Management of Personal Information
Personal information means information or an opinion, true or false and whether recorded in a material form or not, about an identified or reasonably identifiable individual.
This policy is designed to help members and non-members better understand the following matters:
What personal information we collect and how it is collected. How and why we maintain and use the personal information. How we disclose personal information.
1. What personal information we collect and how it is collected (WHAT/HOW):
We receive information including name, address, telephone, email and facsimile contact details and profile information from members and non-members on membership, membership renewal or other application forms, order and booking forms. In relation to members, we are required by the Corporations Act to collect some of this information (e.g. name and address) to maintain our member register.
We receive information from browsers when you visit our website, such as your server address, domain name, date and time of your visit, the pages visited, and selected information for statistical purposes.
We collect personal information about your interactions with us, such as when you contact us in person or via the telephone, send us a facsimile or e-mail or register for or attend our functions or courses. We also receive personal information from a range of third party sources, including personal contacts, referrals, publicly available sources and the parties referred to in section 3 below.
2. How and why we maintain and use the personal information (HOW/WHY):
The personal information we collect is essential to our organisational activities because it is required to assess eligibility for membership of Company Directors, course participation or member advancement. The annual subscription process is used to ensure that your contact details are correct. We maintain and use this information in written and/or electronic form in order to provide you with information, products and services that will be of personal and/or professional benefit. We also use personal information to provide education and advocacy services, to conduct research and to provide special offers on behalf of our sponsors and commercial partners. By ensuring that your profile information is current, you assist us to develop future strategies to benefit Company Directors membership and to represent directors' interests to government and industry more effectively.
We also request personal information when you request products from us or apply to enrol for courses, conferences or other Company Directors sponsored events.
If you send us an email, that address will be recorded automatically by our e-mail messaging system for the purpose of replying to your e-mail. However for normal communication with you we will use the e-mail address you provide in your membership application/renewal, unless you ask us to use a different e-mail address.
Unless you opt out, we may provide marketing communications to you until 12 months after cessation of your membership, by telephone, electronic messages (like email) and other means. Contact us or log-in to our website to opt out.
We collect and maintain personal information about non-members for the purpose of providing information about membership, services and products. We also use personal information to provide education and advocacy services, to conduct research and to provide special offers on behalf of our sponsors and commercial partners. We maintain and use this information in written and/or electronic form.
Unless you opt out, we may provide marketing communications to you until 12 months after your last interaction with us, by telephone, electronic messages (like email) and other means. Contact us or log-in to our website to opt out.
We may make sound and image recordings of our events. Please let us know before arrival if you do not wish to be identifiable in recordings we may publish or otherwise disseminate.
We may also use and disclose personal information in connection with investigating and dealing with suspected fraud and unlawful activity, protecting our lawful interests and any acquisition of an interest in our business or any part of it.
We may not be able to do the things described in this section 2 without your personal information. For example, we may not be able to administer your membership or contact you.
3. Personal information that we may disclose, and the parties to whom we disclose such information (WHO ELSE RECEIVES THE INFORMATION):
We may disclose personal information that we collect about members or non-members to the speakers, organisers, hosts and potential sponsors of our events, to providers of special member or client offers and to our service providers who assist us with services including technology, data processing, contact centre, legal, accounting, business consulting, auditing, archival, delivery, banking, payments, research, content production and mailing. We may also disclose personal information to Australian and overseas regulatory authorities including the fact that you are a Company Directors member, the nature of your membership, the Company Directors courses you have completed and your grades, on request by such authorities. Some of the third parties described above may be located in other countries including the US, UK and Singapore and you agree that while they will often be subject to confidentiality or privacy obligations, they may not always follow the particular requirements of Australian privacy laws.
Unless you ask us not to, we may congratulate you on your membership or achieving a milestone with us (e.g. graduation, membership anniversary) in our publications.
We may also disclose personal information if we are required or authorised to do so by law.
4. Our Website and Emails
This section applies to the use of our website under the domain name companydirectors.com.au.
Like many other websites, our website may use ‘cookies’ from time to time. A cookie is a piece of information that allows our system to identify and interact more effectively with your device. The cookie helps us to maintain the continuity of your browsing session and remember your details and preferences when you return. You can configure your web browser software to reject cookies however some parts of our website may not have full functionality in that case.
Our website may contain links to other sites. We are not responsible for the privacy practices or policies of those sites and we suggest that you review their privacy policies.
When we send you emails or other electronic messages, we may record where you open the message and click on particular links. This helps us to better understand what information is of interest to you.
5. Access to, and the Accuracy of Personal Information
In general, we will give you access to or correct your personal information upon your written request and verification of your identity. Please provide us with as much detail as you can about the information you seek, in order to help us locate it. If we deny you access to your personal information or refuse to correct that information upon your request, we will provide you with reasons for doing so. Where we decide not to make a requested correction and you disagree, you may ask us to make a note of your requested correction with the information.
6. Confidentiality & Security
All our data is stored in written and/or electronic form and we maintain physical, electronic and procedural safeguards to protect your personal information, such as firewalls, encryption, secure premises and data access controls.
7. Complaint Resolution Mechanism
In the event that you have a question, concern or complaint regarding the way in which we handle your personal information, you should contact our Privacy Officer direct at:
Australian Institute of Company Directors
20 Bond Street
Sydney NSW 2000
02 8248 6600
We take your privacy concerns seriously. Where you express any concerns that we have interfered with your privacy, we will respond to let you know who will be handling your matter and when you can expect a further response.
8. Changes to this Policy
From time to time it may be necessary for us to review this policy. We reserve the right to amend this policy at any time and to notify you of any amendments by posting an updated version on our website www.companydirectors.com.au.