Western Australian Apprenticeship Management System (WAAMS) Online Client Portal
These Terms of Use govern access to and use of the Western Australian Apprenticeship Management System (WAAMS) Online Client Portal (Portal).
These Terms of Use set out requirements relating to:
These Terms of Use are issued by the State of Western Australia acting through the Department of Training and Workforce Development (Department).
These Terms of Use are in addition to and must be read together with the Department’s applicable Privacy, Disclaimer and Copyright policies, Collection Notices, and any additional terms that apply to a service or program accessed through the Portal.
By applying to access, accessing or using the Portal, you agree to be bound by these Terms of Use. If you do not agree, you must not access or use the Portal.
Department, we, us or our: the State of Western Australia acting through the Department of Training and Workforce Development.
you or your: the individual accessing or using the Portal and, where applicable, the Organisation or person on whose behalf the individual is acting.
Authorised User: a person authorised to access and use the Portal.
Individual User: an apprentice, trainee, parent or guardian who is or has been a party to a training contract in Western Australia.
Organisation User: a person who has been granted access by an Organisation to use the Portal on its behalf.
Organisation: an employer, registered training organisation, Apprentice Connect Australia Provider, group training organisation, company, partnership, sole trader, government entity or other body that accesses or uses the Portal.
Material: any information, document, content, record, personal information, business information or data submitted, uploaded, entered, viewed, accessed, generated, received, processed or maintained within or through the Portal.
Portal or WAAMS: the Western Australian Apprenticeship Management System, including the Online Client Portal and any related online functions, services or modules made available by the Department.
Profile: the user account or profile used to access the Portal.
PRIS Act: the Privacy and Responsible Information Sharing Act 2024 (WA).
WA Government AI Policy: the Western Australian Government Artificial Intelligence Policy, as updated from time to time.
The Portal may provide access to programs, services, forms, applications or functions administered by the Department or another Western Australian Government entity.
A service or program available through the Portal may be subject to separate terms and conditions, policies, collection notices, eligibility rules or program requirements. Those additional requirements apply together with these Terms of Use. If there is an inconsistency, the more specific requirement applies to that service or program to the extent of the inconsistency.
To gain access to the Portal, an Organisation User or Individual User must complete the WAAMS registration process and any identity, eligibility or authority verification required by the Department.
WAAMS assigns levels of access to different categories of user. Your access may be limited to the information, functions and transactions appropriate to your role and authority.
You are responsible for your own compatible hardware, software, device, browser and internet connection, including any related costs. The Department does not provide technical support for your hardware, peripheral devices or third-party software.
The Department may change the technical requirements for accessing the Portal.
You are responsible for keeping your login details secure and for taking reasonable steps to prevent unauthorised access to your Profile and the Portal.
You must not:
You must log out when you finish using the Portal, particularly when using a shared or publicly accessible device.
You must notify the Department immediately if you become aware of, or reasonably suspect, unauthorised access, disclosure of login details, misuse of your Profile, or a security incident affecting information available through the Portal.
The Department may treat a transaction or instruction submitted through your Profile as having been submitted by you, unless the Department has been notified that the Profile or login details may have been compromised or the Department is otherwise aware of information indicating unauthorised access.
If you create or modify access for users within an Organisation, you must ensure that:
If you access the Portal or submit a transaction on behalf of another person or Organisation, you represent that you are currently authorised to do so. You must provide evidence of that authority if requested by the Department.
The Organisation is responsible for managing its users and keeping their authority and access current.
Information about individuals and entities held in the Portal is confidential. You must only access, use or disclose information where authorised and for a lawful purpose connected with your permitted use of WAAMS.
You must ensure that all Material you submit, upload, enter or maintain in WAAMS is accurate, complete, current, truthful and not misleading.
Where information is required to process or administer a claim, application, request, notification, training contract, payment, subsidy, incentive or other service, failure to provide that information may prevent or delay the Department from processing the matter or providing the relevant service.
You must promptly correct or update Material when you become aware that it is inaccurate, incomplete, out of date or misleading, where the Portal permits you to do so. Otherwise, you must contact the Department.
You must not submit Material unless you are authorised to provide it and its submission does not infringe another person’s rights or breach any law.
