The Elite Interior Design Academy
Institution Group Coaching Privacy Policy

Effective date: 1 July 2026

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1. About this Privacy Policy

FOS Collective Pty Ltd ABN 89 655 956 013, trading as Elite Interior Design Academy (“EIDA”, “we”, “us” or “our”), delivers professional development, coaching, mentoring, workshops and industry-readiness programs for universities, TAFEs, colleges, schools, associations and education providers.

This Privacy Policy explains how EIDA handles personal information about:

• students;

• graduates;

• scholarship applicants;

• staff and educators;

• Institution representatives;

• parents and guardians;

• mentors and speakers;

• Program Participants; and

• other individuals associated with an institutional Program.

EIDA intends to handle personal information consistently with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable laws.

This Policy should be read with:

• the Institution Group Coaching Services Agreement;

• the relevant Proposal and Program Schedule;

• any data-sharing or confidentiality schedule;

• any safeguarding arrangement;

• any participant collection notice;

• any recording consent; and

• EIDA’s website cookie notice.

 

2. Relationship between EIDA and the Institution

The Institution and EIDA may each hold personal information for different purposes.

Depending on the Program:

• the Institution may select Participants and provide enrolment information;

• EIDA may directly collect applications and screening information;

• the Institution may maintain official academic records;

• EIDA may maintain Program attendance and completion records;

• EIDA may collect confidential individual mentoring information;

• the Institution may receive aggregate evaluation information; and

• the parties may jointly manage attendance, safeguarding or complaints.

A specific data-sharing agreement or Program Schedule may allocate responsibilities in more detail.

Where there is an inconsistency, the specific written data-sharing arrangement will apply to the extent of the inconsistency.

 

3. Information EIDA may collect

Participant identity and contact information

• full name;

• preferred name;

• email address;

• telephone number;

• age or confirmation of age;

• institution-issued email address;

• student or membership identifier where necessary;

• campus or location;

• emergency contact; and

• parent or guardian information where applicable.

EIDA will not ordinarily adopt a government-issued or institution-issued identifier as its own general identifier.

Education and professional information

• Institution name;

• degree, diploma or course;

• year or stage of study;

• expected graduation date;

• attendance status;

• portfolio or curriculum vitae;

• work experience;

• employment information;

• career interests;

• professional development goals;

• Program eligibility; and

• prior EIDA participation.

Application, screening and scholarship information

• application responses;

• interview notes;

• selection criteria;

• suitability observations;

• scholarship nomination;

• scholarship eligibility;

• referee information;

• admission decisions; and

• progression decisions.

EIDA does not ordinarily rely solely on automated technology to make a significant admission, scholarship or removal decision.

Program information

• attendance;

• participation;

• completed activities;

• reflections;

• feedback;

• assessment-related information where expressly agreed;

• professional development observations;

• mentoring goals;

• conduct matters;

• completion status;

• certificate information; and

• communications with EIDA.

Staff and Institution representative information

• name;

• role;

• business contact details;

• authority;

• curriculum or Program responsibilities;

• communications;

• meeting notes;

• procurement information; and

• feedback.

Financial and administrative information

• invoices;

• purchase order details;

• payment status;

• scholarship funding;

• transaction information; and

• refund or cancellation information.

Where Participants pay EIDA directly, EIDA may collect billing information and limited payment-processor data.

EIDA does not ordinarily retain complete payment card details.

Sensitive information

Where reasonably necessary, EIDA may collect:

• accessibility requirements;

• disability-related adjustments;

• health information relevant to safe participation;

• dietary requirements;

• emergency information;

• safeguarding information; or

• sensitive information voluntarily disclosed during mentoring.

Sensitive information will generally be collected with express consent unless another lawful basis applies.

Only information reasonably necessary for the Program should be supplied.

 

4. How EIDA collects information

EIDA may collect information:

• directly from Participants;

• from the Institution;

• from an authorised educator or Program coordinator;

• from a parent or guardian;

• through applications and questionnaires;

• through screening interviews;

• during workshops and mentoring;

• through website forms;

• through surveys and evaluation tools;

• through payment and enrolment platforms;

• through email, telephone or video call;

• through attendance records; and

• from public professional sources where reasonably necessary.

