unsubscribe link. Unsubscribing stops marketing; it does not delete your record, and it does not stop administrative messages about training you are enrolled in.

10. Access and correction

You have the right to access the information we hold about you. You can view your training records through your online learning platform at any time, or submit a completed Access to Records form with photo identification to admin@recognition.edu.au. We will action your request within 10 business days. You may contact us at any time to correct personal information we hold about you, including your legal name and contact details; there is no charge to correct your information.

11. Complaints

If you have concerns about this policy or how we have handled your personal or sensitive information, email admin@recognition.edu.au. We will acknowledge your complaint within 5 business days and respond substantively within 30 days, in line with our Complaints and Appeals Policy. Under the Privacy Act 1988 you also have the right to complain to the Office of the Australian Information Commissioner: oaic.gov.au, 1300 363 992, GPO Box 5218 Sydney NSW 2001.

12. Changes to this policy

We review this policy at least annually and update it when our practices change. The version and date of the last update appear at the top of this document.