Where authorised or required, the Department may disclose information to government agencies, employers, training providers, authorised representatives, contracted service providers, auditors, investigators, integrity bodies, law enforcement bodies or other parties involved in administering a WAAMS matter, but only to the extent necessary and lawful for the relevant purpose.
Aggregated or de-identified information may be used or disclosed for evaluation, planning, reporting, public accountability, governance and service improvement.
If you use the Portal to submit training contract changes, training plans, completion notifications, employer incentive applications or other transactions, you are responsible for confirming that each transaction has been submitted successfully.
All transactions submitted through the Portal are deemed to take place in Western Australia. A transaction timestamp is recorded by the Department’s systems using local time in Perth, Western Australia.
When submitting a notice, application or transaction relating to an employer incentive, you must comply with the applicable Jobs and Skills WA Employer Incentive Terms and Conditions, Part 7 of the Vocational Education and Training Act 1996 (WA), associated regulations, and any relevant program requirements.
A transaction submitted through an Authorised User’s Profile is treated as a valid transaction or instruction. If you submit information in error, contact the Department immediately using the details in section 20.
The Department may capture and retain an audit history of access, submissions, changes and transactions. Subject to applicable law, the audit history may be used as evidence of activity undertaken through the Portal.
You agree to receive communications electronically through the Portal, email, SMS or another electronic channel used by the Department for WAAMS services.
The WAAMS Noticeboard remains the primary communication and notification mechanism for training contract matters unless otherwise specified by the Department. You are responsible for regularly checking notifications and keeping your contact details current.
A notification or communication takes effect when it is electronically issued by the Department, unless the notification, communication or applicable law specifies another time.
To the extent permitted by law, the Department and its officers and employees are not liable for loss arising from a failure or delay in delivering an electronic notification.
You must use the Portal only for lawful purposes, within the access granted to you, and in accordance with these Terms of Use.
You must not:
A failure to comply with this section may result in access being restricted, suspended or terminated and may be referred for investigation or other action.
The Department supports the ethical, safe and responsible use of artificial intelligence in accordance with the WA Government AI Policy.
The current policy is available at Western Australian Government Artificial Intelligence Policy.
Unless expressly authorised in writing by the Department, you must not use an AI system, automated agent, bot, script, scraping tool or other automated technology to access, monitor, extract, copy, submit, alter or interact with the Portal or its Material.
You remain responsible for the accuracy, completeness, authenticity and lawfulness of Material submitted through the Portal, including Material prepared, generated or assisted using AI.
You must not enter personal information, confidential information or Portal Material into an external AI system unless you are authorised to do so and the use complies with applicable law, government policy and Department requirements.
The Department may monitor, restrict or disable access where AI or automated technologies are used in a manner that compromises security, privacy, integrity or availability, enables unauthorised access, circumvents controls or business processes, or is otherwise inconsistent with these Terms of Use.
The Department manages personal information in accordance with the Privacy and Responsible Information Sharing Act 2024 (WA) (PRIS Act), applicable privacy requirements and relevant collection notices.
More information is available on the WA Government Privacy and Responsible Information Sharing page.
The Department may collect, use, disclose, store and retain personal information and other Material through WAAMS for purposes including:
Personal information may be collected directly from you or, where authorised or permitted, from an employer, training provider, school, government agency, authorised representative, approved Department system or another source involved in administering a WAAMS matter.
The Department may disclose information to another public entity, contracted service provider or authorised recipient where disclosure is permitted or required by law and appropriate safeguards apply.
You must handle personal information accessed through the Portal lawfully, securely and only for an authorised purpose. You must not retain, copy, disclose or share personal information where it is not necessary for that purpose.
The Department takes reasonable steps to protect personal information held through WAAMS from misuse, interference, loss, unauthorised access, unauthorised modification and unauthorised disclosure. Information is stored in approved systems and protected using administrative, technical and physical safeguards appropriate to the sensitivity of the information and the Department’s operating environment.
Information is retained and disposed of in accordance with the State Records Act 2000 (WA), approved retention and disposal authorities, and other applicable legal, financial, audit, accountability and scheme requirements. Disposal may include secure destruction, deletion, transfer to State archives or permanent de-identification, as applicable.
