Data Processing Consent
WHY WE ASK FOR YOUR CONSENT
QUT collects and holds a great deal of personal information about its students, staff and other clients and community members. QUT is committed to protecting the privacy of this personal information, and ensuring that it is properly secured and managed in accordance with the requirements of the Queensland Government’s Information Privacy Act 2009.
As a statutory authority, QUT must comply with the requirements of the Information Privacy Act 2009, which is designed to provide safeguards for the handling of an individual’s personal information in the public sector environment. Personal information is defined in the Information Privacy Act as “information or opinion, including information or an opinion forming part of a database, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained from the information or opinion”.
The University must comply with the Information Privacy Act’s 11 information privacy principles (IPPs) which provide guidance on the collection, storage, management, use and disclosure of personal information.
We collect your personal information so that we can provide you with the products, services or information that we supply. By providing your personal data, you agree to the storing and processing of your data. We are committed to protecting the privacy of all personal data you provide us for registration, submission or other activities associated with our services.
The following statements describe what we are doing with your data and how long we store it so you are fully informed prior to you submitting your personal information.
WHAT WE COLLECT FROM YOU
Personal Data
When you use or interact with us, we may collect Personal Data. Sometimes this will be on our own behalf and other times this will be on behalf of an external organisation or association who have contracted our services to run an event. Personal information is as defined by the Information Privacy Act as information or an opinion, including information or an opinion forming part of a database, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion. Personal information includes usernames, passwords and unique identifiers such as staff and student numbers. It can be recorded in any format including hard copy documents, electronic documents, databases, administrative systems, photographs and other images, and staff/student identity cards.
Information you provide to us
For all Users we collect Personal Data when you voluntarily provide such information such as when you register for an event, submit a paper or abstract for an event, contact us with inquiries, respond to one of our surveys or sign up to one of our mailing lists. The Personal Data we collect may include without limitation your name, address, email address and other information that enables Users to be personally identified.
Information we obtain from other sources
We may also collect or receive Personal Data from third party sources, such as external organisation or association who have contracted our services to run an event.
Data Security
We take active steps to protect the personal information we hold against loss, unauthorised access, use, modification or disclosure, and against other misuse. We may store Personal Data itself or such information may be stored by third parties to whom we have transferred it in accordance with this Privacy Policy. We take what we believe to be reasonable steps to protect the Personal Data collected via the Services from loss, misuse, unauthorised use, access, inadvertent disclosure, alteration and destruction. However, no network, server, database or Internet or e-mail transmission is ever fully secure or error free. Therefore, you should take special care in deciding what information you send to us electronically. Please keep this in mind when disclosing any Personal Data. When no longer required or requested by you, all personal information is destroyed in a secure manner.
Data Controller and Data Protection Officer Contact
QUT Conferences
Division of Research and Commercialisation
Queensland University of Technology
GPO Box 2434
Brisbane QLD 4001
qutconferences@qut.edu.au or +61 7 3138 4936
WHY ARE WE PROCESSING YOUR PERSONAL DATA?
We collect and use the Personal Data we collect in a manner that is consistent with this Privacy Policy. We may use the Personal Data as follows:
Specific Reason
If you provide Personal Data for a certain purpose, we may use the Personal Data in connection with the purpose for which it was provided. For instance, if you contact us by e-mail, we will use the Personal Data you provide to answer your question or resolve your problem and will respond to the email address from which the contact came.
Access and Use
If you provide Personal Data in order to obtain access to or use of the Services or any functionality thereof, we will use your Personal Data to provide you with access to or use of the Services or functionality and to analyse your use of such Services or functionality. For instance, if you supply Personal Data relating to your identity or qualifications to use certain portions of the Services, we will use that information to make a decision as to granting you access to use such Services and to assess your ongoing qualification to use such Services.
Internal Business Purposes
We may use your Personal Data for internal business purposes, including without limitation, to help us improve the content and functionality of the Services, to better understand our Users, to improve the Services, to protect against, identify or address wrongdoing, to enforce our Terms of Service, to manage your account and provide you with customer service, and to generally manage the Services and our business.
Marketing Communications
Where it is in accordance with your marketing preferences, we may use your Personal Data to contact you in the future for our marketing and advertising purposes, including without limitation, to inform you about services or events we believe might be of interest to you, to develop promotional or marketing materials and provide those materials to you, and to display content and advertising that we believe might be of interest to you. We send all emails as per the guidelines set out by the Australian Communications and Media Authority.
Other Purposes
If we intend to use any Personal Data in any manner that is not consistent with this Privacy Policy, you will be informed of such anticipated use prior to or at the time the Personal Data is collected or we will obtain your consent subsequent to such collection but prior to such use.
OTHER THIRD PARTIES THAT WILL HAVE ACCESS TO YOUR PERSONAL DATA
Use and Disclosure
We only use personal information for the purpose which was requested of us, or for the purposes which directly relate to one of our functions or activities. We will not provide your personal information to other entities or bodies unless it is in line with APP 6 – use and disclosure of personal information.
We may share your Personal Data with our contractors and service providers who process Personal Data on behalf of the Queensland University of Technology to perform certain business-related functions. These will include:
- Other QUT Departments.
- Any travel, accommodation or tour providers or services we facilitate as part of the registration process.
- Catering companies, restaurants and venues, where you have nominated any dietary or special requirements.
- Event Sponsors and Exhibitors.
- The Association or Organisation who have contracted us to organise this event.
When you register for an event we provide the Personal Data entered for the applicable event registration site to the external organisation or association who have contracted our services to run the event. While we provide our Terms of Use to our suppliers and external organisation or association who have contracted our services to run an event, we are not responsible for the actions of these entities or their Third Parties, with respect to your Personal Data.
Facebook and Other Third Party Connections
You can connect your EventsAir account to your accounts on third party services like Facebook, in which case we may collect, use, disclose, transfer and store/retain information relating to your account with such third party services in accordance with this Privacy Policy. For example, if you connect with Facebook, we store your Facebook id, first name, last name, email, location, friends list and profile picture and use them to connect with your Facebook account to provide certain functionality on the Services, like recommending events that your Facebook friends are interested in and sharing the events you are interested in, or attending, with certain groups of people like your Facebook friends.
Embedded content such as Google Maps, YouTube videos etc. is embedded or placed on our website – it is not hosted on our servers and therefore any interaction with such services is done so according to their privacy policy.
How long will we store your personal data?
Your personal data will be retained by us for up to 12 months after the conclusion of this event.
However, we may retain Personal Data for an additional period as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.
The right to inquire about your personal data
You retain the right to ask us about your personal data at any time. Please contact us at qutconferences@qut.edu.au with any inquiries you may have.
The right to withdraw your consent
You retain the right to withdraw consent to use your personal data at any time.
Please be aware that a withdrawal of consent before the start of this event will incur a full event cancellation and cancellation fees as noted in your initial registration will be applicable. Please contact us at qutconferences@qut.edu.au with any inquiries you may have.
If you initiate a data deletion request, QUT Conferences is authorised to delete or anonymise Personal Data. However, you understand that even if we delete or anonymises your Personal Data upon your request or pursuant to this Policy, your Personal Data may still be available to the external organisation’s or associations, who have contracted our services to run the event, own databases if transmitted to the Organiser prior to QUT receiving or taking action on any deletion or anonymisation activity. We will consider and respond to all requests in accordance with applicable law.
The right to forget or anonymise your personal details
You retain the right to request that we forget or anonymise your personal data. If you have attended any event with us, we will retain any financial, tax or event attendance records for reporting reasons, but will remove all personal data from our database, leaving an “anonymised” record for reporting reasons.
