This document describes how the Aesthetic and Beauty Industry Council Ltd ABN 60 646 736 905 (“ABIC”) complies with the requirements of the Privacy Act 1988 (Cth) (“Privacy Act”), including the Australian Privacy Principles, and any other applicable privacy laws in Australia in respect of the website www.theabic.org.au (Website).
WHAT KIND OF PERSONAL INFORMATION DOES THE ABIC COLLECT AND HOLD?
The kinds of personal information that the ABIC collects and holds is the following:
a) contact details (name, email, phone number and postal address);
b) birth date;
c) credit card information or nominated bank account details;
d) business or employment details and records; and
e) other information that is relevant to ABIC’s functions or activities.
The ABIC may also collect, hold, use and disclose some sensitive information about individuals as set out in the section entitled Sensitive Information.
The information collected is normally limited to the minimum information required to establish and maintain routine communications with individuals and members in the course of the ABIC’s activities.
HOW DOES THE ABIC COLLECT AND HOLD PERSONAL INFORMATION?
The ABIC usually collects personal information directly from individuals through their use of the Website and when they contact the ABIC by telephone, in person or otherwise in writing in connection with the ABIC’s services, functions or activities.
The ABIC only collects personal information for purposes directly related to its functions or activities, including:
a) processing and dealing with inquiries from individuals about the ABIC, the aesthetic and beauty industry, its member companies or other information provided by the ABIC and providing general information in response to inquiries;
b) processing membership applications;
c) arranging, promoting and hosting of events by the ABIC;
d) direct marketing of its services to individuals;
e) distributing registration materials for events, confirming registration, receiving speakers' papers and other presentations, providing conference papers and notices of other ABIC or ABIC supported events;
f) hosting blogs or forums on the Website;
g) dealing with queries and responses relating to the aesthetic and beauty industry;
h) providing information in respect of its activities and those of its members to individuals;
i) processing and dealing with information received from the public to help update information and resources on the Website;
j) taking photographs, video and audio recordings of attendees at ABIC events and publishing these on the Website or elsewhere;
k) receiving and processing applications for prospective employment or contracting opportunities at the ABIC;
l) other purposes relating to the ABIC's objectives; and
m) to address submissions of members and individuals in respect of issues relating to the aesthetic and beauty industry.
The ABIC collects individuals' personal information (such as contact details, employment details, marital status and dietary requirements) through its agents, who collect such information on behalf of the ABIC when registering individuals for the ABIC's events or providing other services to the ABIC in connection with its functions and activities.
If the ABIC is not provided with information that it requests in connection with the above activities, it may not be able to provide its services to the relevant individual.
The ABIC may collect, hold, use and disclose sensitive information about individuals such as mental and physical health, disability, racial or ethnic origin or religious or political affiliation, health or genetic information, aspects of biometric information, either directly from the individuals or from third parties in connection with processing and dealing with information received from the public to help tailor the relevant information on the Website.
The ABIC may also collect, hold and use sensitive information about individuals directly from individuals when they contact the ABIC in connection with its functions and activities. However, any such collection is with the consent of such individuals. Any such sensitive information is only retained on an aggregated basis by the ABIC and the individuals are not identifiable.
The ABIC uses "cookies" on the Website. A "cookie" is a small text file placed on your computer by a web server when you access a website. Cookies are frequently used on websites. Cookies in themselves do not identify the individual user, just the computer used.
a) Your server address;
b) Your top level domain name;
c) The date and time of access to the Website;
d) Pages accessed and documents downloaded;
e) The previous web website visited; and
f) The type of browser software in use.
The ABIC may use this information for various purposes including:
a) statistical purposes;
b) to enable you to access online services offered from time to time; and
c) to determine whether you have previously used parts of the Website or to identify the pages you have accessed,
but in each case, information collected cannot be used to personally identify you.
You can choose if and how a cookie will be accepted by configuring your preferences and options in your browser. For example, you can set your browser to notify you when you receive a cookie or to reject cookies. However, if you decide not to display cookies, then you may not be able to gain access to all the content and facilities on the Website.
DEALING ANONYMOUSLY OR PSEUDONYMOUSLY WITH THE ABIC
Individuals may deal with the ABIC on an anonymous basis or using a pseudonym when making general inquiries to the ABIC. However, the ABIC may require certain contact details from individuals to respond to inquiries.
If the ABIC solicits submissions or comments from individuals, or if the ABIC hosts a blog or forum on the Website, individuals may use a pseudonym for publication with the submission. However, the ABIC will require that the individual provide his or her name and contact details confidentially to the ABIC.
HOW THE ABIC HOLDS, USES AND DISCLOSES PERSONAL INFORMATION
The ABIC holds personal information in a secure online database. It may also hold electronic copies of documents containing personal information (e.g. queries, complaints, CVs, membership application forms and other relevant documents) in a secure online database.
Where it holds personal information electronically, such information can only be accessed by authorised ABIC staff using personal accredited passwords.
The keeping of personal information in hard copy is not encouraged by the ABIC. Information is held in hard copy only for a reasonable time as necessary and stored securely. All ABIC premises are protected by security access.
The ABIC only holds and uses personal information for purposes directly related to its functions or activities or for the purposes for which the information was originally collected or otherwise in accordance with the Privacy Act and Australian legislation.
Disclosure of personal information
The ABIC may disclose personal information provided to it, to the following third parties:
a) members of the ABIC to undertake its principal activities;
b) conference organisers endorsed by ABIC;
c) Federal, State or Territory police authorities and agencies;
d) media organisations and agencies and other third parties for the purpose of dissemination and publication of photographs and audio and video recordings made by the ABIC or its agents, at events;
e) the ABIC’s staff for the purposes of their work responsibilities; and
f) other third parties providing law enforcement or administrative services.
The disclosure of personal information in the circumstances outlined in sections (a), (c) and (f) above may include the disclosure of sensitive information.
The ABIC does not generally disclose personal information to overseas recipients and will only do so in accordance with the Privacy Act and Australian legislation as permitted by law.
ACCESSING AND UPDATING INFORMATION HELD BY THE ABIC
Individuals may access personal information about them that is held by the ABIC and may make or seek changes to that information, by contacting the ABIC on telephone number 1800 692 242 or by email [email protected]
If the ABIC does not agree to provide access to personal information or to amend or annotate the information we hold about an individual, the relevant individual may seek a review of the ABIC’s decision.
If the ABIC does not agree to make requested changes to personal information, an individual may make a statement about the requested changes and the ABIC will attach the statement to the individual's record.
Individuals can send written complaints about a breach of the Privacy Act and/or the ABIC’s obligations in relation to their personal information to The Privacy Officer, PO BOX 2250, Ringwood North, VIC 3134. Complaints will be reviewed by our Privacy Officer and a response will usually be provided within 30 days of receipt of the complaint by the ABIC.
If an individual believes that his or her complaint has not been satisfactorily addressed by the ABIC after following the procedure set out above, he or she can make a complaint to the Office of the Information Commissioner (OAIC). The OAIC's contact details are available on its website.