Individuals may ask the Department to consider deleting personal information. The Department may be unable to delete information that must be retained under law, an approved recordkeeping requirement, a funding or audit obligation, a scheme requirement, or a court or tribunal order.
Users should refer to the applicable WAAMS Collection Notice for detailed information about:
You can read the full WAAMS Collection Notice at [insert URL].
Subject to the PRIS Act and other applicable law, individuals may request access to or correction of personal information held about them. Requests and privacy enquiries should be directed to the Department using its published privacy contact process.
The Department will take reasonable steps to minimise interruptions but does not guarantee that the Portal will always be available, uninterrupted, secure or error-free.
The Department may undertake maintenance that makes all or part of the Portal unavailable. Where practicable, intended maintenance or significant outages may be notified through the Portal noticeboard or another Department channel.
If you cannot access the Portal, you are responsible for contacting the Department by another available method where action is time-critical.
WAAMS instructional materials may be available from the Department’s Apprenticeship Office website. For further assistance, use the contact details in section 20.
The Department or its licensors own or hold the rights to use intellectual property in the Portal, including its software, functionality, design, branding, content and associated materials, except where otherwise stated.
Access to the Portal does not transfer ownership of intellectual property. You may use the Portal and Department Material only for the purposes for which access is provided and as permitted by law or the Department’s Copyright policy.
You must not reproduce, modify, distribute, publish, commercially exploit or create derivative works from the Portal or Department Material without prior written permission, except where permitted by law.
The Portal is provided on an “as is” and “as available” basis. To the extent permitted by law, the Department does not warrant that the Portal will be continuously available, error-free, fit for a particular purpose, or free from defects or third-party service interruptions.
The Department is not responsible for the operation, availability or security of third-party technologies, networks, devices, software or websites used in connection with the Portal.
To the extent permitted by law, the Department is not liable for loss, damage, cost or expense arising from use of, inability to use, delay in, error in, or unauthorised use of the Portal, including loss or corruption of data, interruption to business, or loss of opportunity.
You are responsible for, and indemnify the Department against, loss or damage to any person arising from:
Your liability is reduced to the extent that a wilful, negligent or unlawful act or omission of the Department contributed to the loss or damage. Your responsibility for actions undertaken through the Portal continues after your access ends.
Nothing in these Terms excludes, restricts or modifies a right or remedy that cannot lawfully be excluded, restricted or modified.
The Department may review and vary these Terms of Use at any time. The current version will be published through the Portal, the Portal noticeboard or another Department website identified for that purpose.
A changed version takes effect from the date stated in it or, if no date is stated, when published. The changed version replaces previous versions.
If you do not agree with a changed version, you must stop using the Portal. Continued use after the changed version takes effect constitutes acceptance of the changed Terms of Use.
The Department may, at any time and to the extent permitted by law, restrict, suspend, disable or terminate access to all or part of the Portal, including where:
Provisions intended to continue after access ends, including confidentiality, privacy, intellectual property, audit, liability and governing law provisions, continue to apply.
If you have a concern or complaint relating to WAAMS, you should first contact the Apprenticeship Office using the details in section 20 and provide sufficient information for the matter to be assessed.
If the matter is not resolved, you may use the Department’s published complaints process. Nothing in this section limits a right to make a privacy complaint, seek review, contact an oversight body or exercise another right available under law.
Before commencing legal proceedings against the Department concerning the Portal, you should first make reasonable efforts to resolve the dispute through the Department’s complaint process, unless urgent relief is required, a statutory review or complaint pathway applies, or the law provides otherwise.
These Terms of Use and use of the Portal are governed by the laws of Western Australia. The courts of Western Australia have jurisdiction in relation to disputes arising from these Terms or use of the Portal.
The words “including”, “includes” and similar expressions do not limit the words that precede them.
If a provision is unlawful, invalid or unenforceable, it is to be read down to the extent necessary. If it cannot be read down, it is severed without affecting the remaining provisions.
A failure or delay by the Department in enforcing these Terms does not waive the Department’s right to enforce them later.
For WAAMS, training contract or general Apprenticeship Office enquiries:
For Jobs and Skills WA Employer Incentive enquiries:
Contact details and support channels may change. Current details should be confirmed on the Department’s website before publication.
Privacy enquiries, access and correction requests
For privacy enquiries or complaints, or to request access to or correction of personal information:
