AUSTRALIAN INTERNATIONAL DOCUMENTARYCONFERENCE LTD Privacy Policy
Last Reviewed: December 2009
Contents
1. Statement of Commitment
2. Introduction
3. Information We Receive
4. Information We Collect When You Interact with AIDC’s Websites.
5. Information You Share With Third Parties
6. How We May Use Your Information
7. How We Share Information
8. How You Can View, Change, or Remove Information
9. How We Protect Information
10. You May Access Your Personal Data
11. Any Questions?
12. Review Of Policy
13. Definitions
PLEASE READ THIS PRIVACY POLICY and THE TERMS OF USE BEFORE USING AIDC’S WEBSITES. BY USING AIDC’S WEBSITES YOU ARE AGREEING TO BE BOUND BY THE TERMS OF USE. IF YOU CHOOSE NOT TO BE BOUND BY THE TERMS OF USE THEN AIDC LTD DOES NOT GRANT YOU THE RIGHT TO USE AIDC’S WEBSITES AND YOU MUST NOT USE THIS SITE. THIS PRIVACY POLICY IS INCORPORATED INTO THE TERMS OF USE.
1. Statement of Commitment
Australian International Documentary Conference Ltd (“AIDC LTD”) seeks to treat its public and conference delegates with all respect due to private individuals.
In order to be of effective service to you, AIDC LTD may need to collect certain personal information from you.
The following websites (hereinafter called AIDC’s websites"):
• www.aidc.com.au
• www.aidc.org.au
• www.f4.org.au
• www.docexchange.org.au
• www.screeningroom.org.au
are online services owned and operated by Australian International Documentary Conference Ltd - ABN 31 098 558 313 ("AIDC LTD").
AIDC LTD has a commitment to the security of your information and will only use this information for the purpose for which you provided it, or for any purpose to which you have additionally consented. AIDC LTD will not disclose or use your information for any other purpose other than the intended purpose.
AIDC’S websites are designed to make it easy for you to share your information.
IT IS IMPORTANT FOR YOU TO NOTE, in creating a DocExchange Profile on AIDC’s websites, you are agreeing to share your profile with other members of the “DocExhange” on AIDC’s websites.
DocExhange Profile information cannot be hidden from the view of other “DocExchange” members.
Please consider how much information you wish to share when you are creating a DocExhange Profile. DocExhange Profile information includes:
• Name and/or company name
• Address
• Email address
• Telephone and fax numbers
• Your job title
• Your job type
• Photograph
• Short biography
It is possible for you to edit the information provided in your DocExchange Profile at anytime.
You can control the visibility of other information you share on AIDC’s websites through the settings you select. You should consider your settings whenever you share information. You should review your settings and change them if necessary to reflect your preferences.
AIDC LTD will comply with the National Privacy Principles contained in the Act, which may be found from the website of the Office of the National Privacy Commissioner: www.privacy.gov.au
AIDC LTD’s Privacy Policy explains some of these Principles and how they may apply to you. To help you understand your rights and the way AIDC LTD will use your personal details, the following information is offered:
2. Introduction
Scope. This privacy policy covers all of AIDC’S websites. It does not, however, apply to entities that AIDC’S websites does not own or control. By using or accessing AIDC’s websites, you agree to our privacy practices outlined here.
No information from anyone under age 18. If you are under age 18, please do not attempt to register for AIDC’s websites or provide any personal information about yourself to us. If we learn that we have collected personal information from anyone under age 18, we will delete that information as quickly as possible. If you believe that we might have any information from anyone under age 18, please contact us.
Right of Refusal. AIDC LTD reserves the right to delete any account and associated content which we deem to be inappropriate.
3. Information We Receive
How we gather personal Information These channels reflect the different ways in which AIDC LTD collects personal information about customers. Collection will occur at the time you make a purchase, or when you register as a member of DocExchange through AIDC’s websites:
• Conference delegate registration
• Videotheque registration
• Trailer Park registration
• MeetMarket registration
• F4 registration
• ScienceExchange registration
• DocExchange registration
• AIDC LTD email mailing list registration
• On-line sales for AIDC LTD services and products through AIDC’s websites
• Telephone sales for AIDC LTD services and products
• Other voluntary provision of contact details to allow us to telephone, fax, mail or email you about AIDC LTD conference, business and other activities.
What Sort of Information We May Gather. When you sign up for AIDC’s websites the type of information that AIDC LTD will collect includes:
• Name and/or company name
• Address
• Email address
• Telephone and fax numbers
• Your job title
• Your job type
• Photograph
• Short biography
• Other service dependent specific details
Non-Personal Information Which May Be Gathered via AIDC’s Websites. You can visit AIDC’s websites and browse without the need to disclose any personal information.
AIDC LTD, through the AIDC’s websites, gathers information about the way visitors use the site (such as which pages are visited) to help AIDC LTD make improvements to its services. Your visit to AIDC’s websites is recorded as that of an anonymous individual
Transactional Information. We may retain the details of transactions or payments you make on AIDC’s websites. However we do not keep records of credit card details.
