How CAQA Systems hosts, secures, backs up and processes data across its platforms.
This Data Processing and Security Notice explains how CAQA Systems, part of CAQA Groups and Career Calling International Pty Ltd (ABN 53 162 651 238), hosts, secures and processes data for this website and for the platforms, portals and hosted environments we deliver to education providers, businesses and government bodies. It should be read together with our Privacy Policy and, for platform clients, the written agreement that governs your subscription.
This website collects only what you choose to submit: enquiry and demonstration form details, newsletter subscriptions, and standard analytics information about how the site is used. No payments are taken through this website, so no payment card data is collected or stored here.
Data entered into a platform we host or support, including learner records, trainer records, compliance evidence, documents and operational data, remains the property of the client organisation. The client controls what is collected and why; CAQA Systems processes that data to provide, maintain, secure and support the platform in accordance with the client agreement and applicable Australian privacy law. We do not sell client data and we do not use it for unrelated purposes.
Hosted environments run on reputable cloud infrastructure engineered for education workloads, with deployment pipelines, environment separation and monitoring. Hosting locations and any data-residency commitments, including Australian-region hosting where required, are recorded in the applicable client agreement or service schedule.
Access to client environments is role-based and limited to personnel who need it to deliver the service. We apply the principle of least privilege, use named accounts rather than shared logins, support multi-factor authentication, and log administrative access. Client administrators control access for their own users and are responsible for removing users who no longer require it.
Production environments are backed up on a scheduled basis, with retention periods and any client-specific arrangements described in the applicable service schedule. Backups are stored securely and restoration processes are tested periodically so that data can be recovered after corruption, error or infrastructure failure.
We maintain processes to detect, assess and respond to security incidents. If we become aware of an incident that affects client data, we will assess it promptly, take steps to contain and remediate it, and notify affected clients without undue delay with the information reasonably needed for their own obligations, including obligations under the Notifiable Data Breaches scheme in the Privacy Act 1988 (Cth). Suspected incidents can be reported at any time to info@caqa.com.au or on 1800 266 160.
Security is shared. Client organisations remain responsible for the lawful collection and accuracy of the data they and their users enter, for managing their own user accounts and permissions, for securing the devices and networks their users connect from, for configuring platform options appropriately, and for telling us promptly about suspected compromise, staff departures affecting access, or changes that alter their data-protection requirements.
At the end of a subscription, client data is exported, returned or deleted in accordance with the client agreement. Where no period is specified, we retain data only as long as needed to complete offboarding and meet legal obligations, then delete it from live systems, with residual copies expiring from backup cycles in the ordinary course.
This notice is general information about our practices and is not legal advice, and it does not replace the specific security, processing and notification terms of a signed client agreement, which prevail if there is any inconsistency.
Questions about this policy, or about any CAQA Systems platform or service, can be sent to info@caqa.com.au, raised by phone on 1800 266 160 (Monday to Friday, 9 am to 5 pm), or submitted through our contact page. If you are unhappy with our response, ask for the matter to be escalated and we will review it and reply with an outcome.
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