Privacy Policy

Effective date: 20/3/2026

This Privacy Policy explains how RSE-AUNZ (we, us, our) collects, uses, stores and shares personal information in relation to our membership administration and our events, including conferences and workshops held in Australia and New Zealand.

Scope

• This policy applies to personal information we handle in our capacity as an organiser of a community group and its events.
• It covers information in our membership list and event attendee lists (including registrations), and related communications.
• This policy does not apply to third-party services you may use independently (for example, your employer’s systems or your own social media accounts).

Key terms

• Personal information means information about an identified individual, or an individual who is reasonably identifiable.
• Membership list means our record of members and contact details used to administer membership and communicate with members.
• Attendee list means our record of people who register for or attend an RSE-AUNZ event (including conferences), including registration details and attendance status.

What information we collect

Membership list

Our membership list may include:

• Name
• Email address
• Title (optional e.g. Prof/Dr)
• Affiliation/organisation (optional)
• Role in organisation (optional)
• Membership status (e.g., current, lapsed)
• Communication preferences (e.g., mailing list opt-in/opt-out)

Conference and event attendee lists

When you register for or attend an event, we may collect:

• Name
• Email address
• Affiliation/organisation (optional)
• Ticket type and payment/transaction status (if applicable)
• Dietary/accessibility requirements you choose to provide (optional)
• Session selections or volunteering preferences (optional)
• Attendance status (registered/attended/no-show)

Note: Dietary and accessibility information can be sensitive. Please only provide what is necessary. We use this information only to help accommodate your needs for the relevant event.

How we collect information

• Directly from you (for example, when you join, register for an event, complete a form, or email us).
• From event platforms we use to manage registrations and communications (for example, registration forms and mailing lists).
• From authorised representatives (for example, if someone registers on your behalf).

Who can view the information

The Steering Committee, an open working group/organising committee, can view the information of individuals. Aggregated info can be made public, or shared with stakeholders as and when appropriate.

How we use information

We use personal information for the purposes of operating RSE-AUNZ and delivering our events, including to:

• administer membership (including maintaining our membership list)
• communicate with members about group activities, announcements, and opportunities
• administer event registrations and attendance (including maintaining attendee lists)
• send event-related communications (confirmations, schedule updates, logistical information)
• plan events and improve future events (including aggregated reporting such as attendee numbers by organisation)
• manage volunteer coordination and speaker communications (where applicable)
• comply with applicable laws and respond to lawful requests

In the case that we send non-essential updates (for example, a newsletter), we will provide a simple way to opt out (unsubscribe) and we will respect your preferences.

When we disclose information

We do not sell personal information. We may disclose personal information in limited circumstances, including:

• To service providers we use to run the group and events (for example, mailing list providers, registration/ticketing platforms, survey tools, cloud storage, and payment processors), only as needed for them to provide their services.
• To event venues and caterers (for example, to provide headcounts and any dietary/accessibility requirements), where relevant to the event.
• To speakers, volunteers, and organisers to coordinate event delivery (for example, access to attendee lists for check-in or session management).
• If required or authorised by law (for example, to comply with a lawful request or to protect rights and safety).

Publishing member or attendee information

We will not publish or share the membership list or conference/event attendee lists outside the organising team unless:

• you have consented (for example, you choose to be listed as an attendee in a publicly shared list or on a conference app), or
• the information is de-identified or aggregated so individuals are not reasonably identifiable, or
• it is required or authorised by law.

Storage and security

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Measures may include:

• limiting access to organisers and volunteers who need it for their role
• using reputable third-party platforms with access controls
• using strong passwords and multi-factor authentication where available
• reviewing and removing access when roles change

Overseas disclosures

We are a community group operating across Australia and New Zealand. Our organisers and the service providers we use may store or process information in Australia, New Zealand, or other countries (for example, where cloud services are hosted). Where practicable, we will choose service providers that have appropriate privacy and security practices and limit disclosure to what is necessary.

Retention and deletion

We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including for record-keeping and to run future events. We will take reasonable steps to delete or de-identify personal information when it is no longer needed. If you wish to be removed from the database at any time, please contact [email protected].

Access, correction and choices

You may request access to personal information we hold about you, or ask us to correct it if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading. You may also unsubscribe from non-essential communications at any time.

Contact us

To make a privacy request or ask questions about this policy, contact: [email protected].
If you have a complaint about how we have handled your personal information, please contact us with details. We will review and respond within a reasonable timeframe.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will apply from the effective date shown above.