The Institution is responsible for ensuring that personal information it supplies to EIDA has been collected and disclosed lawfully and that appropriate notices or consents have been provided.

EIDA may give Participants a direct collection notice before or at the time of collection.

 

5. Why information is collected

EIDA may collect, use, hold and disclose information to:

• assess Program or scholarship eligibility;

• conduct screening;

• administer enrolment;

• communicate with Participants;

• tailor Program content;

• deliver coaching, workshops and mentoring;

• make reasonable adjustments;

• manage attendance;

• provide feedback;

• issue certificates;

• administer scholarships;

• conduct evaluation;

• provide agreed reporting;

• maintain safety and safeguarding;

• manage conduct concerns;

• respond to complaints;

• protect intellectual property;

• coordinate with the Institution;

• manage invoices and payments;

• improve EIDA programs;

• maintain appropriate records;

• comply with legal obligations; and

• send marketing where appropriate consent or another lawful basis exists.

 

6. Consequences of not providing information

Participants are not required to provide unnecessary information.

However, failure to provide information may prevent EIDA from:

• assessing an application;

• confirming eligibility;

• administering a scholarship;

• enrolling the Participant;

• providing a reasonable adjustment;

• delivering individual mentoring;

• confirming attendance;

• issuing a certificate; or

• responding appropriately to a safety or conduct concern.

 

7. Information EIDA may disclose to the Institution

Depending on the agreed Program, EIDA may provide the Institution with:

• application or admission status;

• attendance;

• completion status;

• certificate eligibility;

• scholarship compliance;

• aggregate survey results;

• de-identified Program themes;

• agreed assessment information;

• serious conduct concerns;

• safeguarding concerns;

• threats to safety;

• suspected serious academic or intellectual property misconduct; and

• information required under the Program agreement.

EIDA will aim to disclose only information reasonably necessary for the relevant purpose.

 

8. Individual mentoring confidentiality

Where individual mentoring is included, EIDA will ordinarily keep the substance of mentoring conversations confidential from the Institution.

EIDA may disclose information where:

• the Participant consents;

• disclosure is required by law;

• there is a serious safety or safeguarding concern;

• a minor may be at risk;

• there is suspected serious unlawful conduct;

• there is serious academic or professional misconduct;

• the information is necessary to investigate a complaint;

• confidentiality or intellectual property has been seriously breached; or

• the agreed Program arrangement expressly requires disclosure.

The applicable reporting boundaries will be communicated before individual mentoring begins.

EIDA may provide the Institution with:

• attendance;

• completion status;

• agreed actions;

• high-level de-identified themes; and

• confirmation that a mentoring session occurred

without disclosing the detailed substance of the conversation.

 

9. Participants under 18

Where a Participant is under 18:

• the Institution must notify EIDA;

• parent or guardian consent may be required;

• the Institution retains primary responsibility for supervision and student welfare unless otherwise agreed;

• communication with the minor will be limited to appropriate Program channels;

• one-to-one mentoring will only occur under an agreed safeguarding arrangement;

• emergency and guardian information will only be collected where reasonably necessary; and

• information may be disclosed where necessary to protect the Participant or another person.

EIDA will not use a minor’s image, voice, testimonial or work for public marketing without appropriate consent.

 

10. Accessibility and health information

Accessibility and health information will only be used to:

• make reasonable participation adjustments;

• support safe delivery;

• respond to an emergency;

• comply with safeguarding obligations; or

• fulfil another disclosed and authorised purpose.

This information will only be shared with people who reasonably need it, such as:

• the facilitator;

• an authorised Institution contact;

• venue staff;

• an agreed support person; or

• emergency services.

Participants and Institutions should avoid providing complete medical histories where a limited description of the required adjustment is sufficient.

 

11. Academic information and assessment

EIDA may receive or create academic or assessment-related information where assessment is expressly included in the Program.

The Institution remains responsible for:

• official academic records;

• transcript decisions;

• Academic Credit;

• grading;

• moderation;

• appeals; and

• compliance with education regulation,

unless another arrangement is formally documented.

EIDA will not represent an EIDA certificate as an accredited qualification.

