IPWEA Privacy Policy and Refunds Policy

Last Updated: 31/03/2007

The Institute of Public Works Engineering Australia is committed to protecting the privacy of information collected about its members and other clients, in accordance with the Privacy and Personal Information Protection Act 1998. We have systems and procedures in place to protect your privacy whenever we collect, store, use or disclose your personal information.

We do not sell, rent or lease our members lists to third parties. Occasionally we do provide data to third parties, in order to fulfil our service to you. If you do not wish us to disclose information about you to third parties, you must inform us and we will take steps to implement your request.

This privacy statement is an overview of the practices that the Institute uses in the collection and use of personal information.

1. Collection of Data

Any personal information that the IPWEA collects has been directly supplied by our members and/or clients when completing course/conference/membership application forms, member detail forms, subscription payments, Award nominations, nomination for Board/Committee representation, surveys, or subscription to discussion boards or e-newsletters. Information may also be collected direct from individuals when dealing with the Institute over the telephone, via mail (includes letters, facsimiles and emails) or in person.

The type of information that the Institute collects and holds includes, but is not limited to, personal information about:

1. Members’ and clients official and preferred names, titles, private and business address details, telephone and facsimile contact details, email addresses, date of birth, gender etc
2. Members’ and clients qualifications, education and academic history, work experience and skills, occupation, employer information, areas of interest.
3. Membership of technical societies, other associations and Special Interest Groups.
4. Financial details including credit card numbers, bank account information, financial status of membership, and subscriptions to IPWEA publications.
5. Attendance at Institute professional development courses, Conferences, CivEnEx, Group Meetings and/or purchasing of IPWEA publications.
6. More detailed personal information may be collected from a third party if nominated for an Institute Award or honour.

Statistical information
When you visit the IPWEA website we record general information about your visit for statistical purposes. These statistics do not contain any personal information.

Cookies
We may, from time to time, use "cookies" to store your preferences, record session information and collect information on how you visit and access our Website. We collect information on the Web pages visited by our customers in order to help us to continue improving our services.

2. Use and Disclosure of Data

The Institute’s primary purpose for the collection of personal information is to communicate with and deliver services to our members and clients. Personal information may also be used to inform individuals about other activities or services that may be of benefit. These activities may include, but are not limited to;

1. Providing membership services such as the IPWEA Newsletter, IPWEA magazine, e-Newsletters and other member benefits.
2. Contacting Board/Panel/Committee and Regional Group position holders to distribute agendas and minutes
3. Inviting members and clients to partake in Division events, seminars, conferences, professional development and networking activities.
4. Making decisions relating to the nomination and/or election to a position on the Board of Management or Technical Committees/Panels.

We treat all personal information we hold as confidential, except where disclosure of personal information is necessary to provide our primary services, where required to do so by law, or when consent has been given.

On occasion we engage third party contractors to perform services for us, which involves the contractor handling personal information we hold, however we only disclose information pertinent to the carrying out of these tasks. For example to:

• provide e-mail and mail handling services;
• provide electronic funds transfer services, credit card account processing and related services;
• operate call centres;
• conduct market research;
• provide catering services;
• assist with obtaining payment from creditors.

In these instances we prohibit the use of this information for any purpose other than what they are contracted for.

The Institute will disclose to the public that you are a member of the Institution unless a request has been formally made that an individuals does not want this information released.

3. Data Accuracy

The Institute encourages members and clients to ensure that we have the most accurate personal information for you to ensure that we provide you with the best service possible.

We take reasonable steps to ensure that the information we have is up to date, complete and correct whenever we collect or use it.

If you find that the current personal information we hold about you is inaccurate, incomplete or out of date, please notify us and we will correct it:

Email membership@ipwea.org.au

Post: IPWEA, Level 12 447 Kent Street, SYDNEYNSW 2000

4. Data Security

IPWEA protects any personal information that we hold from misuse and loss. We protect your privacy by restricting access to your personal information to those staff that needs it, either to process information or to provide you with the services you have requested, and do so in accordance with the Privacy Act.

All personal information may be stored in hardcopy or electronic format, and/or in IPWEA software or systems. We maintain physical or contractual security over our paper and electronic data stores and premises, as well as computer and network security.

Information will only be kept for as long as it is needed and then reasonable steps will be taken to destroy the personal information no longer needed.

5. Access to your Data

Upon request, members may access limited personal information which is easily accessible and which may lawfully be provided. Such requests are dealt with in a reasonable time.

6. Electronic communications

e-Newsletters

The IPWEA delivers e-newsletters to its members and to users who have signed up via the IPWEA website.  All outbound e-marketing contains a functioning unsubscribe feature.

Discussion forums

The IPWEA runs a series of discussion forums which users can sign up via the website. You can unsubscribe at any time.

7. Complaints

If you believe that the privacy of your personal information has been compromised, you are entitled by law to complain. If you have a complaint relating to the privacy of information you should write to:

CEO, IPWEA
Level 12 447 Kent Street
SYDNEYNSW 2000

8. Changes to this Privacy Statement

We reserve the right to amend this Privacy Statement at any time and to notify you by posting an updated version of the Privacy Statement on  www.ipwea.org.au/privacy

9. Refunds Policy

Refunds will be given at the discretion of Management on application.