4. Information We Collect When You Interact with AIDC’s Websites.
Site activity information. We keep track of the actions you take on AIDC’s websites, such as adding a contact or joining a group. In some cases you are also taking an action when you provide information or content to us. For example, if you share a video, in addition to storing the actual content you uploaded, we might log the fact you shared it.
Cookie Information. We use "cookies" (small pieces of data we store for an extended period of time on your computer, mobile phone, or other device) to make AIDC’s websites easier to use, and to protect both you and AIDC’s websites. For example, we use them to store your login ID (but never your password) to make it easier for you to login whenever you come back to AIDC’s websites. We also use them to confirm that you are logged into AIDC’s websites, and to know when you are interacting with AIDC’s websites. You can remove or block cookies using the settings in your browser, but in some cases that may impact your ability to use AIDC’s websites.
5. Information you share with Third Parties
One of the reasons people use AIDC’s websites is to share content with others. For example to:
• Send messages to, and receive messages from, other members
• Market yourself or your company to audience of industry professionals
• Upload or Access video content in the Screening Room that has been submitted for acquisition purposes (based on eligibility)
• Access selected session recordings from previous AIDC LTD conferences (based on eligibility).
• Form groups of mutual interest and start discussions
• Write news posts
• View the latest news
• Set up a personal calendar including meeting times, Conference session times, social events (based on eligibility)
• RSVP to social and networking events
We take steps to ensure that others use information that you share on AIDC’s websites in a manner consistent with your settings but we cannot guarantee that they will follow our rules. Read the following section to learn more about how you can protect yourself when you share information with third parties.
Sharing information on AIDC’s websites. AIDC’s websites are designed to enable you to control how you share your information on AIDC’s websites. You should review your settings to make sure they reflect your preferences. Here are some specific things to remember:
• Certain categories of information such as your name, company name, job title, profile photo , geographic region, interests and biography are considered publicly available, and therefore do not have privacy settings. Please use your own discretion when posting information on publicly accessible areas of the website. We have no control over how this information may be viewed or used.
• You can control the visibility of other information you share on AIDC’s websites through the settings you select.
• Some of the content you share and the actions you take will show up on your connections profile pages and other pages they visited.
• Even after you remove information from your profile or delete your account, copies of that information may remain viewable elsewhere to the extent it has been shared with others, it was otherwise distributed pursuant to your settings, or it was copied or stored by other users.
• You understand that information might be re-shared or copied by other users.
• Certain types of communications that you send to other users cannot be removed, such as messages.
• When you post information on another user’s profile or comment on another user’s post, that information will be subject to the other user’s settings.
• If you use an external source to publish information to AIDC’s websites (such as a mobile application or a Connect site), you should check the privacy setting for that post, as it is set by that external source.
Exporting Information. You (and those you make your information available to) may use tools like RSS feeds, mobile phone address books, or copy and paste functions, to capture and export information from AIDC’s websites, including your information and information about you.
Links. When you click on links on AIDC’s websites you may leave our site. We are not responsible for the privacy practices of other sites, and we encourage you to read their privacy statements.
6. How We May Use Your Information
We use the information we collect to try to provide a safe, efficient, and customised experience. Here are some of the details on how we do that:
Services and Products purchasers:
• To contact you about the service or product you have booked e.g. to let you know if an event is cancelled.
• For personal identification when you collect event passes or need event passes replaced.
• To complete financial transactions e.g. with credit card companies. All AIDC Ltd internet credit card transactions are conducted over a secure, encrypted connection
• To compile data on the preferences of attendees of AIDC LTD events to improve future services and programming.
Registered Australian International Documentary Conference delegates:
• To contact you about your registration and other matters relevant to the Australian International Documentary Conference event.
• To allow members of the “DocExhange” to contact you.
General:
• To provide you with further AIDC LTD information, products and services that may be of interest.
• To contact you in response to your specific AIDC LTD enquiries.
• If disclosure of your personal information is required by law.
• For any other reasonable business purpose which will enable the AIDC LTD to better service your needs or to protect AIDC LTD and associated individuals from harm.
Downloadable Software. Certain downloadable software applications and applets that we offer, such as our browser toolbars and photo uploaders, transmit data to us. We may not make a formal disclosure if we believe our collection of and use of the information is the obvious purpose of the application, such as the fact that we receive photos when you use our photo uploader. If we believe it is not obvious that we are collecting or using such information, we will make a disclosure to you the first time you provide the information to us so that you can decide whether you want to use that feature.
7. How We Share Information
One of the functions of AIDC’s websites is about sharing information with others — contacts and people in your networks — while providing you with settings that you can use to restrict other users from accessing your information, other than your DocExhange Profile. We share your information with third parties when we believe the sharing is permitted by you, reasonably necessary to offer our services, or when legally required to do so. For example:
When you make a payment. When you enter into transactions with others or make payments on AIDC’s websites, we will only share transaction information with those third parties necessary to complete the transaction (eg our bank) and will require those third parties to agree to respect the privacy of your information.
