The Asia-Pacific Institute for Law and Security Limited (ABN 40 679 458 407) (“we”) take privacy seriously.
This document outlines our policy on how we use and manage personal information we have collected or that has been provided to us. Personal information means information or opinion about an identified individual, or an individual who is reasonably identifiable (whether true or not or recorded in a material form or not).
By using our products or services or providing personal information to us, you agree to the terms of this Privacy Policy.
The Privacy Act 1988 does not apply to us but we align our privacy practices with the Australian Privacy Principles. A copy of the Australian Privacy Principles may be obtained from the Office of the Australian Information Commissioner.
We may occasionally review and update this Privacy Policy to take account of changes to our operations and practices, and to make sure it remains appropriate to the changing legal and technological environment.
What information do we collect and how do we collect it?
We avoid collecting personal information except when that is reasonably necessary for the performance of our activities.
The type of personal information that we may collect and hold about you includes:
- your title, name and gender,
- your occupation and organisational affiliation,
- your email address, phone number, mailing address or other contact details, and
- other information such as dietary restrictions or subject matter interests.
The way we may collect personal information from you includes:
- through our website or other online services (such as Google Forms);
- by telephone, mail or email; and
- in person (including at meetings and public events).
In some circumstances we may receive personal information about you from a third party, for example when we co-host an event for which you have registered with that third party. In such cases, we will take reasonable steps to ensure that you are made aware of the information being provided to us by the third party.
When you use our website, we and our service providers may use “cookies”, “web beacons”, and similar means to track your activities, which may involve storing small files on your device. We may automatically record details about the way you access our website, including:
- server or IP addresses;
- country of origin;
- the type of browser you are using;
- the pages you visited or documents you downloaded on our website;
- time spent on our website.
We only use this information in an aggregated form. We will make no attempt to identify you or your activity except where we are required to comply with the lawful directions of law enforcement agencies.
We avoid both collecting and receiving sensitive information. By ‘sensitive information’ we mean ‘information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual orientation or criminal record, that is also personal information; and health information about an individual’.
How do we use the information collected?
We will only collect personal information that is reasonably necessary for the performance of our activities. We will use personal information collected from you for the purpose for which it was collected. We may collect, hold, use and disclose your personal information for the purposes of:
- replying to you using any of the contact information provided to us;
- providing you with newsletters, event invitations or subscriptions;
- managing your membership or subscriptions;
- contacting you by phone, fax, post, or e-mail regarding your enquiry/feedback/comments/complaints;
- compiling demographics for our own statistical purposes;
- facilitating any services or other business that we have with you; or
- to undertake associated administrative or operational activities.
If you do not or are not able to provide us with the requested personal information, we may not be able to provide you with the information, goods, or services which you have requested.
Under our constitution, we must allow members to inspect the register of members for proper purposes and subject to the requirement to protect the privacy of members.
We will use any sensitive information that we hold only for the purpose for which it was provided.
Who can we disclose personal information to?
We may disclose your personal information to our board directors, volunteers, service providers and advisers, in order for us to provide you with the information, products, and services we are providing to you. We may disclose your personal information to law enforcement agencies when we are required to do so under law.
We will not give, sell, trade, rent or otherwise supply your personal information to any other third party organisation, except where you have consented to this, or where it is reasonable to do so in the provision of services to you, or where the law requires us to do so. We do not publish personal information collected unless we have your express permission to do so.
How do we manage personal information?
Our directors, volunteers, members and staff are required to respect the confidentiality of personal information and the privacy of individuals.
We will take all reasonable steps to protect the personal information we hold from misuse, loss, unauthorised access, modification, interference or disclosure. Whenever possible, we hold the information digitally with passworded access rights.
We use overseas providers of IT services, including for web hosting and cloud storage.
We will de-identify or destroy any personal information that we no longer require.
How can you access your personal information?
We endeavour to ensure that any personal information we hold is accurate, complete and up-to-date. By contacting the Secretary at gro.slipa @ofni, you may request:
- access to your personal information;
- changes to your personal information to ensure it is up to date;
- that we remove any personal information you do not wish us to retain.
We may require you to verify your identity and specify what information you require. We will not charge you a fee for accessing your personal information or making a correction, we may charge a reasonable fee to recover the cost of retrieving, copying and providing that information to you.
We may only refuse your requests if permitted by law. If your request is refused, we will provide you with a written explanation for that refusal.
How can you make an enquiry or complaint with respect to privacy?
Please contact the Secretary at gro.slipa @ofni if you:
- would like further information about the way we manage the personal information we hold; or
- have any concerns, complaints or you think there has been a breach of privacy.
If you are not satisfied with the way we have dealt with your matter, you can contact the Office of the Australian Information Commissioner.