Privacy Policy


This Privacy Policy applies to all personal information collected by Cloud Assess Pty Ltd ACN 164 642 684 (“Cloud Assess”, “We”, “our”, or “us”). Cloud Assess is committed to complying with its obligations under the Privacy Act 1988 (Act) (Privacy Act) and the Australian Privacy Principles (APP) in respect of that information. In this document, “personal information” has the meaning set out in the Privacy Act, and (in summary) means information or an opinion about an identified individual or an individual who is reasonably identifiable, whether true or otherwise.

Please read this Privacy Policy carefully. Your use of any part of our website, our mobile applications, or the services on our platform will constitute your consent to the collection, transfer, processing, storage, disclosure, and other uses of your personal information in accordance with this Privacy Policy.

If you do not agree with the terms and conditions of this Privacy Policy, please do not use our website or services. This Privacy Policy is subject to change at our discretion, and we reserve the right to modify this Privacy Policy at any time. The current version will always be available on our website at

We may, in connection with particular services we offer or provide to you, make other privacy disclosures to you or seek your authority to use your personal information in ways which are different from or more specific than those stated in this Privacy Policy. In the event of any inconsistency between the provisions of this Privacy Policy and those other disclosures, the other disclosures will apply. Where applicable privacy laws provide for exceptions or exemptions, we may rely on those exceptions or exemptions in our information handling practices.

This Privacy Policy (other than section 9) explains how we manage personal information about individuals other than employees. Section 9 explains the position of employees.

1. How We Collect Personal Information

Collection via our platform

Our website and applications provide a platform for registered training organisations (Trainers) to host course assessments and other training materials for their authorised administrators, assessors and students (Users).

We engage with personal information as primary collector if, for example, you are invited to and access our services as a Trainer or User, if you visit our platform, or if you correspond with us, and as a secondary collector where we provide services, which may involve hosting and disclose personal information of Trainers and Users who access the materials made available on our platform. We may also indirectly collect personal information where it is uploaded to our platform by a Trainer or User as course or assessment content (Third Party Content).

Other ways we collect personal information

Some of the other circumstances when we may collect personal information in connection with our business include:

  • when you sign up for a trial of our platform;
  • if you are referred to us by a reseller or referral partner;
  • when you enter into contracts with us, and when we administer and perform our contracts with service providers and suppliers;
  • when you apply for a role with us;
    from correspondence (whether in writing or electronically) or when you contact us via telephone, social media platforms or other means;
  • if you attend any of our premises, we may record certain contact details and health information (such as details of your COVID-19 vaccination status) so that we can comply with applicable laws, and we may also record your image and/or voice if we have surveillance systems operating at those premises;
  • and as otherwise required to manage our business.

2. The Types of Personal Information We Collect


The types of personal information we collect about you depends on the circumstances in which the information is collected. Typically, the types of personal information we may collect can include (but is not limited to) your name, address, email address and phone numbers.

Platform users

If you register as a Trainer or User on our platform or otherwise access our platform, we may collect:

identity data including your name, company name and username or similar identifier, and the name of users who access the platform;

  • contact data including your contact details such as your billing and delivery address, email address and telephone number;
  • financial data including banking, credit card, or other payment information;
  • transaction data including details about payments to and from you on the platform;
  • technical data including your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our platform;
  • profile data including your username and password;
  • usage data including information about how you use our platform, and services; and the courses and materials you make available on the platform; and
  • marketing and communications data including your preferences in receiving marketing from us and our third parties and your communication preferences.

Given the purpose of our platform is to facilitate training, assessment, and issuing qualifications, all of which require being able to identify Users, other than providing general publicly available information (such as through our website), it is unlikely to be practical for us to deal with individuals who wish to remain anonymous or would prefer to identify themselves only by way of pseudonym. As such, the process for becoming a registered User or Trainer will require disclosure of personal information.

Other collection circumstances

If we request or receive goods or services from you or have any other commercial dealings with you, we will collect your name and business contact details and your banking / payment details.

