Privacy Policy

PERSONAL INFORMATION

Personal information: The types of personal information or personal data we may collect about you include:

• your name and your contact details;
• your bio;
• details of your employer, your employment and your job title;
• your industry;
• images of you;
• dietary requirements;
• your demographic information, such as postcode;
• your preferences and/or opinions;
• information you provide to us through surveys you can choose to participate in;
• additional personal information that you provide to us, directly or indirectly, through your use of our Site, associated applications, associated social media platforms and/or accounts from which you permit us to collect information; and
• any other personal information requested by us and/or provided by you or a third party.

We may collect these types of personal information directly from you or from third parties, such as a third-party registration site.

LEGAL BASIS FOR USING YOUR INFORMATION

We process personal data based on the following legal grounds under the UK GDPR for UK residents and the Australian Privacy Act for Australian residents:

• Consent: You have provided consent for us to process your data (e.g., subscribing to newsletters or participating in surveys).
• Contractual necessity: We process data to fulfil a contract with you, such as registering you for an event.
• Legitimate interest: We process data to support our legitimate business interests, such as improving services and communications.
• Legal obligation: Where required, we process data to comply with legal obligations

COLLECTION AND USE OF PERSONAL INFORMATION

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

If you are an attendee

• your name and your contact details: We need your name and your contact details to register you as an attendee of an event you have bought a ticket for, are offered complimentary participation, or expressed interest in. We also use your contact details to send you updates regarding the event you are attending (whether in-person or online), to notify you of upcoming events and to provide you with information we think might be relevant or of interest to you. Where you consent or as may be otherwise permitted by law, we may also share your contact details with other event attendees and sponsors of the event. You understand and agree that by having your badge scanned by delegate scanning software by other attendees, including sponsors and exhibitors, you consent to your personal information being shared with these attendees;
• your bio, images of you and employment details: We use these details to create a profile for you. Where you consent, we may also share these details with other event attendees and sponsors of an event. We may also use this information to tailor information to you, so that it is relevant for your particular industry, speciality or employment area;
• your preferences and opinions: We ask for your preferences and opinions to be able to tailor information for you. We also ask for your preferences so we can tailor our event to you, to the extent possible. For example, where we provide catering, we may ask for your catering preferences so we can ensure our refreshments meet your needs;

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. You have the right to request the deletion of your personal information under certain circumstances, including when the data is no longer necessary for the purposes for which it was collected.

If you are representative of a sponsor or an exhibitor

• your name, your contact details and details about your business: If you are an exhibitor, we collect your contact details and details about your business so we can register you for an event and inform people about your business, such as in marketing material advertising an event. We will also use your contact details to let you know if an event is coming up that you may be interested in;

Individuals generally

• information you provide us through customer surveys or feedback: We constantly strive to improve our services. Where you provide us with information through surveys or feedback generally, we’ll use this information to improve our service; and
• information you provide us through our website: including subscribing to the mailing list, newsletter, webinar or downloading research, whitepapers or other content
• other uses of information: We also use information for internal record keeping and administrative purposes, for analytics, market research and business development, including to operate and improve our Site, associated applications and associated social media platforms and to comply with our legal obligations and resolve any disputes that we may have.

DISCLOSURE OF PERSONAL INFORMATION

We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may disclose personal information to third parties:

• third party service providers for the purpose of enabling them to provide their services, including (without limitation) event registration sites, webinar providers, IT service providers, ticketing providers, data storage, web-hosting and server providers, marketing or advertising providers, professional advisors and payment systems operators;
• event sponsors as per the Event Attendance Terms and Conditions; or where you have consented to your information being made available to 3rd parties including sponsors of research, white papers or other content, including receiving marketing materials from them
• our employees, contractors and/or related entities;
• our existing or potential agents or business partners;
• anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred;
• courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights;
• third parties, including agents or sub-contractors, who assist us in providing information, products, services or direct marketing to you. This may include parties located, or that store data, outside of Australia or the UK including in the United States; and
• third parties to collect and process data, such as Google Analytics or other relevant businesses. This may include parties that store data outside of Australia or the UK, including in the United States.

You acknowledge that some third parties may not be regulated by the Australian Privacy Act, the Australian Privacy Principles (APPs), or the UK General Data Protection Regulation (UK GDPR). If any such third party engages in any act or practice that contravenes these regulations, they may not be accountable under the applicable laws, and you may not be able to seek redress under the Privacy Act, the APPs, or the UK GDPR.