 

12. Scholarships

Scholarship information may be used to:

• determine eligibility;

• assess applications;

• communicate outcomes;

• administer funded places;

• monitor attendance and completion;

• report compliance to an authorised funding partner; and

• manage withdrawal or replacement.

Financial hardship, disability, cultural background or other sensitive scholarship information will not be publicly disclosed without consent.

Scholarship recipients will not be publicly identified unless appropriate consent has been obtained.

 

13. Group discussions and confidentiality

Participants may discuss personal, academic or professional experiences during group sessions.

EIDA will establish reasonable confidentiality expectations, but cannot guarantee the actions of every Participant.

Participants must not disclose:

• another student’s personal information;

• confidential client or employer information;

• legally privileged material;

• confidential project material;

• sensitive academic complaints;

• unnecessary health information; or

• information that breaches an Institution policy or third-party obligation.

Serious misuse may be reported to the Institution where appropriate.

 

14. Disclosures to third parties

EIDA may disclose personal information where reasonably necessary to:

• EIDA personnel and contractors;

• facilitators and guest speakers;

• the Institution;

• scholarship or funding partners;

• website and learning-platform providers;

• virtual meeting providers;

• survey and evaluation providers;

• payment processors;

• accountants;

• professional advisers;

• venue providers;

• information technology and security providers;

• insurers;

• emergency services;

• regulators; and

• law-enforcement agencies.

Guest contributors will not ordinarily receive complete Participant records.

 

15. Evaluation and reporting

EIDA may collect:

• attendance;

• participant feedback;

• self-assessed confidence or capability;

• engagement information;

• completion data;

• qualitative comments; and

• facilitator observations.

Unless expressly agreed, evaluation is not:

• a scientific assessment;

• a psychological assessment;

• a formal academic grade;

• a diagnostic test; or

• a guaranteed measure of future performance.

Reports to the Institution will ordinarily use aggregated or de-identified information where individual identification is unnecessary.

Identifiable quotations will not be used publicly without consent.

 

16. Recordings and photographs

Sessions will only be recorded where this has been agreed and Participants have received appropriate notice.

Where Participants are under 18, additional consent and safeguarding requirements may apply.

Recordings will be:

• access controlled;

• used only for agreed purposes;

• retained only for an appropriate period;

• protected from unauthorised redistribution; and

• edited where reasonably necessary to remove confidential material.

Private mentoring sessions will not ordinarily be recorded.

Public use of a Participant’s image, voice, testimonial or work requires separate consent.

 

17. Artificial intelligence and digital tools

EIDA may use digital tools for Program administration, drafting, content development and de-identified analysis.

EIDA will not knowingly upload identifiable student work, private mentoring notes, sensitive information or confidential Institution information to a public generative artificial intelligence service unless:

• the information has been appropriately de-identified;

• affected individuals and the Institution have been informed and consented; or

• an approved private service is used under suitable contractual, privacy and security protections.

Artificial intelligence will not ordinarily be the sole decision-maker for admission, scholarship selection, certification, removal or formal reporting of misconduct.

​

18. Direct marketing

EIDA may send Participants information about EIDA programs, resources, events and opportunities where appropriate consent or another lawful basis exists.

Participation in an Institution Program does not automatically mean a Participant has agreed to receive unrelated marketing.

Where marketing consent is sought, it should be separate and voluntary.

A person may unsubscribe by:

• selecting the unsubscribe link;

• replying with an opt-out request; or

• emailing info@foscollective.com.au.

Electronic marketing opt-outs will be actioned within five business days.

Program administration messages are not marketing communications.

 

19. Website cookies and analytics

EIDA’s website may use cookies, analytics, pixels and similar tools.

These may collect:

• IP address;

• device information;

• browser information;

• referral source;

• page activity;

• form activity;

• cookie identifiers; and

• communication interactions.

Available cookie settings may be used to manage non-essential technologies.

 

20. Overseas handling

EIDA uses technology and service providers that may process, store or access information outside Australia.

Potential locations include:

• the United States;

• Israel;

• the United Kingdom;

• countries within the European Economic Area; and

• other jurisdictions used by a provider or subcontractor.

EIDA will take reasonable steps appropriate to the circumstances when selecting and managing service providers.

An Institution requiring specific hosting locations, Australian-only storage or additional security controls must disclose those requirements before the Proposal is accepted.

