Privacy policy

The operator of this RPL portfolio. An ABN is not printed here because one is not published on the product yet. That does not change what the portfolio collects, or your right to complain to the Office of the Australian Information Commissioner (OAIC).

• Account: name, email, and the sign-in method (email and password, Google, or X).
• Portfolio profile: role, trade, qualification code, state or territory, years, a note you write about your journey, and company name if you are an employer.
• Evidence you add: notes, voice transcripts, photos, letters, site addresses, dates, and supervisor names.
• What other people do with that portfolio: confirmed or rejected links, gap-training tasks, and an assessor’s competent or not-yet note.
• Agent allowance: how many questions a login has used, and why.
• Anonymised use: which part of the portfolio was opened, the kind of document, the qualification code, and the role. This copy has no name, email, note, photo, or site address, and it is not joined back to the portfolio.
• If you apply for a job: your name, email, phone, where you want to work, your right to work, and what you tell us about your sales experience. That is used only to consider the application.
• If you ask a person to call: your name, email, phone, trade, the qualification you named, what you wrote, up to three photos, and three times you can talk. A salesperson or an admin uses that to call you. It is not added to a portfolio until you have an account.
• If you connect another account: the email you use there, and each finished job that connection sends (site, date, and notes). A job already filed is not stored again. Photos from that connection are not pulled until sign-in is switched on.
• If a salesperson claims you: your name, phone, email, business, crew size, and the quote. Another salesperson can see that you are already held, not your phone or the notes.

The portfolio does not ask for a Unique Student Identifier (USI), a tax file number, a credit card, or a copy of a driver licence. Do not put those in a note or a photo.

To run your account, map evidence to the qualification you chose, show progress, and let the people you invite or share a code with read that portfolio. The allowance exists so one login cannot spend another login’s questions.

The portfolio is not sold as a place to build a marketing list. It does not send advertising email.

The anonymised copy is kept so the operator can see which parts of the software are used, which evidence is still missing across many portfolios, and which kinds of work a crew cannot cover. It is not used to identify a person, and it is not a marketing list.

• You, on your own login.
• An employer, if you entered their invite code. They see progress and can assign gap training. They do not become the assessor by doing that.
• An assessor, if you gave them your share code.
• Anyone with a work link you publish. That page shows your name, the qualification you are working towards, units an assessor recorded, and the jobs you filed. Photos are included only if you tick that box. It does not show your email. Turn the link off and the page stops.
• An admin login in this portfolio, which can open every portfolio and set token caps. Admin cannot record competent.

Demonstration accounts are labelled on the sign-in page. They are sample people, not a private client’s file, and they share one published password.

Keyword mapping stays in the portfolio. A model is called only when you ask the agent to read a note or ask a question. That call is made to the model provider, xAI, with the note, and the photo if you attached one. xAI may process that content outside Australia. The full consent, including the Australian Privacy Principle 8.2(b) statement you tick before you pay, is the AI notice.

Under Australian Privacy Principle 8, that overseas disclosure is a real one. Do not press the agent control if the note names a client who has not agreed, or shows a face, a number plate, or a document you would not email to a company in another country. If you do press it, you are asking the portfolio to send that content for the mapping.

The model’s answer is a suggestion. It is not an assessment decision and it is not stored as one.

A job photo can accidentally collect someone else’s personal information: a face, a child’s face, a letterbox number, a client’s letter on a bench. You should only upload what you have a proper reason to keep for this qualification, and you should crop what is not the work. Workplace surveillance and listening-device rules differ by state. Dictation is your own voice note, not a recording of another person unless they know.

You can read your portfolio, edit what you add next, and delete evidence you put there. An employer or assessor cannot delete your evidence. To correct the name or email on the account, sign in and update the profile, or stop using the login. Token caps are corrected by an admin.

If you want the account closed and the portfolio removed, say so from the email on the account once a contact address is published on this page. Until then, delete the evidence you can, and treat the OAIC path below as open.

Each person has their own login. Share codes and invite codes are the door for everyone else. You are responsible for not posting those codes in public. The portfolio is built so one login cannot read a portfolio it was not given.

The live file is stored in the database, against that login, so it is the same file when the person comes back. A second copy is encrypted with AES-256-GCM and kept on the server. That copy holds the portfolio, the evidence, and the account name and email. It does not hold password hashes or sign-in sessions. The encryption key is not inside the backup file. On a hosted service the operator should set that key in the host’s secret store.

Older backup copies are deleted as new ones are written. Seven hourly copies are kept, plus the latest. Deleting a photo removes it from the live file immediately. A copy already inside a backup ages out when that backup is replaced. Backups are not published, not emailed, and not turned into a second product.

This notice does not promise that the database host is inside Australia. Where the operator places the database is their cross-border disclosure decision under Australian Privacy Principle 8. The app itself does not send the backup to a third-party marketing or analytics service.

If a breach of this portfolio is likely to result in serious harm, and it is not remedied, the operator will follow the Notifiable Data Breaches scheme: assess the breach, tell the OAIC, and tell the people affected. The scheme is explained by the OAIC.

OAIC — Notifiable Data Breaches

Do not create an account for a child under 16. An apprentice who is 16 or 17 should use the portfolio with their employer, and should not upload another person’s documents.

Write first to the operator when a contact address is published here. If you are not satisfied, or you cannot reach the operator, you can complain to the OAIC. The OAIC’s site is the official place, not this portfolio.

OAIC — privacy complaints

The Australian Privacy Principles themselves are published by the OAIC: oaic.gov.au/privacy/australian-privacy-principles.