If you are an individual contractor to us or apply for a role with us, we may also collect information relevant to your engagement with us including qualifications, length of engagement, resume, current and former employment details, pay rate and salary, bank details, feedback from supervisors, training records and logs of your usage of our equipment (e.g. phones, computers and vehicles).

If you call us via telephone, we may monitor and in some cases record such telephone conversations for staff training, quality assurance and record-keeping purposes.

If you attend one of our premises and have CCTV devices operating, we may record your image and/or voice through the use of Closed-Circuit Television (CCTV) systems footage of you via our CCTV devices, for the purposes of managing security of the premises and health and safety of occupants and the public generally.

We only collect sensitive information about you with your consent, or otherwise in accordance with the Privacy Act. In this document, “sensitive information has the meaning set out in the Privacy Act, and includes certain specific types of personal information such as health information, and information about a person’s racial or ethnic origin, sexual orientation or practices, criminal record, religious beliefs or affiliations, political opinions, membership of a political, professional or trade association, and biometric and genetic information.   If you do provide sensitive information to us for any reason (for example, if you provide us with information about a disability or allergy you have), you consent to us collecting that information and to us using and disclosing that information for the purpose for which you disclosed it to us and as permitted by the Privacy Act and other relevant laws.

In addition to the types of personal information identified above, we may collect personal information as otherwise permitted or required by law.

Where you do not wish to provide us with your personal information, we may not be able to provide you with requested services and/or certain functionality of our platform.

3. Our Purposes for Handling Your Personal Information


As a general rule, we only use, disclose and process personal information for purposes that would be considered relevant and reasonable in the circumstances. The purposes for which we use and disclose your personal information will depend on the circumstances in which we collect it. Whenever practical we endeavour to inform you why we are collecting your personal information, how we intend to use that information and to whom we intend to disclose it at the time we collect your personal information.

We may use or disclose your personal information:

  • for the purposes for which we collected it (and related purposes which would be reasonably expected by you);
  • for other purposes to which you have consented; and
  • as otherwise authorised or required by law.

In general we collect, use and disclose your personal information so that we can do business together and for purposes connected with our business operations.

Some of the specific purposes for which we collect, hold, use and disclose personal information are described below.

To facilitate use of the platform

We may collect, hold, use and disclose personal information for the purposes of:

  • providing you with access and use of our platform and its functionality;
  • allowing Trainers or Administrators to establish, view and modify courses and assessments on the platform;
  • allowing authorised Users to access the course materials and other services on the platform;
  • allowing Administrators, Assessors and Trainers to review the progress and responses provided by Users;
  • facilitating the proper use of our platform and services to allow Trainers and Users to use the services as intended;
  • retaining an archive of activities conducted on the platform, to allow Administrators or Trainers to issue and validate qualifications; and
  • contacting and providing notices to Administrators, Trainers and Users in relation to the platform and content hosted on the platform.

Where Third Party Content is uploaded to our platform, we will not directly use any personal information it contains, but it may be disclosed to Trainers or Users in the ordinary course of our platform.

Other purposes

Some of the other specific purposes for which we collect, hold, use and disclose personal information are as follows:

  • to receive goods or services from you;
  • to consider you for a job (whether as an employee or contractor) or other relationships with us;
  • to provide you with invoices for our services;
  • to operate, monitor, develop and improve our website, mobile applications and services, and to secure them from unauthorised access;
  • to confirm your identity;
  • to optimise and customise the user experience (including content and advertising) for users of our websites, mobile applications and services;
  • to contact you (directly or through our service providers and marketing research agencies) to obtain your feedback and to find out your level of satisfaction with our services;
  • to facilitate our internal business operations, including comply with our legal and regulatory obligations;
  • to protect the security, health and safety of our premises, facilities, personnel and visitors;
  • to address any issues or complaints that we or you have regarding our relationship; and
  • to contact you regarding the above, including via electronic messaging such as SMS and email, by mail, by phone or in any other lawful manner.

