Third-Party Arrangements Policy and Procedure

At Pilates ITC, we partner with trusted third-party providers to support essential functions like student management, payment processing, and online learning. This policy ensures those arrangements are transparent, secure, and fully compliant with relevant legislation—including the Standards for RTOs 2025, ASQA guidelines, and Australian Consumer Law. Our commitment is to protect your information, maintain the integrity of our services, and ensure you always receive high-quality support throughout your learning journey.

• Third-Party Provider – Any external organisation delivering services on behalf of Pilates ITC, including technology platforms and payment partners

• Student Management System (SMS) – Platform used to manage student records and enrolments

• Learning Management System (LMS) – Online system for course delivery, content access, and student engagement

• All third-party providers engaged by Pilates ITC for student data management, payment processing, or web system development

• Third-party platforms currently in use, including:

  • VT Cloud (Ready Student) – Student Management System

  • Adobe Learning Manager – Learning Management System (LMS)

  • Debit Success – Recurring payments for Australian students

  • Stripe – Payment platform for international students and ad hoc fees

  • Ezidebit – Direct debit solutions for students enrolled prior to Jan 2023

• All Pilates ITC staff who manage, coordinate, or oversee these third-party arrangements

Pilates ITC is careful about who we work with. Before engaging any provider, we:

• Conduct due diligence to ensure compliance with all regulatory and industry standards

• Establish formal agreements that clearly outline responsibilities and expectations

• Ensure all agreements comply with Clause 2.3 of the Standards for RTOs 2025, which requires third-party arrangements to maintain the quality of training and assessment

• VT Cloud (Ready Tech Student)

  • Manages student records in a secure and compliant SMS

  • Meets strict privacy requirements as outlined in its privacy policy

• Adobe Learning Manager

  • Hosts your learning content and engagement tools

  • Ensures reliability, security, and responsiveness under its terms of service

• Debit Success

  • Manages recurring payment solutions for students in Australia

  • Provides transparent, regulatory-compliant services

• Stripe

  • Supports payments for international students and additional charges

  • Complies with Australian Consumer Law and data security protocols

• Ezidebit

  • Maintains direct debit services for legacy student accounts (pre-January 2023)

  • Upholds privacy and financial compliance standards

To ensure high standards are upheld, Pilates ITC will:

• Review all third-party services regularly to ensure ongoing compliance

• Collect feedback from students and staff on service quality

• Conduct regular audits and resolve any non-compliance promptly

We’ll always be upfront with you about who we work with. You'll have access to:

• A list of each third-party provider and their role via this policy at enrolment or anytime via our website

• Information on how your data is used and protected

• Details on how to raise concerns via our Complaints and Appeals Policy

We’ll make sure that:

• Records of all agreements—including contracts, terms, and performance reviews—are securely stored

• All third-party arrangements are reported to ASQA as required under Clause 8.2 of the Standards for RTOs 2025

If you have questions or need support, please don’t hesitate to reach out. Our friendly Student Services Team is here for you. Visit our Contact Us page for 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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