This Collection Notice explains how the Department collects, uses, discloses, stores and protects personal information for WAAMS services.
The Department of Training and Workforce Development collects personal information to administer WAAMS services and manages that information in accordance with the Privacy and Responsible Information Sharing Act 2024 (WA), the State Records Act 2000 (WA), and other applicable laws, policies and scheme requirements.
| Information type | Scheme-specific details |
|---|---|
| Identity and contact details | Name, date of birth, parent or guardian details where applicable, Unique Student Identifier (USI), address, phone number, email address and supporting identity information where authorised or required. |
| Education, training or employment information | Training, education and employment information linked to an apprentice or trainee, including provider details, qualification or occupation, contract commencement, status and changes. |
| Authorised representative details | Name, contact details, organisation, role or authority of a person who submits, manages or communicates about WAAMS information on behalf of another person or organisation. |
| Portal account and access details | WAAMS account details, role, organisation, access permissions, submission history, activity records and information used to verify identity, authority and access level. |
| Financial or payment information | Bank account details, payment details, incentive claim information, payment history and related financial administration records. |
| Supporting documents | Documents provided to support WAAMS services, including identification, training contract documents, invoices, licences, approvals, correspondence and related evidence. |
| System, audit and transaction records | Login activity, access history, timestamps, submission records, audit logs and technical information collected for security, compliance, troubleshooting or system administration. |
The Department collects personal information to:
This collection is authorised or supported by applicable legislation, regulations, scheme requirements and administrative arrangements, including the Vocational Education and Training Act 1996 (WA), the Vocational Education and Training (General) Regulations 2009 (WA), the Privacy and Responsible Information Sharing Act 2024 (WA), the State Records Act 2000 (WA), and relevant funding, program or scheme requirements.
Personal information may be collected:
If you provide personal information about another person, you must ensure you are authorised to provide that information and that, where required, the person is aware their information may be collected, used and disclosed in accordance with this Collection Notice.
If required information is not provided, the Department may be unable to assess eligibility, process WAAMS services, administer payments or incentives, register or maintain a training contract, respond to an enquiry, or provide the requested service.
The Department uses and discloses personal information where necessary for WAAMS services and related lawful purposes, including to:
| Use or disclosure category | Scheme-specific details |
|---|---|
| Internal Department use | Assessment, administration, eligibility verification, payment processing, compliance, audit, assurance, complaints, reviews, reporting, scheme improvement and governance. |
| Government agencies | WA Government or Commonwealth agencies where required or authorised to verify information, administer programs, manage compliance, meet reporting obligations or support scheme administration. |
| Employers, training providers and other involved parties | Employers, training providers, schools, authorised representatives and other parties involved in WAAMS services, where necessary to administer the matter. |
| Contracted service providers | ICT, hosting, system support, payment processing, records management, contact centre, mail services, audit or professional service providers who support the Department to administer WAAMS. |
| Auditors, investigators or law enforcement bodies | Auditors, investigators, integrity bodies or law enforcement bodies where required or authorised for audit, assurance, fraud control, investigation, legal compliance or accountability purposes. |
| Public reporting or evaluation | Aggregated or de-identified information may be used or disclosed for reporting, evaluation, planning, public accountability and scheme improvement. |
Information collected for WAAMS may be shared where permitted or required by law, including under the Privacy and Responsible Information Sharing Act 2024 (WA), another written law or an authorised information sharing arrangement. The Department will ensure any sharing is for a lawful purpose and subject to appropriate safeguards.
WAAMS may use automated processing, system validation or approved AI-assisted tools to support administration, triage, verification, assessment or recommendations.
Final decisions about individuals are not made solely through automated or AI-assisted processing and are reviewed by authorised Department officers.
The Department takes reasonable steps to protect WAAMS information from misuse, interference, loss, unauthorised access, modification or disclosure. Information is stored in approved Department systems and protected through appropriate safeguards.
Access is limited to authorised Department officers and contracted service providers who need it for approved WAAMS functions. Information is retained only as required for the purpose collected or to meet legal, financial, audit, accountability or recordkeeping obligations.
The Department disposes of records containing personal information in accordance with approved recordkeeping requirements and retention and disposal authorities. Disposal may include secure destruction, deletion, transfer to State archives or permanent de-identification.
Internal drafting note — remove before publication: Confirm the applicable retention and disposal authority for each scheme before publication. Do not promise deletion where records must be kept under law, funding, audit or public records requirements.
Individuals may request access to, correction of, or consideration of deletion of their personal information. The Department may need to verify identity and may be unable to delete information that must be retained for legal, financial, audit, accountability, recordkeeping or scheme requirements.
Privacy enquiries, complaints and requests to access, correct or ask the Department to consider deletion of personal information can be made to the Department Privacy Officer.
If you are not satisfied with the Department’s response, you may have review or complaint rights under applicable law.
Contact the Department Privacy Officer using the details below.
For more information, refer to the Department’s privacy policy at https://www.dtwd.wa.gov.au/privacy.