4. Who We Disclose Your Personal Information To

We may disclose your personal information to third parties in connection with the purposes described in section 3 of this Privacy Policy.  This may include disclosing your personal information to the following types of third parties:

  • if you are a User, to allow Administrators, Assessors and Trainers to review your use of our platform and progress and responses you have provided via the platform;
  • our suppliers, contractors and organisations that provide us with technical and support services or who manage some of our business functions;
  • our related entities (who may use and disclose the information in the same manner we can);
  • our accountants, insurers, lawyers, auditors and other professional advisers;
  • any third parties to whom you have directed or permitted us to disclose your personal information (e.g. referees);
  • in the unlikely event that we or our assets may be acquired or considered for acquisition by a third party, that third party and its advisors; and
  • debt collection agencies.

We may also disclose your personal information in accordance with any consent you give or where disclosure is authorised, compelled or permitted by law.

If we disclose information to a third party, we generally require that the third party protect your information to the same extent that we do.

If you post information to certain public parts of our website or to our social media pages, you acknowledge that such information may be available to be viewed by the public. You should use discretion in deciding what information you upload to such sites.

5. Security

We prioritise the security of your personal information whilst it is in our possession. Electronic files relating to our online products and services are stored securely on protected information systems and are only accessible through our secure network.

In addition, our employees and contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us. However, to the extent permitted by law, we will not be held responsible for events arising from unauthorised access to your personal information.

If we hold information which we no longer need (for any purpose for which the information may be used or disclosed) or are no longer required to keep, we will take such steps as are reasonable in the circumstances to destroy the information or to ensure that the information is de-identified.

6. Cookies and Applets

To improve your experience on our platform, we may use ‘cookies’: small data files that are served by our platform. These are used by us for a variety of purposes including to increase your security, monitor single user access and to operate and personalise the platform.

You may refuse to accept cookies by selecting the appropriate setting on your internet browser. However, please note that if you do this, you may not be able to use the full functionality of our platform.

7. Third Party Sites

We may, or our Trainers and Users may, insert links to third-party websites, applications or resources, for which this Privacy Policy does not apply. We are not responsible for those third party websites, applications or resources. If you access such websites, applications or resources, you do so at your own risk and we make no representations or warranties regarding third parties’ privacy practices. We encourage you to read the privacy statements/policies of every website, application or resource you use.

When we, our Trainers or our Users link to a third party website, application or resource, this does not automatically imply that we endorse that website, application, resource and their contents. This Privacy Policy does not cover the use of cookies by any third parties.

8. Marketing

We may reach out to you to solicit feedback for our products and services. You may receive marketing communications from us if you are an Administrator, Trainer or User, or where:

  • you have consented to us doing so (this may be where, for example, you requested information from us or purchased services from us and you have not opted out of receiving that marketing); or
  • where we are permitted by law to do so.

We will get your opt-in consent before we share your personal information with any third party for marketing purposes. You can ask us or third parties to stop sending you marketing messages at any time by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal information provided to us as a result of a service purchase, product/service experience or other transactions.

9. Employees

We collect information in relation to employees as part of their application and during the course of their employment, either from them or in some cases from third parties such as recruitment agencies, referees, government bodies (e.g. police checks, if required) and academic and professional bodies (e.g. to validate details and currency of qualifications).  Such information may include contact details, qualifications, resume, current and former employment details, pay rate and salary, bank details, feedback from supervisors, training records and logs of your usage of our equipment (e.g. phones, computers and vehicles).

Under the Privacy Act, personal information about a current or former employee may be held, used or disclosed in any way that is directly connected to the employment relationship.  We handle employee information in accordance with legal requirements and our applicable policies in force from time to time.

10. Access to and Correction of Information

You may contact our privacy officer (see below) to request access to the personal information that we hold about you and/or to make corrections to that information, at any time.