 

21. Information security

EIDA may use:

• password protection;

• access controls;

• multi-factor authentication where available;

• secure payment providers;

• confidentiality agreements;

• limited facilitator access;

• software updates;

• backups;

• supplier review;

• secure sharing methods; and

• destruction or de-identification processes.

Information may be held in:

• website systems;

• cloud storage;

• learning platforms;

• email;

• survey platforms;

• payment and accounting systems;

• electronic records;

• facilitator notes; and

• limited physical records.

No storage system is completely immune from risk.

 

22. Retention

EIDA retains personal information for only as long as reasonably necessary.

As a general operating practice:

• institutional agreements, invoices and core Program records may be retained for at least seven years;

• unsuccessful applications may be retained for up to 24 months;

• attendance, certificate and completion records may be retained for verification;

• scholarship records may be retained for the relevant administrative and accountability period;

• individual mentoring notes may be deleted or de-identified when no longer required;

• recordings will be retained only for the agreed access or delivery period; and

• de-identified evaluation information may be retained for Program improvement and planning.

Where information is no longer required and no law requires its retention, EIDA will take reasonable steps to destroy or de-identify it.

 

23. Access and correction

Individuals may request access to, or correction of, personal information EIDA holds by emailing info@foscollective.com.au.

EIDA may:

• verify identity;

• consult the Institution;

• provide access directly;

• refer the request to the Institution where it holds the official record;

• provide a jointly coordinated response; or

• refuse or limit access where permitted by law.

EIDA will ordinarily aim to respond within 30 days.

If information is corrected, EIDA may notify the Institution or another relevant party where appropriate.

 

24. Privacy complaints

Privacy complaints may be submitted to:

Privacy Officer
FOS Collective Pty Ltd
Trading as Elite Interior Design Academy
Email: info@foscollective.com.au

A complaint should include:

• the individual’s name and contact information;

• the information or conduct concerned;

• relevant dates;

• supporting documents; and

• the resolution sought.

EIDA will:

1. acknowledge the complaint;

2. assess whether EIDA, the Institution or both parties should respond;

3. investigate the matter;

4. protect the complainant from unnecessary disclosure; and

5. ordinarily aim to provide a response within 30 days.

Where appropriate, EIDA may coordinate with the Institution.

An unresolved complaint may be referred to the Office of the Australian Information Commissioner or another relevant authority where available.

 

25. Data breaches

EIDA will take reasonable steps to contain, assess and respond to a suspected data breach.

Where information is jointly handled with an Institution, EIDA and the Institution will cooperate to determine:

• what occurred;

• what information was involved;

• who may be affected;

• the potential risk of harm;

• available remedial action;

• who will communicate with Participants; and

• whether regulatory notification is required.

Where the Notifiable Data Breaches scheme applies and notification is legally required, EIDA will notify affected individuals and the Office of the Australian Information Commissioner, or coordinate notification with the Institution.

 

26. Data-sharing and safeguarding schedules

For Programs involving:

• minors;

• sensitive information;

• significant student datasets;

• assessment records;

• Australian-only hosting requirements;

• ongoing systems access;

• multiple campuses; or

• formal academic integration,

EIDA may require a separate data-sharing, privacy, security or safeguarding schedule.

That schedule may address:

• permitted data fields;

• legal authority and consent;

• system access;

• retention;

• breach response;

• access requests;

• cross-border handling;

• reporting boundaries; and

• deletion or return at the end of the Program.

 

27. Publicity and co-marketing

Neither EIDA nor the Institution should publicly use an individual’s:

• name;

• photograph;

• video;

• testimonial;

• personal story;

• portfolio;

• student work; or

• scholarship status

without appropriate permission.

Consent for Program participation is not the same as consent for public marketing.

 

28. Changes to this Policy

EIDA may update this Policy when its programs, technology, service providers, information-handling practices or legal obligations change.

The current version will be published on the EIDA or FOS Collective website.

Where a material change affects an active institutional Program, EIDA may also notify the Institution directly.

 

29. Contact

FOS Collective Pty Ltd
Trading as Elite Interior Design Academy
ABN 89 655 956 013
Email: info@foscollective.com.au
Website: www.foscollective.com.au