We understand the importance of privacy and are committed to protecting the privacy and security of your personal information with integrity and in accordance with our legal obligations.
The Institute has opted-in to the provisions of the Australian Privacy Act 1988 which explains how we will handle your personal information.
If you are a resident in the European Economic Area, you should also refer to the EU General Data Protection Regulation which provides additional important information.
What types of personal information do we collect?
Sensitive personal information
We may collect ‘sensitive personal information’ within the meaning of the Privacy Act such as information about your ethnic origin or your membership of another professional or trade association.
How do we collect personal information?
We, and authorised representatives collect the personal information of our members through:
The Institute collects the personal information of non-members (for example, employment applicants, service providers, prospective members and other non-members) through many of the same channels set out above where relevant. In addition, we collect information of non-members through:
Information from third parties
We usually collect your personal information from you directly. In some circumstances we may collect personal information about you from third parties that you have consented or authorised to provide that information to us. We may also collect information about you from third parties where we are legally permitted to do so.
Publicly available information
Where legally permitted we may in some circumstances source certain personal information such as email addresses, from publicly available information, for example, websites.
You may make a request to engage with us on an anonymous basis or using a pseudonym. However, due to the nature of the products and services that we provide, it will usually not be practicable for us to engage with you on this basis.
What are the consequences if you do not supply your personal information?
If you do not provide your personal information to us or our third party providers (where applicable), we may not be able to do one or more of the following:
In some cases, you may also have a contractual requirement to provide us with certain personal information. Where you do not provide personal information to us we may be no longer able to continue our contract with you or provide you with some or all services under that contract. You may also be in breach of your contract with us.
Why do we collect, hold, use and disclose personal information?
Depending on the circumstances, we may collect, hold, use and disclose your personal information for the following purposes:
In some circumstances, and subject to appropriate legal safeguards to protect your personal information, we may use certain personal information for statistical or analytical purposes. We use this data to assess and analyse the demographics of our members, the attendees of our conferences and events and the users of our services and offerings in order to better understand our members and users and to improve our business offering.
To whom may we disclose your personal information?
For the purposes described above, we may (depending on the circumstances) disclose your personal information to:
Additionally, we may provide the following information about our members to persons who make an enquiry:
Do we disclose your personal information overseas?
We may, from time to time, disclose your personal information to entities located outside of Australia however we would only disclose personal information outside of Australia in accordance with our legal obligations.
The Institute will only engage in direct marketing in accordance with all applicable laws. We may send you direct marketing communications and information about our products, services and offerings that we consider may be of interest to you.
These communications will be sent electronically in accordance with applicable marketing laws, such as the Privacy Act and Spam Act 2003 (Cth). If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so.
You may opt-out of receiving direct marketing communications from us at any time by contacting us or by using the opt-out facilities provided in the marketing communications or (if applicable) by updating your communication preferences in your online portal. On receipt of your opt-out request, we will then ensure that your request is actioned in accordance with your preferences.
How can you access and correct your personal information?
You may request access to any personal information we hold about you at any time by contacting our Chief Executive Officer (see details below).
Where we hold information that you are entitled to access, we will try to provide you with a suitable means of accessing it. Subject to law, we may in some circumstances charge you a reasonable fee to cover our administrative costs in providing the information to you. We will not charge you for simply making the request and will not charge you for making any corrections to your personal information.
There may be instances where we cannot grant you access to the personal information we hold for example, we may need to refuse access if granting access would interfere with the privacy of others or if it would result in a breach of confidentiality. If that happens, we will give you written reasons for any refusal.
We will take reasonable steps to ensure that the personal information we hold is accurate, complete and up to date. We regularly audit our information and request our members to update their records whenever possible.
If you believe that personal information we hold about you is incorrect, incomplete or inaccurate, then you may request us to amend it by contacting our Relationship Manager on 07 3632 6802.
Please note that if your representative seeks to access or correct your personal information on your behalf, to protect your privacy and to comply with our legal obligations, we will require evidence to our satisfaction of the representative’s legal authority to do so before processing any access or correction requests.
Retention and security of personal information
We will mostly hold your personal information in electronic form. We will comply with our legal obligations for the protection of your personal information from misuse and loss and from unauthorised access, modification or disclosure.
We will keep personal information for as long as it is needed to fulfil any purpose for which we may lawfully use or disclose it. Personal information is destroyed or de-identified when no longer needed.
As our website is linked to the internet and the internet as a whole is insecure, we cannot provide any assurances regarding the security of transmission of information you communicate to us online. We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk.
What is the process for making a complaint?
If you have a complaint about the way we have collected, stored, used or disclosed your personal information, a detailed complaint should be made to our Chief Executive Officer (see details below) so that a full investigation may be undertaken. We will advise you of the outcome in writing.
If you are unsatisfied with the outcome of our investigation, you may refer your complaint to the Office of the Australian Information Commissioner (‘OAIC’).