Policies & Procedures

Policies and procedures related to our higher education AQF Award courses and non-AQF award courses

Procedures and Policies

Higher Education AQF Award Courses (Degrees & Diplomas)

The following policies and procedures are for students enrolled in our higher education AQF Award Courses offered through CG Spectrum Institute. 

Academic Freedom Policy
Academic Integrity Policy
Academic Integrity Procedure 
Academic Scholarship Policy
Academic Scholarship Procedure
Access to Staff and Student Feedback Policy and Procedure
Advanced Standing and Credit Transfer Policy
Advanced Standing and Credit Transfer Procedure 
Assessment and Moderation Policy 
Assessment and Moderation Procedure 
Benchmarking Policy 
Benchmarking Procedure
Code of Conduct 
Collection Development Policy 
Conflict of Interest Policy
Course and Subject Viability Policy
Course Design Development and Approval Policy
Course Design Development and Approval Procedure
Course Evaluation and Review Policy
Course Evaluation and Review Procedure
Course Transition and Teach Out Policy
Critical Incident Policy
Critical Incident Procedure
Data Protection Policy
Deferral, Suspension and Cancellation Policy
Diversity and Equity Policy 
Engagement and Monitoring of Agents Policy & Procedure 
English Language Proficiency Assessment Policy 
English Language Proficiency Assessment Procedure

E-Library and Digital Learning Resources Policy
FEE Refund Application Form (Non FEE-HELP)
FEE-HELP Refund Policy
FEE-HELP Review Procedures
Graduation and Conferral Policy
Graduation and Conferral Procedure
International Student Recruitment Policy
Privacy Policy
Professional Equivalence to Academic Qualifications for Staff Policy
Student Discipline Policy
Student Discipline Procedure
Student Fee Charges and Refund Policy
Student Grievance, Complaints, and Appeals Policy
Student Grievance, Complaints and Appeals Procedures
Student Progression, Exclusion and Graduation Policy
Student Progression, Exclusion and Graduation Procedure
Student Records Management Procedure
Student Selection and Admission Policy
Student Selection and Admission Procedure
Student Transition and Orientation Policy
Student Welfare and Support Policy
Student Welfare and Support Procedure
Students at Risk Policy
Students at Risk Procedure
Support for Students Policy
Tuition Protection Scheme (TPS)
Wellbeing and Safety in Learning Environment Policy & Procedure


Industry Certificates

Non-AQF Award Courses Procedures and Policies (Industry Certificates)

The following policies and procedures are for students enrolled in our non-AQF Award Courses offered through CG Spectrum Institute. 

CG Spectrum (the “Institution”) expects students to meet and adhere to its Code of Conduct while completing a course of study. The requirements of the Code of Conduct are set out below. 

If students need any clarification or have any questions regarding the Code of Conduct, they should contact the Head of Student Operations.

“Student” is defined as including prospective students as well as those currently registered or enrolled in any CG Spectrum courses or activity.

Personal behavior

Our students reflect the rich and wide cultural diversity of contemporary society. This diverse range of cultural backgrounds may not always be immediately apparent. To avoid the potential for giving offence, however innocently, your personal behavior must always be considerate and moderate. 

You must avoid comments, jokes or stories that could be taken as vulgar, sexist or in any other way insensitive to another person’s sex, race, age, appearance, beliefs, religion or way of life. 

Insensitive behavior of this kind, which does not recognize the valid differences between people, damages the inclusive environment we endeavour to create.

You are expected to:

  • Treat everyone with courtesy, respect, kindness, consideration and sensitivity to their rights;
  • Refrain from all forms of harassment and discrimination based on (without limitation) gender, race, religious belief, political affiliation, pregnancy, disability, sexual orientation, illness or any other protected rights;
  • Always act honestly, in good faith, and respectful of the trust placed in us (by one another and by our students);
  • Respect each individual’s rights to privacy and keep personal information in confidence;
  • Consider the impact of your decisions and behavior on the well-being of others;
  • Refrain from acting in any way that would unfairly harm the reputation and career prospects of others in the company, including other students;
  • Refrain from allowing personal relationships to affect professional relationships; 
  • Seek advice from leadership where a teacher or student’s behavior is perceived to be in breach of these standards, and report any suspected corrupt, criminal or unethical conduct to leadership. 

Harassment and violence policy 

To build a happy and productive community, we need everyone to treat others well and help them feel safe. Each of us should do our part to prevent harassment and violence. 

We are committed to providing an environment which is free from bullying, unlawful discrimination and harassment. Our company aims to ensure all involved with the company are treated with respect, dignity and fairness with an aim of creating an environment which promotes positive professional relationships. 


This harassment and violence policy is not limited to your class attendance and will include all forums in which you interact with CG Spectrum staff and other students. This policy also relates to, but is not limited by, the following types of communication:

  • Verbal communication either over the telephone, over a video-conferencing service (such as Zoom) or in person;
  • Written communications including, letters, notes, reports; and
  • Internal and external electronic communications including email, instant messaging services, internal intranet, social media and networking forums (such as Facebook, Instagram, LinkedIn, Twitter and other forms of social media) and communications via text message or multimedia message. 

Standards of behavior 

In line with our company’s commitment to creating a community which is free from workplace health and safety risks and one which strives to create positive professional relationships, you are expected to observe the following minimum standards of behavior, including:

  • Being polite and courteous to others;
  • Being respectful of the differences between people and their circumstances;
  • Ensuring you do not engage in any bullying behavior(s) towards others in, or connected with CG Spectrum which includes other students, teachers, department heads and industry stakeholders;
  • Ensuring you do not assist or encourage others in, or in connection with CG Spectrum to engage in bullying behavior, discrimination or harassment of any type;
  • Adhering to the complaint procedure in this policy if you are experiencing any bullying behavior(s), discrimination or harassment of any type;
  • Reporting any bullying behavior(s), discrimination or harassment of any type you see happening to others in, or connected with CG Spectrum in line with the complaint procedure in this policy; and 
  • Keeping information confidential if involvement in any investigation of bullying, discrimination or harassment. 

Bullying Behavior or Workplace Harassment is repeated, unreasonably behavior directed towards a person or group of persons that creates a risk to health and safety and is unlawful. 

  • Repeated behavior refers to the persistent nature of the behavior and can involve a range of behaviors over time. 
  • Unreasonable behavior means behavior that a reasonable person, having regard for the circumstances, would see as unreasonable, including behavior that is victimising, humiliating, intimidating or threatening. 

Examples of bullying may include (but are not limited to):

  • Shouting, constant criticism or humiliation of a person in private or in front of peers;
  • Being treated less favorably by another person, including but not limited to, bullying or intimidation;
  • Forcing another to participate in an “initiation” process; the playing of practical jokes or forcing any person to undertake demeaning tasks;
  • Sniggering or gossiping behind someone’s back; or
  • Laughing at someone which is intended to make them feel uncomfortable or distressed.

Unlawful discrimination

There are many forms of discrimination. However, discrimination is only unlawful if it is against attributes that are protected under equal opportunity and anti-discrimination laws (“protected attributes”). 

Unlawful discrimination is defined under state and federal legislation as treating someone or a group of people less favourably than another person or group because of a particular attribute.

These attributes differ between jurisdictions within Australia and include, without limitation age, carer status, disability or impairment (mental or physical), employment activity, gender identity or intersex status, industrial activity, lawful sexual activity, martial or relationship status, parental status, physical features, political belief and activity, pregnancy or potential pregnancy, breastfeeding, race, ethnicity or social origin, religious belief or activity, sex, sexual orientation, personal association with someone who has, or is assumed to have, one of these personal attributes. 

Discriminatory behavior 

Unlawful discrimination can be either direct or indirect.

  • Directly, whereby a person or group is treated less favourably than another person or group in a similar situation because of a personal characteristic protected by law.  For example, a person is harassed and humiliated because of their race.
  • Indirectly, whereby an unreasonably requirement, condition or practice is imposed that has, or is likely to have, the effect of disadvantaging people with a personal characteristic protected by law. 

Our company does not advocate, support or practice discrimination except where affirmative action may be required to redress individual or social handicaps. Our company will make all reasonable accommodations to allow people who experience difficulties in their dealings with the organization to benefit equally from its work. 

Unlawful Harassment is defined under Australian federal and state legislation, as a form of behavior where a person is made to feel intimidated or humiliated because of a particular attribute. 

Unlawful harassment can be verbal, written or physical and has the intent or effect of creating an intimidating, hostile or offensive work environment. Harassment can be a single incident, or repeated behavior, and can occur even if the behavior is not intended to offend. Silence does not mean that the behavior is acceptable to the other person. 

Examples of behaviors that may amount to harassment include, but are not limited to:

  • Asking intrusive questions about someone’s personal life;
  • Comments that put down or stereotype people;
  • Offensive communications, including digital communications, written, images or telephone;
  • Derogatory or demeaning jokes intended to offend on the basis of stereotyped characteristics. 

Sexual harassment is illegal and we will seriously investigate relevant reports.  Any person found to be in breach of this policy shall be subject to disciplinary action, up to and including expulsion from CG Spectrum. “Sexual harassment” is generally defined under both state and federal law as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature where such conduct has the purpose or effect of unreasonably interfering with an individual’s performance or creating an intimidating, hostile, or offensive environment.

Other sexually oriented conduct, whether intended or not, that is unwelcome and has the effect of creating an environment that is hostile, offensive, intimidating, or humiliating to persons may also constitute sexual harassment.

While it is not possible to list all those additional circumstances that may constitute sexual harassment, the following are some examples of conduct that, if unwelcome, may constitute sexual harassment depending on the totality of the circumstances, including the severity of the conduct and its pervasiveness:

  • Unwanted sexual advances, whether they involve physical touching or not;
  • Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, comments about an individual’s body, comments about an individual’s sexual activity, deficiencies, or prowess;
  • Displaying sexually suggestive objects, pictures, or cartoons;
  • Unwelcome leering, whistling, brushing up against the body, sexual gestures, or suggestive or insulting comments;
  • Inquiries into one’s sexual experiences; and
  • Discussion of one’s sexual activities.

All employees should take special note that, as stated above, retaliation against an individual who has complained about sexual harassment and retaliation against individuals for cooperating with an investigation of sexual harassment complaint is unlawful and will not be tolerated at CG Spectrum. 

If you believe that you have been subject to actions or words that may constitute bullying, discrimination or harassment, you should act upon this as soon as possible by following the procedure set out below. Further, if you believe you have witnessed bullying behavior or harassment by another individual at CG Spectrum, you are also able to make complaints following the procedure set out below. 

Amicable resolution

In the first instance, you should, wherever practicable and only if you feel comfortable in doing do, attempt to amicably resolve the matter the person who is alleged to have engaged in the bullying, discrimination or harassment. 

For example, if you suspect that an offender doesn’t realize they are guilty of harassment, you could talk to them directly in an effort to resolve the harassment. This tactic is appropriate for cases of minor harassment (e.g. inappropriate jokes between colleagues.). 

You should clearly state the offensive behavior experienced, explain that the behavior is unwelcome and offensive and ask that the behavior does not continue. As set out above, the offender may not be aware that their behavior or conduct was causing offence or was unwelcome. 

This is not a compulsory part of the complaint procedure and if you do not wish to confront the offender directly, then this is not expected or encouraged.

Where the alleged bullying, discrimination or harassment involves another student and it is not practical for you to directly resolve the matter, then you shall immediately notify the Head of Student Operations who will investigate and endeavor to resolve the matter on an informal basis (if you request) or formal basis in accordance with the procedure set out below. 

Where the alleged bullying, discrimination or harassment involves another student, teacher, mentor, supervisor or stakeholder then you shall immediately notify the Head of Student Operations. Your complaint will be investigated by the Head of Student Operations and we will endeavor to resolve the matter on the formal basis in accordance with the procedure set out below. 

For your safety, contact leadership as soon as possible in cases of serious harassment (e.g. sexual advances) or if your manager is involved in your claim. Anything you disclose will remain confidential. 

CG Spectrum is founded on mutual respect and we won’t allow anyone to compromise this foundation.

Informal complaint procedure

An informal complaint procedure includes a range of alternatives which can be applied in a flexible manner in order to address different complaints in consideration of the relevant circumstances. The informal complaint procedure is intended to be used for less serious allegations of bullying and harassment and instances which generally do not warrant disciplinary action being taken. 

If you are unsure of whether or not to make a formal or informal complaint, you can always make an informal complaint first and decide if they want to escalate the complaint to a formal complaint after speaking with the Head of Student Operations. 

Different options for handling informal complaints may include, but are not limited to:

  • The Head of Student Operations having a conversation with the alleged offender about the behavior complained of; and/or 
  • The Head of Student Operations having a meeting with all the individuals concerned in an attempt to teach resolution. 

Formal complaint procedure 

  • Written complaint lodged 

Where you wish to lodge a formal complaint, you will be required to do so by communicating this in writing to the Head of Student Operations. 

A written complaint shall include the names of the individuals concerned, details of the incident(s) and the names of the witnesses’ present.  We maintain confidentiality in the course of handling complaints. 

  • Formal investigation commenced 

Where a written complaint has been lodged, a formal investigation procedure will commence immediately.  A formal investigation will be conducted by the Head of Student Operations and/or any other person or independent body (as appropriate) as appointed by the Head of Student Operations.  The process for investigation is set out in the Dismissal Policy. 

Our company may, at its discretion, take some or all of the steps below when faced with misconduct as set out in Dismissal Policy. 


Whilst the Head of Student Operations or the appointed independent body/person will endeavor to preserve the confidentiality of the complainant and the person complaint of, it may be necessary to speak with other workers or people involved to determine what happened and to maintain the integrity of the investigation process. 

Where potentially unlawful conduct has occurred, our company may be required to alert the appropriate authorities. 

Those people who are involved in the complaint (including the complainant, witnesses etc.) are also under a duty to maintain confidentiality and display a commitment to uphold the integrity of the investigation process.  If the complainant chooses to bring a support person with them to any meetings, they too are bound by confidentiality.  Gossiping and/or the spreading of rumors as a result of, or in connection with, a process followed under this policy will not be tolerated under any circumstances and may lead to further disciplinary action for those concerned.

Requirements for students:

  • Attend classes and submit assignments in accordance with CG Spectrum Student Attendance Policy.
  • Treat all students and staff with respect.
  • Treat school property with respect.
  • Complete all assignments by the scheduled completion dates and complete all examinations on the scheduled examination dates.
  • Do not engage in any other conduct which is determined to be detrimental or damaging to the other students, staff members, instructors or the Institution.
  • Do not engage in conduct that would constitute bullying, discrimination or harassment. 

The Institution forbids: disruptive or offensive classroom behavior; attendance of classes while under the influence of alcohol or any prohibited mood altering substances; the making of inappropriate remarks concerning another student or staff or instructor’s ethnicity, race, religion or sexual orientation and any other conduct which is determined to be detrimental or damaging to other students, staff members, instructors or the Institution.

Any of the following, if substantiated, will result in immediate dismissal without a warning letter or probationary period:

  • Sexual assault or harassment
  • Verbal abuse or threats
  • Vandalism of School property
  • Theft

Students who do not adhere to the Code of Conduct will be subject to the procedures outlined below, which may include immediate dismissal from the institution depending on the severity of the misconduct.  Concerns related to a student’s conduct shall be handled in accordance with this Policy.

1. All concerns relating to student misconduct shall be directed to the Head of Student Operations. Concerns may be brought by staff, instructors, students or the public.

2. The Head of Student Operations will arrange to meet with the student via online meeting software to discuss the concern(s) within 5 school days of receiving the complaint.   If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted, the Head of Student Operations will meet with the student as soon as possible. The Head of Student Operations will: 

    • Clarify details of what took place and ensure that all necessary information is obtained;
    • Identify the outcome the complainant is seeking;
    • If applicable, discussing with the complainant their legal rights (including lodging a formal complaint with the relevant state or federal tribunal) or recommending the complainant seek legal advice;
    • Discuss the complaint made with the person/s accused of bullying or harassment; and
    • Make a determination as to whether the alleged behaviour occurred and if it constituted bullying, discrimination or harassment.

3. Following the meeting with the student, the Head of Student Operations (and/or or the person appointed on their behalf) will conduct whatever further enquiries or investigations as are necessary to determine whether the concerns are substantiated.

4. Any necessary inquiries or investigations shall be completed within 5 school days of the initial meeting with the student.

5. The Head of Student Operations (and/or or the person appointed on their behalf) will have a further meeting with the student and will do one of the following:

    • Determine that the concern(s) were not substantiated;
    • Determine that the concern(s) were substantiated, in whole or in part, and either:
    • Give the student a warning setting out the consequences of further misconduct;
    • Set a probationary period with appropriate conditions; or
    • Recommend that the student be dismissed from the Institution.

6. The Head of Student Operations (and/or or the person appointed on their behalf) will prepare a written summary of the determination.  A copy shall be given to the student, a copy will be placed in the Institution’s complaint file, and the original will be placed in the student file.

7. If the student is issued a warning or placed on probation, the Head of Student Operations and the student must both sign the written warning or probationary conditions and a copy shall be given to the student.  The original document will be placed in the student’s file.

8. If the recommendation is to dismiss the student, the Head of Student Operations will meet with the students via online meeting software or by phone to dismiss him/ her from study at the Institution.  The Senior Educational Administrator will deliver to the student a letter of dismissal.

10. If the conduct complained of by a student involves any person, other than a student, CG Spectrum may take such disciplinary action that is available to it at law.

11. If a refund is due to the student, the Senior Educational Administrator will ensure that a cheque is forwarded to the student within 30 days of the dismissal.

12. If the student owes tuition or other fees to the Institution, the Senior Educational Administrator may undertake the collection of the amount owing.  The student must pay the Institution any outstanding tuition or other fees within 15 days of the dismissal.


Your schedule for classes and submissions will be sent to you by the Head of Student Operations or Operations Coordinator.


Although it is strongly recommended that students attend all online critique sessions, if a student is unable to attend an online critique session, the student must have submitted their work prior to the scheduled session for the instructor to critique it in the presence of the rest of the class, so that all students can learn from one another’s critiques.

If a student’s weekly project is not submitted by the due date, it is at the discretion of the instructor as to whether he/she will critique the late submission.

If a final submission is not submitted by the due date, it is at the discretion of the instructor as to whether he/she will critique or fail the student.  In the industry, a missed deadline could result in termination of employment therefore CG Spectrum teaching methods emphasize the importance of meeting deadlines.  Should the student exceed 3 late submissions without reasonable cause, it will be at the discretion of the Senior Educational Administrator to dismiss the student from the course.

Furthermore, the above also includes 3 weeks of inactivity of no login into the online learning modules and system.


The purpose of this policy is to provide guidance on the official refund policy for students.

All refund requests must be provided in writing via email.  Possible percentage of refund is based upon the type of Product group (Beginner Workshops, Essentials, Foundations, Specialization, and Bundles).  Refund requests are based upon one of the following two scenarios:

1. The student is withdrawing from the course

  • The notice of withdrawal is deemed to be effective from the date the notice is delivered to 
  • Student withdrawal with a possible refund will be based upon percentage of course completion within a Product group (term/course/bundle)

2. CG Spectrum is dismissing the student from the course

  • The notice of dismissal is deemed to be effective from the date the notice is delivered from
  • School-based dismissal with a possible refund may be based upon several factors, including but not limited to:
    • Lack of timely payment based upon agreed payment terms within the Student Enrollment Contract
    • Breaking the Terms and Conditions and/or Code of Conduct agreed to when signing the Student Enrollment Contract



The student may be entitled to a refund of tuition fees based upon the following percentage of course completion within most Product groups, unless otherwise specified:

  • 0-10% course completion = 60% refund
  • 11-50% course completion = 30% refund
  • 51-100% course completion = 0% refund



Percentage of refund is based upon type of payment:

Upfront, single payment

1. Course / Bundle length

  • Essentials = 12 weeks = 84 consecutive days
  • Foundations (2-term) = 24 weeks = 168 consecutive days
  • Foundations (3-term) = 36 weeks = 252 consecutive days
  • Foundations (4-term) = 48 weeks = 336 consecutive days
  • Specialization (3-term) = 36 weeks = 252 consecutive days

Per-term installments

1. Per-term = 12 weeks = 84 days

Monthly installments

1. No refund



Typical refund equation, minus any discounts:

1. (Total cost minus total discount) times percentage of refund

2. Example:  Course length was 36 weeks and costs $100. Student received a $20 discount due to paying full course up front.  Students’ upfront, single payment was $80. Student requested withdrawal on day 65.  Total paid length is 252 days (7 days times 36 weeks): course completion percentage is day 65 divided by 252 equals 25.8% course completion. Student qualifies for a 30% refund.  Full price is normally $100.  Discount is $20.  Equation is then: $100 minus $20 = $80 times 0.30 = $24.  Student is entitled to a $24 refund.



Unique Product group refund policy:

1. 1:1 Coaching

  • 90% refund of any 1:1 Coaching sessions not used (90% of each, individual Coaching session not yet used)

2. 2-Week Workshops

  • Prior to workshop start date = 100% refund of payment
  • Day of workshop start date and onward = No refund



Where total tuition fees have not yet been collected, CG Spectrum is not responsible for refunding the student more than the amount that has been collected to date and the student may be required to make up for any late payments due under this contract.


If CG Spectrum has received fees in excess of the amount it is entitled to under this contract, the excess amount will be refunded to the student within 30 business days of providing bank details. If a third party has paid for the student’s tuition fees, funds will be refunded to that third party.  If a student has utilized a Climb loan, they will need to consult their Climb loan specialist for refund details.


Regardless of point in the timeline, if the student 1) ceases to actively participate in any or all aspects of the course (for example, the student is unresponsive to CG Spectrum instructors and/or staff after repeated contact attempts); or 2) breaks the Terms and Conditions agreed to when signing the Student Contract; or 3) violates our Code of Conduct policies, after a 2-week period of attempted school-based resolution (and subsequent non-response from the student), CG Spectrum reserves the right to deny any partial or full refund requests when student is dismissed by the school. The only exception is due to medical or other emergency with documentable proof (doctors note, death certificate, etc) and is at the sole discretion of CG Spectrum.  If, in the event, an exception is made, the aforementioned refund timelines will be applied with no deviation unless otherwise stated.


No refunds are due for student-acquired software necessary for completion of any school courses.  If software issues arise, the student must contact the software vendor for resolution of the matter.


No refunds are provided once the aforementioned refund timelines have run out within a course.  Additionally, regardless of reason, there are no refunds once a student has successfully or unsuccessfully completed a course.

Effective: 1 July 2018

Your privacy is important to us and we are committed to responsibly handling your personal data taking all reasonable steps to protect your information from misuse and to keep it secure. We believe it is important to inform you about how we will use your personal data and we encourage you to read this policy carefully. You can find information about how, whether, and why we collect and use your personal information on our Website. We have divided the Policy into different sections.

Who We Are

CG Spectrum is an online training provider for Animation, Visual Effects, Concept Art and Game Design.

Our headquarters are based in Melbourne, Australia.

CG Spectrum Pty Ltd (ABN 33 605 850 397), Level 1/580 Church St, Richmond VIC, AUSTRALIA 3121, is responsible for using your personal data, together with other related CG Spectrum companies. CG will be referred to hereafter as ‘CG Spectrum’ or ‘we’.


This privacy policy applies to all personal data that is collected and used by us when you create a CG Spectrum account when you visit or use the websites, applications, or other services of CG Spectrum (‘Services’), participate in events or contests of CG Spectrum or interact with us through social media or otherwise. For purposes of this privacy policy, ‘personal data’ means any information through which we can identify you, as further described below in Personal Data We Collect.

This Privacy Policy sets out how we collect, store, use and disclose your personal data. You understand that through your use of the Services you consent to the collection and use (as outlined in the Privacy Policy) of this information, including the transfer of this information to the United States, and/or other countries for storage, processing and use by CG Spectrum and its affiliates.

If you do not agree to any of the provisions of this Privacy Policy, you should not use CG Spectrum’s website, services, lodge a CG Spectrum application, or provide CG Spectrum with any personal data.

By visiting the CG Spectrum website, submitting an application, or using any of our services or providing us with your information, you agree to your information being collected, held, used and disclosed as set out in this Privacy Policy.

Personal Data We Collect

Where practicable, we will give you the option of interacting with us anonymously or using a pseudonym.

We collect the personal data necessary for us to provide you with the services you have requested from us, and to manage your CG Spectrum application (jointly referred to as “Personal Data”). You do not have to provide us with your personal data, but if you do not do so, we may not be able to provide you with some or all of our services.

By disclosing personal data to CG Spectrum, you are consenting to its collection. If CG Spectrum receives unsolicited personal data about you, this personal data may be included in your CG Spectrum application. This may include personal or sensitive information that CG Spectrum could not have solicited from you. CG Spectrum may choose to destroy unsolicited personal data about you that is not relevant to CG Spectrum’s functions.

The personal data that you are currently required to provide to lodge a CG Spectrum application includes:


  • full name (including any previous name(s))
  • address(es) (including any previous address(es))
  • date of birth
  • email address
  • telephone number(s)
  • qualification information
  • gender
  • citizenship/residency status
  • English proficiency

From time to time you may have the option to participate in surveys or other activities intended to improve CG Spectrum’s Services, which may involve providing additional personal data. Your participation in such activities is subject to your consent.

How we collect your information

We may collect your information in various ways, including but not limited to:

  • CG Spectrum application and website
  • email
  • telephone
  • written correspondence
  • in person
  • via social media

How We Use Your Personal Data

We only use your personal data for the purpose for which it was provided to us, related purposes, purposes for which you consent, and as otherwise required or permitted by law.

Such purposes include:

  • provision of information about any of CG Spectrum’s services that may be relevant to you
  • provision of information about institution services which may be relevant to you
  • responding to your enquiries
  • to identify you when you log into CG Spectrum’s online services or otherwise contact CG Spectrum
  • providing you with services you have requested
  • processing your CG Spectrum application to determine your eligibility for courses
  • advising you about subject prerequisites
  • maintaining/administering your application
  • processing payments you have authorised
  • any other purposes identified at the time of collecting your information.

We will only use your sensitive information for the purposes for which it was initially collected, other directly related purposes or purposes to which you otherwise consent.

Cookies Statement

A cookie is a small data file that is placed on your computer or mobile device when you visit a website. Website owners widely use cookies in order to make their websites work, or to work more efficiently, as well as to provide reporting information. We and our third party providers use cookies to:

  • Personalise your visit to our website (as a cookie allows a web server to ‘remember’ visitors on subsequent visits without having to prompt them for information previously supplied. A cookie can also remember courses previously viewed by a site visitor)
  • Provide information about CG Spectrum to you while you browse
  • Obtain non-identifying information about your demographic group and general interests.

Important notice in relation to fraudulent documentation

The Privacy Act 1988 (Cth) authorises CG Spectrum to use and disclose your personal data without following the provisions in this Privacy Policy where CG Spectrum has reason to suspect that you have engaged in serious misconduct in relation to CG Spectrum’s functions, if the use or disclosure of the personal data is necessary in order for CG Spectrum to take appropriate action in relation to the misconduct.

CG Spectrum considers the provision of fraudulent documentation to be serious misconduct in relation to CG Spectrum’s functions. Therefore, if CG Spectrum has reason to suspect that you have presented fraudulent documentation of any kind, CG Spectrum may use or disclose your personal data in a manner inconsistent with this Privacy Policy to the extent required to undertake an investigation into that documentation and to take appropriate action in light of the outcome of the investigation.

Security of your information

We will take reasonable steps (including any measures required by law) to ensure your information is protected and secure.

For any payments you make via our websites, over the telephone or face to face, we use a recognised payment service provider that is required to take reasonable steps to protect your information. We also take reasonable precautions to ensure that any information you provide to us through our websites is transferred securely.

However, no data protection and security measures are completely secure. Despite all the measures we have put in place, we cannot guarantee the security of your information, particularly in relation to transmissions over the internet. Accordingly, any information which you transmit to us is transmitted at your own risk. You must take care to ensure you protect your information (for example, by protecting your CG Spectrum usernames and passwords) and you should notify us as soon as possible after you become aware of any security breaches.

Age Limitations

Our online Services are not directed to children under 13 years of age.  If you believe we have collected information about a child under the age of 13, please contact our so that we may take appropriate steps to delete such information.

If you are at least 13 but under 16 years of age, please get the consent of your parent or legal guardian before you give us any personal data about yourself. Your parent or guardian should contact CG Spectrum and provide us with their name, e-mail address and any other identifying information that we may request. CG Spectrum needs this information in order to verify that they have provided the necessary consent. We may follow up by phone or other means in some circumstances. If you are at least 13 but under 16 years of age, do not contact us or provide us with any personal data until after your parent or guardian has sent us an e-mail consenting to your contact and provision of such information.

Data Retention

CG Spectrum retains your personal data for as long as required to satisfy the purpose for which they were collected and used (for example, for the time necessary for us to complete your application, send you the newsletters you subscribed to, to provide you with customer service, answer queries or resolve technical problems, etc.), unless a longer period is necessary for our legal obligations or to defend a legal claim.

If you have created a CG Spectrum account with us, we will delete that account and your personal data upon your request or 30 days after it has become inactive. We will consider your account ‘inactive’ when you haven’t used your CG Spectrum account for a period of 2 years. When we cancel your account, your personal data will be deleted. If we need to store certain types of your personal data for a longer period due to legal requirements, we will store such data in accordance with the mandatory periods.

Your Rights

You have the following rights concerning your personal data: right to be informed, right of access, right of rectification, right to erasure, right to restrict data processing, right to object against automated decision making and profiling and your right to data portability. If you would like to contact us regarding any of these rights, please email us at

To the extent that we are relying on our legitimate interests to use your personal data, you also have the right to object to such use (unless we can either demonstrate compelling legitimate grounds for the use that override your interests, rights and freedoms or where we need to process the data for the establishment, exercise or defence of legal claims).

Without undue delay and not later than within a month, we will respond to your request to invoke your rights consistent with applicable law.

You may revoke your consent for receiving marketing communications at any time, free of charge by following the instructions in any marketing communication. You can also control these preferences in your profile settings. CG Spectrum will then stop applying the research results to you at an individual level and will stop sending you marketing communications.

In case you may have a question or complaint about how we process your personal data, you can send an email to Alternatively, you may consider lodging a complaint with a supervisory data protection authority.

Accuracy, access and correction

We take reasonable steps to ensure the information we collect and hold about you is accurate, complete and up-to-date. However, we rely on you to advise us of any changes to your information or corrections required to the information we hold about you. You can notify us of a change to your information in the following ways:

  • online enquiry submitted to
  • in person: Level 1/580 Church St, Richmond Victoria, AUSTRALIA, 3121
  • written correspondence: Attn: CG Spectrum Privacy Officer, Level 1/580 Church St, Richmond Victoria, AUSTRALIA, 3121

CG Spectrum will, upon request, provide you with access to the personal data we hold about you unless otherwise required or permitted by law. Access to personal data must be made by e-mailing If you require another means of accessing your personal data CG Spectrum will facilitate this request as long as it is reasonable.

What to do if you have a complaint

If you wish to make an enquiry about a possible breach of this Privacy Policy or the privacy principles of the Privacy Act 1988 (Cth) or a formal complaint, you can contact us by:


  • online enquiry submitted to
  • written correspondence: Attn: CG Spectrum Privacy Officer, Level 1/580 Church St, Richmond Victoria, AUSTRALIA, 3121

Formal complaint

Formal complaints about a breach of this Privacy Policy or the Privacy Principles of the Privacy Act 1988  (Cth) must be made in writing to CG Spectrum reserves the right to request any supporting evidence and/or information to substantiate the complaint/breach.

We will refer your complaint to the responsible officer at CG Spectrum, who will investigate the issue and determine the steps we will undertake to resolve your complaint. We will contact you if we require any additional information from you and will notify you in writing of the determination in relation to your complaint.

If you are not satisfied with our determination, you can contact us to discuss your concerns or complain to the Australian Privacy Commissioner.

Other Websites

The Website may contain links to other websites (“Third Party Links”) that we provide solely as a convenience to you during your use of the Website. CG Spectrum does not endorse such websites and is not responsible for any content contained therein. If you decide to access any Third Party Links, you do so entirely at your own risk.

Revision of our Privacy Policy

CG Spectrum reserves the right to revise this Privacy Policy or any part of it from time to time. Please review this policy periodically for changes. If we make significant changes to this policy, we will notify this change by putting a notice on our public website

Your acceptance of the revised Privacy Policy is constituted by your continued use of our services or website, or the provision of further personal or sensitive information to us after this Privacy Policy has been revised.

How to contact us

If you have any questions or concerns about this Privacy Policy or its implementation, please email

Summary of changes

July 2020

  1. Update to code of conduct policy.

July 2018

  1. Initial handbook publication.

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