We will endeavour to take all reasonable steps to keep information which we hold about you accurate and up to date. If at any time, you discover that information held about you is incorrect, you may contact us to have the information corrected.

Where you request a copy of the personal information that we hold which relates to you, we will respond to your request within a reasonable time, though in some cases we may not be able to provide you with access, such as where it would be prohibited by law. We will also update any inaccurate information about you if you inform us that the information is inaccurate, out of date, incomplete, irrelevant or misleading. There are no charges for requesting access to or the correction of your personal information.

You can contact our privacy officer regarding access to or correction of your information by any of the following methods:

Address: Level 1/21 Harbour Village Parade, Coomera, QLD 4209
Email address:
Telephone: +61 7 5634 9574

11. Disclosure of Personal Information Overseas

Subject to the below, we do not generally disclose personal information to recipients based outside Australia and we utilise cloud service providers in Australia to store data relating to the platform.

We engage third party service providers (based primarily in the United States) to enable us to send system messages and to contact end users of the platform, including by email. Depending upon how users of the platform utilise our platform, in limited cases personal information may be disclosed outside Australia in notifications made via the platform (for example, if we send a user a notification when they are travelling outside Australia (e.g. an SMS); if we send notifications to an email address and the recipient’s email service provider’s infrastructure is based outside Australia; or if third party service providers utilise overseas data centres and infrastructure to facilitate and send such notifications).

We conduct due diligence on the service providers we utilise and that may have access to personal information to ensure they implement appropriate security controls and maintain appropriate security certifications, and to ensure they only use and have access to such information to the extent necessary for us to make the platform available and to otherwise perform our obligations.

Whenever we transfer your personal information outside of Australia, we will do so in accordance with the requirements of applicable privacy and data protection laws.

12. Complaints, Problems or Questions

If you wish to make a complaint about a breach of the Privacy Act, the APPs, or a privacy law that applies to us, please contact our privacy officer using the details below.

When contacting us please provide as much detail as possible in relation to your complaint.

We take all complaints seriously, and will respond to your complaint in accordance with any applicable timeframes imposed by law and otherwise within a reasonable period. We request that you cooperate with us during this process and provide us with any relevant information that we may need.

If you are dissatisfied with the handling of your complaint, you may contact the Office of the Australian Information Commissioner:

Office of the Australian Information Commissioner

GPO Box 5218, Sydney  NSW  2001

Telephone: 1300 363 992



If you have any queries or concerns about our privacy policy or the way we handle your personal information, please contact our privacy officer at:

Address: Level 1/21 Harbour Village Parade, Coomera, QLD 4209
Email address:
Telephone: +61 7 5634 9574


Website Privacy Notice

Last updated: April 2022

Cloud Assess Pty Ltd (“Cloud Assess”) respects your right to privacy. This Privacy Notice explains who we are, how we collect, share and use personal information about you, and how you can exercise your privacy rights. This Privacy Notice applies to personal information that we collect through our website at (“Website”).  This Privacy Notice does not apply to the personal information that we process as data processors on behalf of our customers in the course of providing our Services.

If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided at the bottom of this Privacy Notice.

What Does Cloud Assess Do?

Cloud Assess provides the leading online assessment software and training system for registered training organisations (“RTOs”), headquartered in Australia. Our products / services enable organisations within the vocational education and training sector to manage their compliance with RTO Standards.

For more information about Cloud Assess, please see the “About Us” section of our Website at

What Personal Information Does Cloud Assess Collect and Why?

The personal information that we may collect about you broadly falls into the following categories:

Information that you provide voluntarily

Certain parts of our Website may ask you to provide personal information voluntarily: for example, we may ask you to provide your contact details in order to or a free trial, to subscribe to marketing communications from us, and/or to submit enquiries to us. The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

  • When registering for a free trial of the Cloud Access software or subscribing for our email updates, we may collect personal information including your full name, email address, telephone number and company name.

