IPAA Victoria is sensitive to your privacy and is committed to its protection. Our Privacy Policy is in compliance with the Commonwealth Privacy Act 1988 (the “Privacy Act”), as well as the Australian Privacy Principles, which govern the collection and use of sensitive and personal information by Australian public sector and private sector organisations.

Section 2A of Privacy Act describes the Act’s objectives and its responsibility to IPAA Victoria.

(a) to promote the protection of the privacy of individuals; 

(b) to recognise that the protection of the privacy of individuals is balanced with the interests of entities in carrying out their functions or activities; and

(c) to provide the basis for nationally consistent regulation of privacy and the handling of personal information; and

(d) to promote responsible and transparent handling of personal information by entities.

This policy describes how IPAA Victoria protects privacy and summarises how we use, disclose and collect personal information you may have provided. You consent to IPAA Victoria using your personal information in accordance with this policy when you apply to engage in activities, events or training, as well as professional development. Refer to this section titled “What kind of personal information does IPAA Victoria hold?” below.

This policy also explains how to contact us if there are any questions about personal information held by IPAA Victoria.

The Australian Privacy Principles

13 Australian Privacy Principles (“APPs”) are provided by the Privacy Act. The APPs are applicable to all government agencies and private sector organizations with an annual turnover greater than $3 million. The APPs are principles-based and protect privacy without imposing rigid prescriptive rules on agencies or organisations. The APPs:

• Deal with all stages of the processing of personal information, setting out standards for the collection, use, disclosure, quality and security of personal information
• Provide obligations on agencies and organisations subject to the Privacy Act concerning access to, and correction of, an individual’s own personal information.
• The Office of the Australian Information Commissioner (“OAIC”) investigates breaches of the APPs or credit reporting provisions. These are the powers of the OAIC:
• Accepting enforceable undertakings
• For serious or repeated privacy violations, civil penalties may be sought
• Assessment of privacy performance for Australian government agencies and businesses.
• Through their enquiries line, the OAIC offers information about privacy to individuals and businesses. You can find more information on the Australian Information Commissioner webpage.

The Privacy Regulation 2013 as well as the Privacy Reporting Code 2014 support the Privacy Act.

This policy: What you agree and consent to

If you give IPAA Victoria your personal data, you agree and consent to the use and disclosure of that information according to this policy.

• We may use and disclose that information to provide you with the services you request from us and for any other compatible purposes, including management, protection, and development of our business.
• We may use or disclose your personal information for direct marketing purposes. You can tell us if you don’t want us to use your personal data for direct marketing purposes.

Collection purpose

IPAA Victoria collects information to improve our professional relationships with our members, partners, and to enable the provision of our services including our activities and events as well as professional development and training, personal information is collected. We may share information with our staff members to make inquiries or take action on your behalf. We may also use your information to inform you about new developments, events, training, or other professional development opportunities we think will be of value to you.

What kind of personal information does IPAA Victoria hold?

IPAA Victoria holds the following types of personal information:

• Contact information
• Professional details
• Participation in professional development programs and events at IPAA Victoria
• Specialisations and areas of interest
• Dietary requirements
• Information about compliance
• Status as a member
• Survey data for the purpose of developing and delivering member programs and initiatives
• Information in award and scholarship applications
• Employment/recruitment information.

What information is collected?

IPAA Victoria collects your information through:

• Your registration as a member of IPAA Victoria
• Your registration for a professional development program, an event, or activity
• Direct contact with you.

Information about you can sometimes be gathered from other sources such as public directories or databases.

We collect information through our website

IPAA Victoria’s website is hosted in the United States. Our website collects information in a variety of ways.

Website analytics

Your interactions with our website may be collected. This data is only used to improve your user experience on our website. These tools collect the following types of data:

• The IP address of your device (collected anonymously and stored on a secure server)
• Device screen size
• Information about the device type, operating system, and browser
• Geographic location (city).
• Referring domain, and out link, if applicable
• Our website offers search terms and pages that you can visit.
• Date and time pages were accessed by our website.

Cookies

Cookies are small files that websites transfer to computers or other devices for record-keeping and to improve functionality.

Most browsers let you choose to accept or reject cookies. You can set your browser preferences to refuse all cookies.

