At Pilates ITC, we take the security, accuracy and appropriate management of our records seriously.

This policy explains how we create, maintain, store, access and securely dispose of Student, financial and operational records. It also explains how you can request access to information held about you.

Our record-keeping practices support our obligations as a Registered Training Organisation (RTO), including requirements under the Standards for RTOs 2025, applicable ASQA requirements, the Privacy Act 1988 (Cth) and other relevant legislation.

• Student Management System (SMS): Ready Student by ReadyTech, the secure system used by Pilates ITC to manage Student enrolment, training, outcomes, certification and other Student records.

• Learning Management System (LMS): aNewSpring, the digital learning platform used by Pilates ITC to deliver course content, learning activities and assessments and to record relevant Student learning and progress information.

• Student Portal: The Student-facing system used to access applicable enrolment, scheduling and administrative information.

• Student Record: Information created or maintained in connection with your enrolment, participation, assessment, progression and completion of training with Pilates ITC.

• Third-Party Provider: An external service provider used by Pilates ITC to support Student management, learning delivery, payments, technology, communications or other operational functions.

This policy applies to records created, received or maintained by Pilates ITC, including:

• Student enrolment and training records;

• undergraduate and postgraduate Student records;

• assessment and Work Placement records;

• certification and outcome records;

• financial records;

• operational and compliance records; and

• records stored or processed through approved third-party systems.

Key platforms used by Pilates ITC include:

• Ready Student by ReadyTech – Student Management System;

• aNewSpring – Learning Management System;

• Debit Success – applicable payment plans;

• Stripe – applicable one-off and international payments; and

• Ezidebit – some legacy payment arrangements.

Depending on your course and enrolment, Student records may include:

• personal and contact information;

• enrolment details;

• Unique Student Identifier (USI);

• course and pathway information;

• study mode and training schedule;

• participation and attendance records where applicable;

• LMS activity and course progression;

• assessment submissions and results;

• assessment feedback and outcomes;

• Practical Assessment records and evidence;

• Work Placement records and Logbooks;

• Recognition of Prior Learning documentation where applicable;

• enrolment changes, including extensions, deferments and withdrawals;

• relevant Student correspondence;

• completion and graduation information; and

• certification records, including Certificates, Records of Results and Statements of Attainment.

The particular records maintained will depend on whether you're completing an undergraduate or postgraduate course or pathway and the requirements of your enrolment.

Financial records may include:

• tuition fee information;

• payment schedules;

• invoices and receipts;

• payment history;

• refunds;

• outstanding account information;

• records of additional fees or services; and

• transaction information associated with approved payment providers.

Payment card or bank information may be processed and stored directly by an external payment provider rather than within Pilates ITC's own systems.

Pilates ITC also maintains organisational records required to operate effectively and meet our regulatory responsibilities.

These may include:

• policies and procedures;

• training and assessment documentation;

• staff, Educator and Assessor records;

• qualifications and professional development records;

• compliance monitoring;

• validation and moderation records;

• complaints and appeals documentation;

• audit records;

• regulatory correspondence;

• governance documentation; and

• other records required for RTO operations.

Pilates ITC primarily uses secure digital systems to manage Student and organisational records.

Ready Student is Pilates ITC's Student Management System and is used to manage core Student and regulatory records.

Depending on the record type, this may include:

• enrolment information;

• personal and contact information;

• USI information;

• training activity and outcomes;

• course progression;

• scheduling and administrative information;

• certification and completion records; and

• regulatory reporting information.

aNewSpring is Pilates ITC's Learning Management System.

It is used to deliver and maintain records associated with your learning experience, which may include:

• course content and resources;

• learning activities;

• LMS progress and completion;

• assessment tasks and submissions;

• assessment-related information;

• feedback and outcomes; and

• other learning records generated through your use of the LMS.

Pilates ITC uses approved external providers to process applicable payments.

These may include:

• Debit Success – for applicable recurring payment arrangements;

• Stripe – for applicable one-off and international transactions; and

• Ezidebit – for some legacy enrolments.

Financial information processed by these providers is managed in accordance with their own security, privacy and record-management requirements.

Where records are maintained outside our primary Student systems, Pilates ITC uses appropriate storage and access controls.

These may include:

• secure cloud-based business systems;

• restricted-access digital files;

• password-protected accounts;

• role-based access to Student information; and

• secure physical storage where hard-copy records are required.

