Acceptable Use Policy

Effective Date: 18/02/2026 Last Updated: 18/02/2026 Version: 1.0

1. Introduction

1.1 Purpose

This Acceptable Use Policy ("AUP") sets out the rules for using the QUALTICKS compliance management platform ("Platform"). It forms part of your agreement with RTO MATE PTY LTD ("QUALTICKS", "we", "us", or "our").

1.2 Acceptance

By using the Platform, you agree to comply with this AUP. If you do not agree, you must not use the Platform.

1.3 Relationship to Terms

This AUP supplements our Terms of Service. In case of conflict, the Terms of Service prevail.

2. Permitted Use

2.1 Authorised Purposes

You may use the Platform for:

  • Managing compliance obligations for your RTO;
  • Tracking validation schedules and evidence;
  • Managing trainer and assessor profiles;
  • Storing and organising compliance documents;
  • Recording complaints and continuous improvement activities;
  • Preparing for audits and regulatory reviews;
  • Other lawful RTO compliance activities.

2.2 Authorised Users

Only individuals authorised by you may access the Platform under your subscription. You are responsible for all activities conducted under your account.

2.3 Account Holder Responsibilities

As an account holder, you must:

  • Ensure all users comply with this AUP;
  • Maintain secure access credentials;
  • Promptly report any security concerns;
  • Not exceed your subscription's user limits.

3. Prohibited Conduct - General

3.1 Unlawful Activities

You must not use the Platform for any unlawful purpose, including:

  • Violating any Australian federal, state, or territory law;
  • Violating any applicable international law;
  • Facilitating or concealing illegal activities;
  • Money laundering or terrorist financing.

3.2 Fraudulent Conduct

You must not:

  • Provide false or misleading information;
  • Impersonate another person or organisation;
  • Misrepresent your identity or authority;
  • Create fraudulent compliance records.

3.3 Harmful Activities

You must not:

  • Harass, threaten, or abuse others;
  • Discriminate based on protected attributes;
  • Defame or vilify any person;
  • Infringe others' intellectual property rights.

4. Prohibited Conduct - Technical

4.1 Unauthorised Access

You must not:

  • Access accounts or data belonging to others;
  • Attempt to bypass authentication or access controls;
  • Access administrative functions without authorisation;
  • Probe, scan, or test the vulnerability of the Platform without permission.

4.2 System Interference

You must not:

  • Interfere with the Platform's operation or availability;
  • Introduce malware, viruses, or harmful code;
  • Conduct denial-of-service attacks;
  • Overload the Platform with excessive requests;
  • Use automated scripts, bots, or scrapers (except approved APIs).

4.3 Reverse Engineering

You must not:

  • Decompile, disassemble, or reverse engineer the Platform;
  • Attempt to access source code;
  • Extract algorithms or data structures;
  • Create derivative works from the Platform.

4.4 Circumvention

You must not:

  • Circumvent usage limits or access restrictions;
  • Disable or bypass security features;
  • Use the Platform in ways not intended by its design.

5. Prohibited Conduct - Data

5.1 Data Integrity

You must not:

  • Enter false or misleading data;
  • Fabricate compliance records or evidence;
  • Upload forged or altered documents;
  • Manipulate data to misrepresent compliance status.

5.2 Credential Sharing

You must not:

  • Share login credentials with others;
  • Allow others to access the Platform using your credentials;
  • Create accounts for the purpose of sharing access.

5.3 Exceeding Limits

You must not:

  • Exceed the user limits of your subscription;
  • Create multiple accounts to circumvent limits;
  • Use one subscription for multiple separate organisations (unless Enterprise plan).

5.4 Data Misuse

You must not:

  • Export data for purposes unrelated to your compliance activities;
  • Share customer data with unauthorised parties;
  • Use data to compete with QUALTICKS.

6. RTO-Specific Requirements

6.1 Compliance Integrity

As an RTO using QUALTICKS, you must maintain the integrity of your compliance records. You must not:

(a) Fabricate Records

  • Create false validation evidence;
  • Fabricate assessment outcomes;
  • Generate fictitious quality assurance documentation;
  • Enter inaccurate student records.

(b) Misrepresent Compliance

  • Use false records in ASQA submissions;
  • Prepare misleading audit evidence;
  • Conceal non-compliance through record manipulation;
  • Delete records to hide compliance failures.

(c) Falsify Trainer/Assessor Information

  • Enter inaccurate qualifications or competencies;
  • Fabricate professional development records;
  • Misrepresent trainer/assessor currency.

6.2 Regulatory Obligations

You acknowledge that:

  • QUALTICKS is a tool to assist compliance, not a guarantee of compliance;
  • You remain solely responsible for meeting ASQA and regulatory requirements;
  • False compliance records may constitute fraud;
  • We may be required to report suspected fraud to authorities.

6.3 Audit Trail Integrity

You must not:

  • Attempt to modify or delete audit trail records;
  • Share credentials to obscure user identities in audit trails;
  • Take any action designed to compromise audit trail accuracy.

7. Content Standards

7.1 Uploaded Content

Content you upload to the Platform must:

  • Be accurate and not misleading;
  • Not infringe third-party intellectual property rights;
  • Not contain malware or harmful code;
  • Comply with all applicable laws.

