Who we are and how to contact us
Contact CETSOL PTY LTD at enquiries@radiotherapyeducation.org about this policy, your information or a privacy concern. Our website is https://radiotherapyeducation.org. This policy covers our own hosted services; your educational institution may also have a privacy notice and records obligations for its use of the platform.
You can browse public information without a learning account. Account access, saved results, licence administration and personalised support require information that identifies the relevant learner or purchaser. You may make a general enquiry using a preferred name, but we need a contact address to reply.
Information we collect
Account information includes your name, institution or organisation, student or member identifier, contact email, role, account status, authentication records and access permissions. Curriculum accounts are managed separately from the shared Image Match and RT Contour account system. Supplying an institution name does not itself verify your membership or grant access. Where a terms-acceptance step is provided, the acceptance record can include the policy version, acceptance time and associated account or purchase.
Learning records can include module activity, quiz responses, completion and time records, matching attempts, contour submissions, selected cases and structures, scores, comparisons, feedback and submission times. Simulator assessment submissions may also include setup notes and images of the teaching avatar. The records depend on the features you use. Some practice settings and saved sessions remain in your browser or device rather than being a permanent server record.
Enquiries and applications include the information you enter in forms or send by email, such as contact details, institution, requested access and the content of your message. Please do not send passwords, full payment card details or identifiable patient information.
Purchase and access records can include purchaser details, the account being licensed, payment method and reference, amount, payment status, access dates and administrative changes. Stripe collects payment information on its checkout. Our website does not collect full card numbers or card security codes in its enquiry or account forms.
Technical records can include IP addresses, browser and device information, request times, pages or endpoints requested, errors, login events and security counters. Our contact form uses a self-hosted human-verification check, temporary session drafts and rate-limit records to manage submissions.
How we obtain information
We obtain information from you, your activity in the service, payment confirmations and authorised educators or administrators who provide or confirm enrolment and access details. Please keep your contact email current. If required information is missing, we may be unable to activate access, recover an account, save results or respond to a request.
How information is used
We use information to provide and secure accounts, deliver teaching activities, save and display progress, score submissions against the selected reference, support educators, manage licences and payments, respond to enquiries and investigate faults or misuse. We also use relevant records to resolve complaints and meet applicable legal or accounting obligations.
Operational emails include account invitations, verification or recovery messages and service or access communications. Account registration is not consent to unrelated promotional email. Any optional marketing communication must provide a way to stop receiving it. Use of identifiable learner information for a separate research project or a public testimonial requires a separate, appropriate basis and notice; ordinary practice submissions do not give us unrestricted permission to publish your identity or work.
Who can see learning information
Your personal results view shows your own available history. Authorised CETSOL administrators can access relevant account, access and learning records to administer the service. Educators and institution administrators have the access provided by their assigned role and institutional arrangements; one institution is not entitled to another institution’s learner records.
The 2D Image Match leaderboard is shared with signed-in users in the same organisation. It displays participant names and performance information. Student or member identifiers are visible only in authorised teacher or administrator management views. Central administrators can view across organisations. Some organised games may include invited participants from other institutions and share participant display names and scores. These shared views are separate from personal RT Contour results. Contact us before using a shared leaderboard if you have concerns about identification.
In connected classes, your display identity and shared chat can be visible to other participants. Voice is optional and heard by the participants connected to the class. The current relay does not automatically record or transcribe voice. Instructor and learner answers remain private between them unless deliberately shared; device-local notes are not a shared class record.
Service providers and other disclosures
We use Amazon Web Services for website hosting and transactional email, Apple iCloud for business email and Google Gmail for forwarded business-email copies. An enquiry may therefore be held in both iCloud and Gmail. We use Stripe for payment processing when you choose its checkout. Authorised support providers may access information needed to supply their service.
We may provide relevant information to an institution administering your learning access, to professional advisers when needed, or where disclosure is required or authorised by law. We do not treat a request for another learner’s records as permission to disclose them.
Cloud providers may process information in countries outside Australia. A server location alone does not determine where email, support, payment or backup information is handled. You can contact us about the providers involved in your use of the service. External sites, embedded videos and payment services also handle information under their own privacy notices when your browser connects to them.
Cookies and local storage
The service uses cookies and similar browser storage for sign-in sessions, security checks, preferences and saved working state. Disabling storage can prevent login, form submission or restoration of a practice session. Clearing browser data can remove device-stored settings and work that has not been submitted or saved elsewhere.
Embedded content, including YouTube videos, and external checkout pages may use their own cookies and collect connection information. Browser settings can limit some of that storage. Our self-hosted contact-form human check does not require a third-party CAPTCHA account.
Security and retention
We use measures such as restricted account roles, protected storage, encrypted web connections and account or form security controls. These measures reduce risk but cannot guarantee that every device, message or internet connection is secure. Use a unique password or PIN as requested by the relevant account system, keep recovery details current and sign out on shared devices.
Access expiry does not automatically delete your account or past results. Information may remain necessary for progress history, institutional records, support, transaction records or legal obligations. We consider the purpose of the information, the applicable retention requirement and any request for deletion before removing or de-identifying it. There is currently no single automatic deletion period for all service records.
Deleting a message from one mailbox does not delete a forwarded copy in another mailbox. Backups and audit records can also have a different retention cycle from active records. A request to remove an account is reviewed across the relevant systems; we explain any information we must retain and the reason.
Access correction and complaints
Email enquiries@radiotherapyeducation.org to request access to your personal information, correct inaccurate details, ask about deletion or raise a complaint. Identify the account or service involved and the outcome you are seeking. Do not include your password. We may need proportionate information to confirm identity before releasing or changing records.
We will assess the request, seek clarification if needed and explain the outcome, including any lawful reason for refusing all or part of it. A privacy complaint will be reviewed by the person responsible for privacy at CETSOL. We will communicate with you about its progress and resolution.
If your concern remains unresolved, you may contact the Office of the Australian Information Commissioner at https://www.oaic.gov.au or another regulator with jurisdiction. The availability of a statutory complaint or remedy depends on the law that applies to the organisation and issue. Nothing in this policy takes away an applicable right.
Changes to this policy
We will identify the date of a published revision and provide an appropriate notice of material changes. A new policy does not by itself authorise an incompatible use of information already collected. Contact us for an accessible copy or to clarify how a change affects your account.