Australian Delphi User Group Incorporated No A0038181F (ADUG, we, our, us) recognise the importance of protecting the privacy and the rights of individuals in relation to their personal information. This document is our privacy policy and it tells you how we collect and manage your personal information.

We respect your rights to privacy under the Privacy Act 1988 (Cth) (Act) and we comply with all of the Act’s requirements in respect of the collection, management and disclosure of your personal information.

What is your personal information?

When used in this privacy policy, the term “personal information” has the meaning given to it in the Act. In general terms, it is any information that can be used to personally identify you. This may include your name, address, telephone number, email address and profession or occupation. If the information we collect personally identifies you, or you are reasonably identifiable from it, the information will be considered personal information.

What personal information do we collect and hold?

We may collect the following types of personal information:

  • name;

  • mailing or street address;

  • email address;

  • telephone number;

  • profession, occupation or job title;

  • details of the products and services you have purchased from us or which you have enquired about, together with any additional information necessary to deliver those products and services and to respond to your enquiries;

  • any additional information relating to you that you provide to us directly through our websites or indirectly through use of our websites or online presence, through our representatives or otherwise; and

  • information you provide to us through our forums, member surveys or at our meetings.

We may also collect some information that is not personal information because it does not identify you or anyone else. For example, we may collect anonymous answers to surveys or aggregated information about how users use our website.

When registering on our forum, you may be asked to enter your name and e-mail address. You may, however, visit our site without registering. Your e-mail address will be verified by an email containing a unique link. If that link is visited, we know that you control the e-mail address.

When registered and posting on the forum, we record the IP address that the post originated from. We also may retain server logs which include the IP address of every request to our server.

Our site and services are all directed to people who are at least 13 years old or older.

How do we collect your personal information?

We collect your personal information directly from you unless it is unreasonable or impracticable to do so. When collecting personal information from you, we may collect in ways including:

  • through your access and use of our website;

  • through your access and use of our forums;

  • through your attendance at an event organised by us;

  • through you joining ADUG or signing up for our forums.

Forum Log Files

ADUG Forums follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

Cookies

In some cases we may also collect your personal information through the use of cookies. When you access our website, we may send a “cookie” (which is a small summary file containing a unique ID number) to your computer. This enables us to recognise your computer and greet you each time you visit our website without bothering you with a request to register. It also enables you to automatically log in to our forums.

We also use cookies to measure traffic patterns, to determine which areas of our website have been visited and to measure transaction patterns in the aggregate. We use this to research our users’ habits so that we can improve our online products and services. If you do not wish to receive cookies, you can set your browser so that your computer does not accept them.

We may log IP addresses (that is, the electronic addresses of computers connected to the internet) to analyse trends, administer the website, track users movements, and gather broad demographic information.

What happens if we can’t collect your personal information?

If you do not provide us with the personal information described above, some or all

of the following may happen:

  • we may not be able to provide the requested services to you, either to the same standard or at all;

  • we may not be able to accept you as a member of ADUG

  • we may not be able to provide you with information about products and services that you may want, including information about discounts, sales or special promotions; or

  • we may be unable to tailor the content of our websites to your preferences and your experience of our websites may not be as enjoyable or useful.

For what purposes do we collect, hold, use and disclose your personal information?

We collect personal information about you so that we can perform our business activities and functions and to provide best possible quality of customer service.

We collect, hold, use and disclose your personal information for the following purposes:

  • to provide services to you and to send communications requested by you;

  • to answer enquiries and provide information or advice about existing and new services;

  • to provide financial ADUG members with access to protected areas of our website and forums;

  • to allow financial ADUG members to inspect the register of members, as required by Section 13 of the Rules of the Australian Delphi Users Group Incorporated

  • to assess the performance of the website and to improve the operation of the website;

  • to conduct business processing functions including providing personal information to our contractors, service providers, or other third parties;

  • to allow a sponsor to identify the prize winner(s) for their donated prize(s) at an ADUG event

  • to update our records and keep your contact details up to date;

  • to send periodic emails from our forum - the email address you provide may be used to send you information, notifications that you request about changes to topics or in response to your user name, respond to inquiries, and/or other requests or questions

  • to process and respond to any complaint made by you; and

  • to comply with any law, rule, regulation, lawful and binding determination, decision or direction of a regulator, or in co-operation with any governmental authority of any country.

Your personal information will not be shared, sold, rented or disclosed other than as described in this Privacy Policy.

To whom may we disclose your information?

We may disclose your personal information to:

  • our committee, or service providers for the purposes of operation of our website or our business, fulfilling requests by you, and to otherwise provide products and services to you including, without limitation, web hosting providers, IT systems administrators, payment processors, and professional advisors such as accountants, solicitors, business advisors and consultants;

  • an event sponsor to contact you as the prize winner(s) for their donated prize(s) at an ADUG event

  • any organisation for any authorised purpose with your express consent.

Direct marketing materials

We may send you direct marketing communications and information about our events and services that we consider may be of interest to you. These communications may be sent by email or posts in our forums, in accordance with applicable marketing laws, such as the Spam Act 2003 (Cth). You consent to us sending you those direct marketing communications by any of those methods.

How can you access and correct your personal information?

You may request access to any personal information we hold about you at any time by contacting us (see the details below). Financial members of ADUG can view and edit their information directly on our website. Members of our forum can view and edit their information from the account preferences option within the forums.

We may charge you a fee to cover our administrative and other reasonable costs in providing the information to you. We will not charge for simply making the request and will not charge for making any corrections to your personal information.

There may be instances where we cannot grant you access to the personal information we hold. For example, we may need to refuse access if granting access would interfere with the privacy of others or if it would result in a breach of confidentiality. If that happens, we will give you written reasons for any refusal.

Do we disclose your personal information to anyone outside Australia?

We may disclose personal information to our forum members and third party suppliers and service providers located overseas for some of the purposes listed above.

We take reasonable steps to ensure that the overseas recipients of your personal information do not breach the privacy obligations relating to your personal information.

We may disclose your personal information to entities located outside of Australia, including the following:

  • our data hosting and other IT service providers, located in Australia and USA; and

  • other third parties located in USA, Russia, India, UK, Belgium, Germany, France, Spain, Italy, Greece.

Security

We take reasonable steps to ensure your personal information is protected from misuse and loss and from unauthorized access, modification or disclosure. We may hold your information in either electronic or hard copy form. Personal information is destroyed or de-identified when no longer needed.

As our website and forums are linked to the internet, and the internet is inherently insecure, we cannot provide any assurance regarding the security of transmission of information you communicate to us online. We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk.

Links

Our website may contain links to other websites operated by third parties. We make no representations or warranties in relation to the privacy practices of any third party website and we are not responsible for the privacy policies or the content of any third party website. Third party websites are responsible for informing you about their own privacy practices.

Contacting us

If you have any questions about this privacy policy, any concerns or a complaint regarding the treatment of your privacy or a possible breach of your privacy, please use the contact link on our website or contact our Privacy Officer using the details set out below.

We will treat your requests or complaints confidentially. Our representative will contact you within a reasonable time after receipt of your complaint to discuss your concerns and outline options regarding how they may be resolved. We will aim to ensure that your complaint is resolved in timely and appropriate manner.

Please contact our Privacy Officer at:

Privacy Officer

Australian Delphi User Group Inc

Post:

Email: ADUG President

Changes to our privacy policy

We may change this privacy policy from time to time. Any updated versions of this privacy policy will be posted on our website. Please review it regularly.

This privacy policy was last updated on 7th July 2021.