7.2 Prohibited Content

You must not upload:

  • Illegal content;
  • Content that infringes copyright, trademarks, or other IP;
  • Defamatory or vilifying content;
  • Obscene or offensive material;
  • Content that violates privacy rights;
  • Malware, viruses, or malicious code.

8. Third-Party Integrations

8.1 Training.gov.au

When using Training.gov.au integration, you must:

  • Use the integration only for its intended purpose;
  • Comply with Training.gov.au terms of use;
  • Not attempt to extract bulk data beyond normal usage.

8.2 APIs

If using our APIs, you must:

  • Comply with our API documentation and rate limits;
  • Not share API keys with unauthorised parties;
  • Not use APIs for unauthorised purposes.

8.3 Service Availability and Reliance

8.3.1 No Sole Dependency

You agree that you will not:

  • Rely solely on the Platform for compliance documentation during critical audit periods
  • Schedule compliance deadlines with no contingency for Platform unavailability
  • Use the Platform as the only repository for RTO audit evidence
  • Depend on real-time Platform availability for regulatory submissions with no backup plan

8.3.2 Your Backup Obligations

You acknowledge your responsibility to maintain:

  • Offline copies of critical compliance documentation
  • Alternative systems or procedures for RTO compliance management
  • Contingency procedures for responding to Platform unavailability
  • Regular data exports for business continuity purposes

8.3.3 Training.gov.au Data Verification

You agree to:

  • Verify critical Training.gov.au data directly with the source (www.training.gov.au)
  • Not rely solely on QUALTICKS for current Training.gov.au information
  • Acknowledge that Training.gov.au data in QUALTICKS may be outdated
  • Accept responsibility for any decisions made based on potentially outdated data

9. Monitoring and Enforcement

9.1 Right to Monitor

You acknowledge that we may:

  • Monitor Platform usage for compliance with this AUP;
  • Log all Platform activity for security purposes;
  • Investigate suspected violations;
  • Review content uploaded to the Platform.

9.2 Audit Logging

We maintain comprehensive audit logs including:

  • Login attempts (successful and failed);
  • Data access and modifications;
  • File uploads and downloads;
  • Administrative actions.

These logs may be used for:

  • Security incident investigation;
  • Enforcement of this AUP;
  • Responding to law enforcement requests;
  • Evidence in legal proceedings.

9.3 Cooperation with Authorities

We will cooperate with law enforcement and regulatory authorities, including ASQA, when legally required or permitted.

10. Consequences of Violation

10.1 Our Rights

If we reasonably believe you have violated this AUP, we may:

(a) Issue a Warning

  • For minor or first-time violations;
  • With details of the violation and required corrective action.

(b) Suspend Access

  • Temporarily restrict access to the Platform;
  • Pending investigation or corrective action;
  • Without prior notice for serious violations.

(c) Terminate Account

  • Permanently close your account;
  • With or without prior warning depending on severity;
  • Without refund of subscription fees.

(d) Take Legal Action

  • Pursue civil remedies;
  • Report criminal conduct to authorities;
  • Cooperate with law enforcement investigations.

10.2 Reporting to Authorities

Where appropriate, we may report suspected violations to:

  • Australian Skills Quality Authority (ASQA);
  • Australian Federal Police;
  • Office of the Australian Information Commissioner;
  • Other relevant regulatory or law enforcement bodies.

10.3 No Refund

If your account is terminated for violation of this AUP, you are not entitled to a refund of any subscription fees paid.

10.4 Data Retention

If we terminate your account for AUP violations:

  • We may retain relevant records for legal or regulatory purposes;
  • We are not obligated to provide access to your data;
  • We may cooperate with authorities regarding your data.

11. Reporting Violations

11.1 How to Report

If you become aware of any violation of this AUP, please report it to:

Email: support@qualticks.com.au Subject: AUP Violation Report

11.2 Information to Include

Please provide:

  • Your contact details;
  • Description of the suspected violation;
  • Any evidence available;
  • Identity of the suspected violator (if known).

11.3 Confidentiality

We will treat reports confidentially to the extent possible. Your identity will not be disclosed to the suspected violator without your consent, unless required by law.

11.4 No Retaliation

We prohibit retaliation against anyone who reports AUP violations in good faith.

12. Responsible Disclosure

12.1 Security Vulnerabilities

If you discover a security vulnerability in the Platform, we encourage responsible disclosure:

Email: support@qualticks.com.au

12.2 Guidelines

  • Provide details of the vulnerability;
  • Give us reasonable time to address the issue before public disclosure;
  • Do not access or modify others' data;
  • Do not perform actions that could harm the Platform or users.

12.3 Our Commitment

  • We will not take legal action against good-faith researchers;
  • We will acknowledge your report within 48 hours;
  • We will keep you informed of remediation progress.

13. Modifications

13.1 Right to Modify

We may modify this AUP at any time by posting the revised version on our website.

13.2 Notification

We will notify you of material changes via:

  • Email to your registered address;
  • In-app notification;
  • Notice on our website.

13.3 Effective Date

Changes take effect 30 days after notification, or immediately for changes required by law.

13.4 Acceptance

Your continued use of the Platform after changes take effect constitutes acceptance of the modified AUP.

14. Contact Us

Compliance Team RTO MATE PTY LTD

Email: support@qualticks.com.au Address: PO BOX 101 Craigieburn VIC 3064

For security matters: support@qualticks.com.au For general enquiries: support@qualticks.com.au