Access to confidential Student information is limited to authorised people who require that information to perform their role.

Pilates ITC takes reasonable steps to ensure Student and training records are accurate, complete and appropriately maintained.

Students also play an important role in maintaining accurate records.

Please notify Student Support if important information changes, including your:

• name;

• contact details;

• residential address;

• emergency contact information; or

• other enrolment information that Pilates ITC needs to maintain accurately.

Where a change requires supporting evidence, such as a legal name change, you may be asked to provide appropriate documentation.

Different records have different retention requirements.

Pilates ITC retains records for the periods required under applicable RTO, regulatory, taxation, corporate, privacy and other legal requirements.

This includes maintaining long-term records of nationally recognised training outcomes where required so that qualifications and Statements of Attainment can be verified or reissued in the future.

Assessment evidence, learning records, enrolment documentation and other supporting Student records may have different retention periods depending on their purpose and the applicable regulatory requirements.

Financial and taxation records are retained for the applicable statutory period.

Operational and compliance records are retained according to their legal, regulatory and business requirements.

Once a record is no longer required to be retained, it may be securely destroyed or de-identified where appropriate.

You can request access to personal information or Student records held by Pilates ITC.

To make a request:

1. Contact Student Support in writing.

2. Tell us which records or information you would like to access.

3. Complete any reasonable identity verification required before the information is released.

We will respond within a reasonable timeframe and in accordance with applicable privacy and record-access requirements.

Depending on the nature of the request, some information may already be available to you through your Student Portal or LMS.

There may also be circumstances where access to particular information is restricted or cannot be provided. Where applicable, we'll explain this to you.

If you believe information Pilates ITC holds about you is inaccurate, incomplete or out of date, please contact Student Support.

We may ask you to provide supporting documentation before certain records can be changed.

Assessment results, competency decisions and other formal academic outcomes cannot simply be changed through a record correction request. If you disagree with an assessment decision, the appropriate assessment review or appeals process applies.

Pilates ITC maintains records of nationally recognised training outcomes in accordance with applicable RTO requirements.

Depending on your studies, these may include:

• Certificates;

• Records of Results; and

• Statements of Attainment.

If you require a replacement or re-issued certification document, contact Student Support. An applicable fee may apply in accordance with the Fees Schedule.

When records have reached the end of their required retention period and are no longer required for another lawful purpose, Pilates ITC takes reasonable steps to securely dispose of them.

Depending on the format, this may include:

• secure shredding or destruction of physical records;

• secure deletion of electronic information;

• removal of access to archived information; or

• de-identification where appropriate.

Records subject to an ongoing legal, regulatory, complaint, audit or other retention requirement will not be destroyed until that requirement has been satisfied.

Pilates ITC takes reasonable steps to protect records from:

• loss;

• misuse;

• unauthorised access;

• inappropriate disclosure;

• alteration; and

• destruction.

Our approach includes appropriate access controls, secure systems and procedures for managing Student information.

For further information about how Pilates ITC collects, uses and protects personal information, refer to our Privacy and Data Management Policy and Procedure.

Pilates ITC monitors its record-keeping practices as part of its ongoing compliance and quality processes.

This may include:

• reviewing access and record-management practices;

• checking the completeness and accuracy of required records;

• reviewing third-party systems and processes;

• responding to changes in regulatory or legislative requirements;

• reviewing policies and procedures; and

• addressing identified privacy, security or record-management risks.

Policies and systems are reviewed periodically and whenever significant regulatory, legislative, operational or technology changes require an earlier review.

If you have questions about your records, need to update your information or would like to request access to information held by Pilates ITC, contact our Student Support Team.

Visit our Contact Us page for current contact details.

This policy complies with:

Clauses 8.1–8.3 of the Standards for RTOs 2025: Supporting secure, accurate, and transparent record-keeping for students and operational procedures.

Privacy Act 1988 (Cth): Ensuring your personal information is handled lawfully and securely.

ASQA Guidelines: Reinforcing record retention, access, and privacy obligations in the VET sector.

Australian Consumer Law: Ensuring financial records are managed fairly, transparently, and with integrity.

Disclaimer: This Policy / Procedure when printed, this becomes an uncontrolled document. 

Policy# P-COU-030

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