TrainerVault
Version 1.0 · Effective 1 January 2025
By registering for or using the Platform you agree to be bound by these Terms. If you do not agree, you must not use the Platform.
These Terms apply to all user types: Trainers, Education Providers (RTOs), PD Service Providers, and any other registered users.
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In these Terms, the following definitions apply:
You must be at least 18 years of age and legally able to enter contracts in Australia to register for an account. By registering, you represent and warrant that this is the case.
You must provide accurate, current and complete information when registering and keep it updated. We reserve the right to suspend or terminate accounts where information is found to be inaccurate or misleading.
You are responsible for maintaining the confidentiality of your login credentials. You must notify us immediately at gaven@rplassess.com.au if you suspect unauthorised access to your account.
Education Provider and PD Service Provider registrations are subject to manual review and approval by our team. We reserve the right to decline any registration without providing reasons.
Two-factor authentication (2FA) is mandatory for all admin and Education Provider accounts. Trainers are encouraged but not required to enable 2FA.
You are solely responsible for all Content you upload to the Platform. By uploading Content you represent and warrant that:
We do not verify the authenticity or accuracy of any documents uploaded to the Platform. The Platform is a document management and compliance tracking tool only. Education Providers are solely responsible for independently verifying the authenticity of any documents or qualifications they rely upon for employment, contracting, or compliance purposes. We accept no liability for losses arising from reliance on unverified documents.
The Platform may offer AI-assisted tools to help Trainers populate their Trainer Matrix. Any AI-generated content is presented as a draft only and must be reviewed and approved by the Trainer before it forms part of their official Trainer File. We make no warranty as to the accuracy of AI-generated suggestions.
By uploading Content, you grant us a limited, non-exclusive, royalty-free licence to store, process, and display your Content solely for the purpose of providing the Platform services to you and authorised users you have connected to.
When a Trainer uploads a replacement document, the previous version is archived and not permanently deleted. Trainers and connected Education Providers may access archived versions. Only admin users can view the full version history.
The following fees apply as at the date of these Terms. All amounts are in Australian dollars and inclusive of GST unless otherwise stated:
We reserve the right to change fees at any time. Existing subscribers will be given at least 30 days' written notice of any fee change and may continue at their existing rate until their current subscription period ends.
All fees are subject to GST at the current rate of 10%. Invoices will display the ex-GST amount, the GST component, and the GST-inclusive total separately.
Payments are processed by Stripe. By making a payment you agree to Stripe's terms of service. We do not store your payment card details.
Subscriptions renew automatically at the end of each subscription period. You will receive a reminder email at least 30 days before renewal. You may cancel auto-renewal at any time through your account settings.
All fees are non-refundable except as required by Australian Consumer Law. If an Education Provider disconnects from a Trainer mid-subscription year, no refund is provided; however, the Education Provider may reassign the paid access slot to a different Trainer for the remainder of the subscription period.
Education Providers may access a Trainer's File only after paying the applicable fee and the Trainer accepting the connection request. Access is granted for one year from the date of payment.
Education Provider access to Trainer Files is permitted solely for internal compliance, audit, and workforce management purposes. Education Providers must not:
Education Providers may generate time-limited shareable links to a Trainer's File for the purpose of ASQA audits. These links expire automatically and may be revoked at any time by the Education Provider. Audit link access is logged and visible to the Trainer.
Upon expiry of a paid subscription, an Education Provider will retain read-only access to a snapshot of the Trainer File as it existed at the time of expiry. Full live access is restored upon renewal of the subscription.
Education Providers may download a PDF audit report of a Trainer's File. All downloaded PDFs are watermarked with the Education Provider's name, the date of generation, and a confidentiality notice. These reports are intended for audit purposes only.
This section is critical. Please read carefully
The Platform is a document management and compliance tracking tool. We do not provide legal, compliance, employment, or professional advice. Nothing on the Platform constitutes a representation that a Trainer meets any regulatory, legal, or professional requirement.
We make no warranty, express or implied, that use of the Platform will result in a passing ASQA audit, regulatory compliance, or any particular employment outcome. Education Providers are solely responsible for their own compliance obligations.
To the maximum extent permitted by law, our total liability to you for any loss or damage arising from or in connection with these Terms or your use of the Platform is limited to the total fees paid by you to us in the 12 months preceding the claim.
We are not liable for any indirect, consequential, special, incidental, or punitive loss or damage, including loss of profits, loss of data, loss of goodwill, or business interruption, even if advised of the possibility of such loss.
Nothing in these Terms limits or excludes any guarantee, right, or remedy that cannot be excluded under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010 (Cth)).
All intellectual property in the Platform, including software, design, trademarks, and content we create, belongs to us or our licensors. You must not copy, modify, distribute, or create derivative works from any part of the Platform without our written consent.
You retain ownership of all Content you upload. We do not claim ownership of your documents, qualifications, or personal information.
Your use of the Platform is also governed by our Privacy Policy, available here: Privacy. The Privacy Policy is incorporated into these Terms by reference.
By using the Platform, you consent to the collection, use, and disclosure of your personal information as described in the Privacy Policy.
Trainers may request deletion of their account at any time. Upon request, a 30-day grace period applies during which the account is deactivated but not deleted. At the end of the grace period, the Trainer's personal data and uploaded documents are permanently deleted.
Notwithstanding clause 10.1, where an Education Provider has a current paid subscription at the time of a Trainer's account deletion, an audit snapshot of the Trainer's File (containing only metadata, not personal documents) may be retained until the expiry of that paid subscription period, after which it is also deleted.
When a Trainer initiates account deletion, all connected Education Providers are notified immediately and given an opportunity to download a PDF audit report before the grace period expires.
Education Provider and PD Service Provider account data is retained for 7 years from the end of the account relationship for financial records purposes, in accordance with the Corporations Act 2001 (Cth), after which it is deleted or anonymised.
We may suspend or terminate your account, with or without notice, if:
You may terminate your account at any time through your account settings. Termination does not entitle you to a refund of any prepaid fees.
If a dispute arises between you and us in connection with these Terms, the parties agree to attempt resolution through good faith negotiation in the first instance. If the dispute is not resolved within 30 days, either party may refer the matter to mediation before initiating legal proceedings.
We may update these Terms from time to time. We will provide at least 14 days' notice of material changes by email or in-platform notification. Continued use of the Platform after notice constitutes acceptance of the updated Terms.
These Terms, together with the Privacy Policy and any other policies published on the Platform, constitute the entire agreement between you and us regarding the Platform.
If any provision of these Terms is found to be unenforceable, it will be severed and the remaining provisions will continue in full force.
Po Box 441 Officer Victoria 3809