Privacy policy.

Australia Conferences & Incentives (ACI) takes your privacy seriously. We are committed to making sure your personal information is protected. We will collect and use the minimum amount of personal information needed so that you receive a quality service from us, while ensuring that your personal information is protected in compliance with all applicable Australian law.

This privacy policy sets out: the personal information we may collect and hold, the purpose for collecting that information, how the data is stored, secured, accessed and disclosed and with whom we share this information with.

ACI is part of a global organization and at times may use third party service providers that are responsible for obtaining personal information controlled outside Australia, including the United States of America. These service providers may not have the same level of privacy laws as those used in Australia. However, we use service providers that conduct their business as closely to the Australian privacy laws as possible and observe the Privacy Act 1988 and the ACI Privacy policy.

Information we collect

ACI may collect various personal information including:

  • name, address and contact details

  • country and zip code

  • date of birth

  • gender

  • interests

  • newsletter preferences

  • business contact details (place of employment and position)

  • marketing preferences

  • billing information such as credit card information and billing address

How we collect your personal information

We obtain personal information directly from you, using online forms from our website, email, through contact in person or over the phone, using messaging technology and by newsletter. We only collect information that relates to the activities of our business.

The purpose of collecting personal information

The personal information ACI collect is for the purpose of fulfilling our obligations and functions, so we are able to:

  • create, manage and provide you with a product or service you have requested

  • ensure that you benefit from any relevant special offers or promotions

  • communicate information to you about products and service

  • publish your reviews or comments

  • record statistical data for marketing analysis

  • develop and improve new and existing services and products

  • obtain the jurisdiction you require our services from.

If ACI receives personal information about a client and the information was not solicited by us, we will determine whether this information could have been collected during the normal course of activities, or whether we could have reasonably collected that information had we requested it. If we determine that we could not have collected this personal information, we will destroy it or ensure that the information is de-identified. This will be done as soon as it is practicable and only if it is lawful.

How we store your data

We retain personal information we collect from you where we have an ongoing legitimate business to do so. ACI may store your personal information in various ways including: computer systems, electronic databases, emails, telephone recordings, text messaging, hardcopy and paper files. Storing your personal information includes managing and administering that information internally, or externally, by a third-party storage provider with whom ACI has a contractual relationship. These third party service providers may be within Australia or in the United States of America.

How we secure your data

ACI will take reasonable steps to protect your personal information from misuse, interference, unauthorized access, disclosure or modification. We will do this by:

  • limiting access to our premises

  • limiting access to personal information we collect about

  • requiring third party providers to take all reasonable steps to ensure your personal information is secure

  • ensuring that physical and electronic safeguards are put into place to protect your personal information in line with industry standards

  • permanently de-identifying personal information when it is no longer needed.

Access to your data

ACI and our third party service providers will only access your personal information if it is necessary to do so for the reasons stated above in the’ purpose for collecting personal information’ list. ACI is required, under the Australian Privacy Principles, to give individuals the right to access the personal information which is held about them. Individuals have a right to obtain a copy of any personal information that we hold and may request us to correct any information that is incorrect, inaccurate and out of date. If you would like access to the personal information ACI holds about you and/or would like to correct this personal information, please contact the Privacy Officer.

International data transfer

ACI is a global business and personal data may be stored and processed in any country we do business. We may transfer personal data that we retain about you to recipients in other countries, including the United States. Other countries that store and process your personal data may not have the same data protection rules. However, we ensure that personal data transfers comply with or align with the ACI standards outlined in this privacy policy. The transmission of personal information via the internet is not completely secure, however we use strict procedures and security measures to prevent unauthorized access.



Disclosure of personal information

For the purposes we have stated above, we may disclose your personal information to:

  • third party service providers within Australia and the United States of America

  • organizations and other persons who collaborate with us to deliver our products, services and events

where you have otherwise consented ACI will take reasonable steps to ensure that the organizations and persons with whom we disclose personal information with are required to protect the privacy of your personal information. In order for us to engage in our business activities, ACI may disclose your personal information to our United States based representative of ACI and any third party service providers they may use. Although the same privacy laws may not apply in the United States, we use service providers that conduct their business as closely to the Australian privacy laws as possible.

Anonymity and pseudonyms

It is impracticable for ACI to deal with individuals who have not identified themselves due to the nature of our business. ACI is required to ascertain the identity of the individual or business with whom it deals, and the correct personal information is required.

Cookies

To improve your experience on our website, ACI use service providers that use ‘cookies’ and other technologies. Cookies are an industry standard and most websites use them. A cookie is a small piece of information, or text file, that our site may place on your computer as a tool to remember your preferences. You do have the option of refusing the use of cookies, by selecting a certain setting on your browser. However, you may not be able to use the full functionality of our website.

Children policy

ACI does not knowingly seek personal information from a child. ACI considers a child to be 13 years of age or younger and requires consent from a parent or guardian. In the event that personal information has been submitted that relates to a child without the consent of a parent or guardian, we will take all reasonable steps to ensure that the personal information is deleted from our files as soon as possible and the information is not disclosed to any third party.

Marketing communications

ACI may use personal information they have collected from a client for direct marketing, but only use this information to communicate directly with that client about our goods and services. The kind of directing marketing you might expect from ACI include: newsletters, emails, telephone or text messages. We would only use or disclose personal information for direct marketing if a client would reasonably expect that their personal information would be used or disclosed for that purpose. If an individual does not wish to continue receiving direct marketing, there is an opportunity to opt out.

Contact

If you require further assistance or have a complaint, please contact the Privacy Officer or contact the Office of the Australian Information Commissioner. Australia Conference & Incentive Privacy Officer - email: gday@aci.events - telephone +61 2 8596 3200.