What we collect

• Your name, position, organisation, email address and phone number.
• Registration and payment details. Card payments are processed by Stripe; we do not see or store your full card details.
• Access, participation and dietary requirements you provide on the registration form.
• Your preferences, such as whether to appear on the delegate list or in event photography.
• If you subscribe to event news, your name, position, organisation and email address.
• If you submit an abstract, the details of each author (name, position, institution and email address) and the content of your submission.
• If you apply for or are nominated for a bursary or award, the information in the application or nomination, including supporting letters.
• For sponsors and exhibitors, contact and billing details for your organisation.

Access and dietary requirements

Dietary, allergy and access details can include health information. We collect these only with your consent, use them only to arrange catering and access for you, and share them only with the venue and caterers who need them.

How we use your information

• To process your registration and payment, and issue tax invoices.
• To send you information about the event, including program updates and joining instructions.
• To arrange catering, access and other services at the event.
• To manage the review of abstracts, notify authors of outcomes and build the program.
• To assess bursary applications and award nominations, and notify applicants and nominees of outcomes.
• To send you news about future editions of the same event. Every marketing email includes an unsubscribe link, and unsubscribing does not affect emails about an event you have registered for.

Registration details are only provided to the registered delegate or their nominated assistant.

Who we share it with

We do not sell your personal information. We share it only where needed to deliver the event:

• The host organisation and its organising committee receive your name, position, organisation and email address, to plan and run the event, and to confirm membership where you register at a member rate.
• The venue and caterers, for catering, access and on-site arrangements.
• Service providers who process information on our behalf, including iVvy (registration), Stripe (payments), Mailchimp (email, which holds your name, position, organisation and email address only), and the providers of our website.

Your phone number is held only in our registration system and is not shared with anyone. We may also disclose information where required or permitted by law.

Abstracts and presenters

Abstracts are shared with the organising committee and the peer reviewers it appoints. If your submission is accepted, the presenting authors’ names, institutions, the title and the abstract are published in the event program and on the event website, and may appear in the event handbook or proceedings.

Bursaries and awards

Applications and nominations are shared with the host organisation’s selection panel. The names and institutions of successful applicants and award recipients may be announced at the event and on the event website.

Delegate list

We publish a delegate list for attendees at the event. It includes only your name, position and organisation, and only if you opt in on the registration form. It never includes email addresses or phone numbers.

Sponsors and exhibitors

Sponsors and exhibitors do not receive attendee contact details. Any communication sent on a sponsor’s behalf is sent by us.

Accommodation

If you book accommodation through links on our website, you book directly with the accommodation provider, and their privacy policy applies to the information you give them.

Overseas storage

Some of our service providers, such as Mailchimp and Stripe, store information outside Australia. We use providers that apply appropriate security protections.

Your choices and rights

Registering on behalf of someone else

If you register a colleague or guest, or submit an abstract with co-authors, please make sure they are aware of this policy.

Photography and recording

Official photography and videography may take place at our events. See our Terms and Conditions for details, including how to let us know if you do not wish to be recorded.

Our website

Our website uses cookies that it needs to work. Our website hosting and security providers may record technical information such as your IP address and browser type to keep the site secure. Pages that include content from other sites, such as maps or videos, allow those sites to collect information under their own privacy policies. Sign-up forms send the details you enter to Mailchimp.

Security and retention

We take reasonable steps to keep your information secure and to use it only for the purposes in this policy. We keep registration and payment records for as long as needed for tax, legal and insurance purposes.

Access, correction and complaints

You can ask to see or correct the personal information we hold about you, or raise a privacy concern, by emailing hello@naeeaconference.com.au. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

See also: Terms and Conditions