To provide you with services. We may provide information to service providers that help us bring you the services we offer. For example, we may use third parties to help host our website, send out email updates about AIDC’s websites, remove repetitive information from our user lists, process payments, or provide search results or links (including sponsored links). These service providers may have access to your personal information for use for a limited time, but when this occurs we implement reasonable contractual and technical protections to limit their use of that information to helping us provide the service
To offer joint services. We may provide services jointly with other companies for purposes such as conducting competitions. If you use these services, we may share your information to facilitate that service. However, we will identify the partner and before you use that service, we advise you to access that partner’s privacy policy
To respond to legal requests and prevent harm. We may disclose information pursuant to subpoenas, court orders, or other requests (including criminal and civil matters) if required by law. This may include respecting requests from jurisdictions outside of Australia where a response is required by law under the local laws in that jurisdiction, apply to users from that jurisdiction, and are consistent with generally accepted international standards. We may also share information when we believe it is necessary to prevent fraud or other illegal activity, to prevent imminent bodily harm, or to protect ourselves and you from people violating our Terms of Use. This may include sharing information with other companies, lawyers, courts or other government entities.
To help improve or promote our service. Sometimes we share aggregated information with third parties to help improve or promote our service. But we only do so in such a way that no individual user can be identified or linked to any specific action or information
8. How You Can View, Change, or Remove Information
You may change your profile information at any time by going to your profile page and clicking “Edit My Profile.” Information will be updated immediately.
Deleting your account. If you want to stop using your account you may delete it. When you delete an account, it is permanently deleted. To delete your account please contact info@aidc.com.au.
Limitations on removal. Even after you remove information from your profile or delete your account, copies of that information may remain viewable elsewhere to the extent it has been shared with others, it was otherwise distributed pursuant to your settings, or it was copied or stored by other users. However, your name will no longer be associated with that information on AIDC’s websites.
Backup copies. Removed and deleted information may persist in backup copies for some time but will not be available to others.
9. How We Protect Information
Steps we take to keep your information secure. We keep your account information on a secured server behind a firewall. When you enter sensitive information (such as credit card numbers and passwords), we encrypt that information using secure socket layer technology (SSL).
Risks inherent in sharing information. Although we allow you to set privacy options that limit access to your information, please be aware that no security measures are perfect or impenetrable. We cannot control the actions of other users with whom you share your information. We cannot guarantee that only authorised persons will view your information. We cannot ensure that information you share on AIDC’s websites will not become publicly available. We are not responsible for third party circumvention of any privacy settings or security measures on AIDC’s websites. You can reduce these risks by using common sense security practices such as choosing a strong password and using up to date antivirus software.
Report Violations. You should report any security violations to us at: info@aidc.com.au.
10. You may access your Personal Data
You are free to access your own personal data collected by AIDC LTD.
Apply in writing to:
Attn Privacy Officer – AIDC LTD
Post 12 King William Rd, Unley SA 5061
Email info@aidc.com.au
Telephone (+61) 8 8271 1488
Fax (+ 61) 8 8271 9905
It is your right to check the details and advise us of any changes necessary if the data is not accurate.
Please use your own discretion when posting information on publicly accessible areas of the website. We have no control over how this information may be viewed or used.
11. Any Questions?
If you have any queries about the AIDC LTD’s Privacy Policy, please contact the AIDC LTD by email info@aidc.com.au or during normal office hours 9.00am to 5.00pm by telephone 08 8271 1488
12. Review of Policy
The AIDC LTD undertakes to regularly review this Privacy Policy to allow for necessary updates, additions and/or changes.
13. Definitions
1. By "AIDC’s websites" we mean the features and services we make available, including through (a) our websites at www.aidc.com.au; www.aidc.org.au; www.f4.org.au; www.docexchange.org.au; www.screeningroom.org.au and any other AIDC’s websites branded or co-branded websites (including sub-domains, international versions, widgets, and mobile versions).
2. By "us," "we" and "our" we mean AIDC’s websites (AIDC LTD Ltd).
3. By "information" we mean facts and other information about you, including actions you take.
4. By "content" we mean anything you post on AIDC’s websites that would not be included in the definition of "information."
5. By "post" we mean post on AIDC’s websites or otherwise make available to us.
6. By "use" we mean use, copy, publicly perform or display, distribute, modify, translate, and create derivative works of.
7. By “DocExhange” we mean the online service provided by AIDC LTD through AIDC’s websites. DocExchange is an online platform that is accessed via AIDC’S websites at www.docexchnage.org.au. and allows members to interact with each other. Each member has their own profile page and is able to interact within DocExchange in many different ways.
8. By "DocExhange Profile" we mean the information you provide when registering for “DocExhange” through AIDC’s websites. This information includes: Name and/or company name; Address; Email address; Telephone and fax numbers; Job title; Job type; Photograph ; Short biography
9. AIDC, Videotheque, Trailer Park MeetMarket, F4 and Science Exchange refer to specific AIDC LTD services. The services are described in AIDC’s websites under the same names.