AI notice and consent

What you are agreeing to

This is the notice and consent for the agent in this portfolio. It is given so you can decide, before you pay, whether you accept how personal information is handled if the agent is used later. It is written for the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and it does not limit a right the Australian Consumer Law says cannot be signed away.

The operator of this portfolio collects the account and the evidence you choose to put in it. An ABN is not printed here because one is not published on the product yet. That does not change this notice. If you do not agree, do not pay, and do not put evidence in the portfolio.

Paying opens the portfolio. Paying does not upload the portfolio to a model. The model is called only when someone presses the agent: a question, or a request to read a note or a photo. Keyword mapping stays inside the portfolio and does not make that call.

Who this notice is for

It is for the person who pays, and for anyone who later uses the agent on a portfolio that person opened. A student, an employer, and an assessor can each press the agent on a portfolio they are allowed to open. If you pay for a crew, you are telling us that you will not press the agent on a worker’s evidence unless that worker has been told this notice in words they can understand.

This portfolio is not for a person under 18. Do not open an account for a child, and do not upload a child’s image.

This notice is not migration advice, not tax advice, and not a ruling from the Office of the Australian Information Commissioner. It is the notice this product gives you. For your own case, you can read the Privacy Act and speak to the OAIC.

What is collected, and why

The portfolio collects your name, email, role, trade, qualification code, state, years, a note you write about yourself, and, if you are an employer, the business name. It collects the evidence you add: notes, voice transcripts, photos, letters, reports, site addresses, dates, and supervisor names. It collects what other logins do with that file: confirmed or rejected links, gap-training tasks, and an assessor’s competent or not-yet note.

That information is collected because you asked for a portfolio that lines work up against an Australian qualification. Australian Privacy Principle 3 allows collection of personal information that is reasonably necessary for that function. The portfolio does not ask for a tax file number, a Unique Student Identifier, a driver licence, or a credit card number. The card payment is handled by Stripe. Do not type those numbers into a note.

If you do not give a name and an email, the account cannot be opened. If you do not pay, the portfolio stays closed and the agent stays off. If you pay but never press the agent, the evidence stays in the portfolio and is not sent to the model because of the payment.

Sensitive information

Sensitive information under the Privacy Act includes health information, biometric information that is to be used for identification, and information about racial or ethnic origin, religion, sexual orientation, criminal record, and membership of a trade association where that membership is sensitive in context. A photo of a face can become biometric information if it is used to identify the person. A photo of an injury, a medical letter on a bench, or a child’s face is not information this portfolio needs.

Australian Privacy Principle 3.3 says sensitive information should be collected only with consent, and only if it is reasonably necessary. This portfolio does not require it. Do not upload it. If a photo already contains it, crop it out before you file the photo, and do not press the agent on that photo.

By ticking the box about other people’s information, you are saying you will not knowingly put that material in the file or send it to the model. If you do it anyway, you are disclosing it yourself, including to an overseas recipient if you press the agent.

Other people’s personal information

A job photo often contains someone else’s personal information without you meaning to: a face, a letterbox number, a vehicle registration, a client’s name on a job card, a co-worker. You should only upload what you have a proper reason to keep for this qualification, and you should crop what is not the work.

You are responsible for having a lawful reason to hold that other person’s information. This portfolio does not collect it from them. It collects it from you. If you cannot explain why the face or the letter needs to be in the file, leave it out.

An employer who can see a worker’s portfolio is seeing it because the worker joined the crew. That is not permission to send the worker’s photos to the model. Press the agent only on evidence the person knows may leave Australia.

Voice notes and recordings

Dictation in this portfolio is your own voice, typed into a note. It is not a tool for recording another person in secret. Listening-device and surveillance laws differ by state and territory. A recording of a client or a co-worker who was not told can be an offence, and it is personal information you should not upload.

If you record yourself describing the job, the transcript is evidence in the portfolio. It is sent to the model only if you then press the agent on that note.

What is sent when the agent is pressed

A question sends the question and a short brief of the portfolio: the person’s name on the file, the qualification code, the counts of evidence and gaps, recent job titles, sites and dates, and open gap-training titles. A request to read one piece sends that note and, if a photo is attached and small enough to send, the photo.

The call is made to xAI, the company that provides the model, at its interface. xAI may process that content outside Australia. We do not control xAI’s systems, how long xAI keeps the content, or whether xAI’s own terms allow further handling. Those terms are xAI’s. Read them before you press the agent if you need to know what the recipient may do after it receives the content.

The reply is shown to the person who asked. It is a suggestion. It can be wrong. It can miss a unit or sound more certain than the photo allows. It is not stored as a competency decision. Keyword mapping still runs when you do not press the agent, and when the token allowance is spent.

Overseas disclosure, and Australian Privacy Principle 8

Australian Privacy Principle 8.1 says that before disclosing personal information to an overseas recipient, an organisation should take reasonable steps to ensure the recipient does not breach the Australian Privacy Principles. If it does not, the organisation can be accountable for what the recipient does.

Australian Privacy Principle 8.2(b) is the exception this notice uses. It applies only if you expressly consent to the disclosure after you are told that APP 8.1 will not apply. That is the point of the consent box. If you tick it, you are saying you agree to the disclosure to xAI, and you understand that this portfolio will not be held accountable under APP 8.1 for what xAI does with the content after it is received.

If you do not want that, do not tick the box, do not pay, and do not press the agent. There is no version of the agent that keeps the photo inside Australia. The agent is overseas, or it is not used.

What paying does, and what it does not do

The price is for the portfolio and the included tokens. It is not the registered training organisation’s fee, and it is not accreditation. Stripe takes the card payment. This portfolio does not store the card number.

Opening the portfolio does not send the file to xAI. Tokens are spent only when the agent is pressed. When the included tokens run out, a further bundle is a separate payment. Buying more tokens still does not send the file until someone presses the agent.

You can stop future calls by not pressing the agent. You cannot, by that choice, pull back a note or a photo that was already sent. Tell us if you want the account closed. A disclosure already made to xAI is xAI’s to handle under its own terms.

Security, access, and complaints

Australian Privacy Principle 11 requires reasonable steps to protect personal information. Each person has their own login. Share codes and invite codes are the other doors. Do not post them in public. The live file is stored against the login. A second copy is encrypted with AES-256-GCM. The database host may be outside Australia. That placement is a separate cross-border disclosure by the operator, and it is not the same act as pressing the agent.

You can read your portfolio, correct a note by adding a clearer one, and delete evidence you put there. An employer or an assessor cannot delete your evidence. To close the account, use the email on the account once a contact address is published. Until then, delete what you can.

If you think this notice was not followed, say so to the operator first. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992. A serious breach that is likely to cause serious harm is handled under the Notifiable Data Breaches scheme. This notice does not delay that duty.

What the answer is not

The model does not issue a qualification. A registered training organisation does, after its own assessor decides. The model does not grant a licence. A state or territory regulator does. The model does not decide a visa. The Department of Home Affairs and the relevant skills authority do.

Nothing in this notice is a promise that the suggestion is accurate, complete, or fit for an assessment. Under the Australian Consumer Law, consumer guarantees still apply to the service this portfolio actually supplies: a place to hold and map evidence. They are not a guarantee of a job, a qualification, or a successful recognition of prior learning application.

The full privacy notice is on the privacy page. If this page and that page ever disagree about a right the Privacy Act gives you, the Act wins.