YOUR RIGHTS AND CONTROLLING YOUR PERSONAL INFORMATION

Under the UK GDPR, you have the right to access, correct, or request the deletion of your personal data. You can also request restrictions on how we process your data, object to processing in certain situations, and withdraw your consent at any time if we rely on consent for processing. These rights are similar to those under the Australian Privacy Act.

Choice and consent: Please read this Privacy Policy carefully. By providing personal information to us, you consent to us collecting, holding, using and disclosing your personal information in accordance with this Privacy Policy. If you are under 16 years of age, you must have; and warrant to the extent permitted by law to us that you have, your parent or legal guardian’s permission to access and use the Site and they (your parents or guardian) have consented to you providing us with your personal information. You do not have to provide personal information to us, however, if you do not, it may affect your use of this Site or your ability to attend a conference we organise.

Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.

Restrict: You may choose to restrict the collection or use of your personal information. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us using the details below (or you can unsubscribe). If you ask us to restrict how we process your personal information, we will let you know how the restriction affects your use of our Site or products and services.

Access: You may request details and/or a copy of the personal information that we hold about you. Where possible, we will provide this information in CSV format or other easily readable machine format. You may request that we erase the personal information we hold about you at any time.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading or out of date.

Complaints: If you believe that we have breached the Australian Privacy Principles (APPs) or the UK GDPR and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you in writing, outlining the outcome of our investigation and the steps we will take to address your complaint.

• For Australian residents, you also have the right to contact the Office of the Australian Information Commissioner (OAIC) if you wish to make a complain
• UK residents, you also have the right to contact the Information Commissioner's Office (ICO) if you wish to make a complaint.

STORAGE AND SECURITY

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”) or Australia. It may also be processed by staff operating outside the EEA or Australia who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing of your data outside of your jurisdiction. MSTREAM Community will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures such as the pseudonymisation and encryption of personal information, to safeguard and secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

We cannot guarantee the security of any information that is transmitted to or by us over the Internet. The transmission and exchange of information is carried out at your own risk. Although we take measures to safeguard against unauthorised disclosures of information, we cannot assure you that the personal information we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy.

COOKIES AND WEB BEACONS

We use cookies to enhance your experience on our Site. By continuing to use our Site, you consent to the use of cookies. You can manage your cookie preferences by adjusting your browser settings or using the cookie consent management tool provided on our Site.

Cookies are text files placed in your computer’s browser to store your preferences. Cookies, by themselves, do not tell us your email address or other personally identifiable information. However, they do allow third parties, such as Google and Facebook, to cause our advertisements to appear on your social media and online media feeds as part of our retargeting campaigns. If and when you choose to provide our Site with personal information, this information may be linked to the data stored in the cookie.

We use the following cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of our Site. They include, for example, cookies that enable you to log into secure areas of our Site, use a shopping cart or make use of e-billing services.
• Analytical/performance cookies. These are cookies that allow us to recognise and count the number of visitors to our Site and to see how visitors move around our Site when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our Site. This enables us to personalise our content for you and remember your preferences (for example, your choice of language or region).

You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

We may use web beacons on our Site from time to time. Web beacons (also known as Clear GIFs) are small pieces of code placed on a web page to monitor the visitor’s behaviour and collect data about the visitor’s viewing of a web page. For example, web beacons can be used to count the users who visit a web page or to deliver a cookie to the browser of a visitor viewing that page.

We may use Google Analytics to collect and process data. To find out how Google uses data when you use third party websites or applications, please see www.google.com/policies/privacy/partners/ or any other URL Google may use from time to time.

LINKS TO OTHER WEBSITES

Our Site may contain links to other websites, including third-party registration sites and third-party webinar providers. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.

AMENDMENTS

We may, at any time and at our discretion, vary this Privacy Policy. We will notify you if we amend this Privacy Policy, by contacting you through the contact details you have provided to us. Any amended Privacy Policy is effective once we notify you of the change.

For any questions or notices, please contact our Privacy Officer at:

MSTREAM Community Pty Ltd ABN 71 070 145 247 Kirribilli NSW 2061, Australia

MSTREAM COMMUNITY UK LTD (Company Number 16144980) Monkseaton, NE25 8DS, UK

dataprotection@maintreamcommunity.com

Last update: 19 March 2025