At Pilates ITC, we work with trusted third-party providers to support the delivery and administration of our courses and services. These providers assist with functions such as Student management, online learning, payment processing and technology services.

This policy explains how Pilates ITC selects, manages and monitors third-party arrangements and how these providers may support your experience as a Student.

Our aim is to ensure third-party arrangements are appropriately managed, transparent and consistent with our obligations as a Registered Training Organisation (RTO), including applicable requirements under the Standards for RTOs 2025, privacy legislation and Australian Consumer Law.

Importantly, engaging a third-party provider does not remove Pilates ITC's responsibility for the quality, compliance and integrity of the services we provide.

• Third-Party Provider: An external organisation engaged by Pilates ITC to provide or support a service on our behalf.

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

• Learning Management System (LMS): aNewSpring, the digital learning platform used to deliver course content, learning activities, resources and assessment-related activities.

• Payment Provider: An external organisation used to securely process applicable Student payments, payment plans or financial transactions.

• Third-Party Arrangement: An arrangement between Pilates ITC and an external organisation for the provision or support of services associated with Pilates ITC's operations.

This policy applies to:

• third-party providers engaged by Pilates ITC to support Student management, learning delivery, payments, technology or other relevant services;

• undergraduate and postgraduate Students whose information or course experience may involve these services; and

• Pilates ITC staff and contractors responsible for selecting, managing or monitoring third-party arrangements.

Key third-party platforms currently used by Pilates ITC include:

• Ready Student by ReadyTech – Student Management System;

• aNewSpring – Learning Management System;

• Debit Success – applicable recurring payment arrangements;

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

• Ezidebit – some legacy payment arrangements.

Pilates ITC may change or introduce service providers from time to time as our systems and services evolve.

Pilates ITC considers the suitability of a provider before entering into a third-party arrangement.

Depending on the nature of the service, this may include consideration of:

• the provider's experience and capability;

• privacy and information-security practices;

• reliability and service standards;

• contractual terms and responsibilities;

• data management and access arrangements;

• applicable legal and regulatory requirements;

• business continuity and risk;

• Student experience and accessibility; and

• the provider's ability to support Pilates ITC's operational and compliance requirements.

Where appropriate, arrangements are documented through contracts, service agreements, terms of service or other formal agreements setting out the responsibilities of Pilates ITC and the provider.

Ready Student is Pilates ITC's Student Management System.

It supports functions including:

• Student enrolment and records;

• course and pathway information;

• Student administration;

• training activity and outcomes;

• course progression;

• scheduling and administrative information;

• certification and completion records; and

• regulatory reporting.

Information managed through Ready Student is handled in accordance with Pilates ITC's privacy and record-keeping obligations and the applicable terms and privacy practices of ReadyTech.

aNewSpring is Pilates ITC's Learning Management System.

It supports the delivery of your learning experience, including:

• course content and learning resources;

• online learning activities;

• course progress and completion;

• assessment tasks and submissions;

• assessment-related information and feedback; and

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

aNewSpring is used across applicable Pilates ITC undergraduate and postgraduate courses and pathways.

Debit Success is used to manage applicable recurring payment arrangements.

Depending on your enrolment and payment arrangement, Debit Success may process:

• scheduled tuition payments;

• direct debit information;

• payment status; and

• other information necessary to administer your payment arrangement.

Stripe is used to securely process applicable payments, including one-off payments and some international transactions.

This may include tuition payments, additional fees, resources or other approved Pilates ITC transactions.

Ezidebit continues to support some legacy payment arrangements established for Students enrolled under earlier payment systems.

It is not generally used for new Pilates ITC Student payment arrangements.

Where a third-party provider needs access to personal information to provide its service, Pilates ITC takes reasonable steps to ensure information is handled appropriately and in accordance with applicable privacy requirements.

The information shared or processed will depend on the service being provided and may include information required to:

• establish your Student account;

• administer your enrolment;

• provide access to your LMS;

• record course progression and outcomes;

• process payments;

• maintain required Student records; or

• meet regulatory and reporting obligations.

We aim to limit access to information that is reasonably necessary for the provider to perform its function.

For more information about how Pilates ITC collects, uses, stores and protects your information, refer to our Privacy and Data Management Policy and Procedure and Record Keeping Policy and Procedure.

Where Pilates ITC uses external technology or service providers, Pilates ITC remains responsible for the quality and compliance of the nationally recognised training and assessment services provided under our RTO registration.

The use of systems such as Ready Student or aNewSpring does not transfer responsibility for your education, assessment or certification to the technology provider.

Your training and assessment requirements, assessment decisions and nationally recognised certification remain the responsibility of Pilates ITC.

Pilates ITC monitors third-party arrangements according to the nature and level of risk associated with the service.

This may include:

• reviewing provider performance and service delivery;

• monitoring system reliability and accessibility;

• considering Student and staff feedback;

• reviewing privacy, security or compliance information;

• monitoring changes to provider terms or services;

• reviewing contractual arrangements;

• responding to incidents, concerns or identified risks; and

• taking corrective action where required.

Third-party arrangements may be changed or discontinued where they no longer meet Pilates ITC's operational, Student experience, security or compliance requirements.

Pilates ITC maintains appropriate records of third-party arrangements, which may include:

• contracts and service agreements;

• provider terms;

• privacy and data-management information;

• due diligence and risk assessments;

• reviews and performance information;

• relevant correspondence; and

• records of actions taken in response to identified issues.

Where a third-party arrangement is of a type that must be notified or reported to ASQA or another regulatory authority, Pilates ITC will do so in accordance with the applicable regulatory requirements.

If you experience an issue with a system or service used as part of your Pilates ITC enrolment, you don't need to work out which external provider to contact first.

Contact Student Support and we'll help you navigate the issue or escalate it to the relevant provider where required.

This may include problems relating to:

• Ready Student or your Student Portal;

• aNewSpring access;

• payment processing;

• account access;

• technical issues; or

• concerns about how a third-party service has handled information associated with your Pilates ITC enrolment.

If you're dissatisfied with how a concern has been handled, you can also access our Complaints and Appeals Policy.

If you have questions about a third-party provider or need assistance with a Pilates ITC system or service, contact our Student Support Team.

Visit our Contact Us page for current contact details.

This policy complies with:

Clause 2.3 of the Standards for RTOs 2025: Ensuring that third-party arrangements do not compromise the quality of training or assessment services.

Clause 8.2 of the Standards for RTOs 2025: Requiring RTOs to notify ASQA of all third-party agreements.

Australian Consumer Law: Ensuring transparency, fairness, and the protection of student interests in all financial transactions.

ASQA Guidelines: Supporting the safe and compliant management of third-party partnerships across the VET sector.

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

Policy# P-COU-038

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