You may choose to provide us with additional information when you contact us or otherwise interact with us, for example through our Cloud Chat function, or when you leave comments and information about yourself which you submit to public areas of the Website, such as Course Posts on group forums.

Some of the personal information that you provide may include sensitive personal information, such as your work history or information about your race or ethnicity, which our customers may need for government reporting.

Information that we collect automatically

When you visit our Website, we may collect certain information automatically from your device.  In some countries, including the UK and countries in the European Economic Area (“EEA”), this information may be considered personal information under applicable data protection laws.

Specifically, the information we collect automatically may include information like your IP address, device type, unique device identification numbers, browser-type, broad geographic location (e.g. country or city-level location) and other technical information.  We may also collect information about how your device has interacted with our Website, including the pages accessed and links clicked.

Collecting this information enables us to better understand the visitors who come to our Website, where they come from, and what content on our Website is of interest to them.  We use this information for our internal analytics purposes and to improve the quality and relevance of our Website to our visitors.

Some of this information may be collected using cookies and similar tracking technology, as explained further under the heading “Cookies and similar tracking technology” below.

Information that we obtain from third party sources

From time to time, we may receive personal information about you from third party sources (including our business partners, social media companies and RTOs]), but only where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us.

The types of information we collect from third parties includes browsing information and web analytics data and we use the information we receive from these third parties to inform the provision of our services, and maintain and improve the web experience we provide you with.

In general, we will use the personal information we collect from you only for the purposes described in this Privacy Notice or for purposes that we explain to you at the time we collect your personal information.

Who Does Cloud Assess Share My Personal Information With?

We may disclose your personal information to the following categories of recipients:

  • to our third party services providers and partners who provide data processing services to us (for example, to support the delivery of, provide functionality on, or help to enhance the security of our Website), or who otherwise process personal information for purposes that are described in this Privacy Notice or notified to you when we collect your personal information. A list of our current service providers and partners includes Amazon Web Services, Google Cloud, Hubspot, Salesforce Inc, Twillio, Google Analytics, HotJar, Apollo, Linkedin, and Wingman App.
  • to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
  • to an actual or potential buyer (and its agents and advisers) in connection with any actual or proposed purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your personal information only for the purposes disclosed in this Privacy Notice;
  • to any other person with your consent to the disclosure.

Legal Basis for Processing Personal Information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.  In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).

Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided under the “How to contact us” heading below.

Cookies and Similar Tracking Technology

We use cookies and similar tracking technology (collectively, “Cookies”) to collect and use personal information about you, including to serve interest-based advertising and tracking of application usage and facilitation of security controls in terms of session management. For further information about the types of Cookies we use, why, and how you can control Cookies, please see our Cookie Notice.

How Does Cloud Assess Keep My Personal Information Secure?

We use appropriate technical and organisational measures to protect the personal information that we collect and process about you.  The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.  Specific measures we use include SSL 256 bit data transfer encryption, and encryption at rest in the Cloud Assess databases.

International Data Transfers

Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).

Specifically, our Website servers are located in Ireland and Australia, and our third party service providers and partners operate around the world / in the United States of America. This means that when we collect your personal information we may process it in any of these countries.

We have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Notice. These include implementing the UK and/or the European Commission’s Standard Contractual Clauses where required for transfers of personal information to protect personal information they process from the UK and EEA in accordance with UK and European Union data protection law.

Data Retention

We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Your Data Protection Rights

Depending on where you are located, you may have the following data protection rights:

  • If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided under the “How to contact us” heading below.
  • In addition, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the contact details provided under the “How to contact us” heading below.
  • You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you.  To opt-out of other forms of marketing (such as postal marketing or telemarketing), then please contact us using the contact details provided under the “How to contact us” heading below.
  • Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
  • You have the right to complain to a data protection authority about our collection and use of your personal information.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

Updates to This Privacy Notice

We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.  We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.

You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.

How to Contact Us

If you have any questions or concerns about our use of your personal information, please contact us using the following details:

The data controller of your personal information is Cloud Assess Pty Ltd.