Cookies from our website are usually created by Matomo. They start with _pk_ref or _pk_ses, respectively.

Email lists, registration and feedback

When you sign up for our mailing list, register for activities, professional development programs, and/or submit feedback about your experience on our website, we will collect the information. You can subscribe to our newsletter and our email list by clicking the link.

What information is used?

IPAA Victoria gathers information to:

• Register customers and members
• Keep your membership and service benefits records.
• Send information to you, including eNews or journals.
• Register you to offer services, events, and professional development programs.
• Other services related to membership
• Inform you about other products and services
• We will send you information about your career and work environment, which may come from other sources.
• Send you information for the purposes of IPAA Victoria elections, and
• Analyse performance and improve service to customers and members.

Who else receives your information?

IPAA Victoria does not disclose personal information to third parties except in the following situations:

• Our national or other state bodies, each IPAA (which has its own privacy policy) for the same kinds of purposes as listed above;
• Contractors and consultants who provide services, activities and events, as well as professional development programs, and mail-house services for IPAA Victoria. To ensure privacy compliance, we only share your personal data with reputable third parties that have also been agreed to.
• Organizations that are located outside Australia includes Survey Monkey (based USA), Zkipster (8 regions worldwide), Eventbrite (6 USA), ASymantec (12 USA and UK), or
• If required by law.

Data collection by indirect means

We may use your personal information to investigate and resolve a complaint, data breach notification review, or investigation. This may include sensitive information about you indirectly from publicly available sources or from third parties such as:

• Your authorised representative, if you have one
• Respondents, applicants, and respondents to a complaint investigation, an application, or data breach notification, or third party employees, witnesses, or investigators.

Email subscription

You agree to receive communications from IPAA Victoria by subscribing any or all IPAA Victoria services, activities, events, or professional development programs. When an individual registers for an event, professional development program, or joins IPAA Victoria as an active member, they automatically subscribe to our newsletter.

You can unsubscribe at any time by clicking the link. We may not be able to provide information or services that you may find useful if you unsubscribe.

Microsoft Dynamics 365 is used to manage our event registrations and mailing lists. Microsoft Dynamics 365 privacy statements can be found here. You will need to consent to Microsoft Dynamics 365 using your data for analysis purposes when you subscribe to one of our mailing list. Analytics are done when you click on the links or download the images from the email. These include the emails you opened, what links you clicked, and your mail client (e.g. If you opened an email on a ‘desktop or mobile’ device, the country geolocation of your IP (the IP address is not stored) will be displayed.

Personal information security

We take reasonable precautions to ensure that all personal information we have is safe from misuse, loss, unauthorised access modification or disclosure. This protection applies to both electronic and hardcopy information.

You should know that data transmissions over the internet cannot be guaranteed to be 100% secure when you use the IPAA Victoria website. IPAA Victoria cannot guarantee the security of information sent to it via the internet. Information sent over the internet is at the user’s risk.

Update your personal information

We will correct any incorrect or outdated information we have about you. While we take reasonable steps to ensure the accuracy of your information, we ask that you inform us if there are any changes in your preferences or personal details. You can access your personal data by contacting us

Accuracy in personal information

We do everything possible to ensure that all information collected is accurate, complete, and current at the time it was collected. We will make every effort to ensure that your information is accurate and current at all times. To ensure that your personal data is accurate, you can contact us

Access, corrections, and complaints

The person listed below can provide access to the personal information that IPAA Victoria holds on you.

IPAA Victoria strives to keep your personal information accurate, current and complete. You can request to have your personal information amended if you have a complaint. We remind members to update their information during renewal to make sure that your personal data is accurate.

IPAA Victoria will respond within a reasonable time to any complaint regarding a breach received by it.

The contact number is:

IPAA Victoria

(Attention: Chief Operating Officer)

Suite 2, Level 10, 150 Lonsdale Street

Melbourne Victoria 3000

kposanzini@vic.ipaa.org.au

+61 3 9653 2000

Information disposal

If personal information is no longer required for any purpose, we will take all reasonable steps to delete or permanently erase it. Actual membership information is retained for historical and archival purposes.

This Policy’s Nature

IPAA Victoria can change its Privacy Policy at any time. Any changes will be posted to our website (located in www.ipaa.org.au).

[This page was last updated on the 03/02/23]