ICMS Australasia is aware of its obligations under the General Data
Protection Regulation (GDPR) and is committed to processing data
securely and transparently. This privacy notice sets out, in line
with GDPR, the types of personal data that we collect and process
about our event participants and stakeholders. It also sets out how
we use that information and other relevant information about your
Who we are
ICMS Australasia is Professional Conference organiser who manage
international and national conferences and exhibitions for clients
in the science, academic, medical and government sectors. Our
contact details are as follows:
Level 9, 234 George Street, Sydney, NSW, 2000
Level 2, 120 Clarendon Street, South Melbourne, VIC, 3205
72 Merivale Street, South Brisbane, QLD, 4101
Data protection principles
In relation to your personal data, we will:
Process it fairly, lawfully and in a clear, transparent way
Collect your data only for specified and specific purposes
Only collect the minimum information we need to meet the
- Only use it in the way that we have told you about
- Ensure it is correct and up to date
- Keep your data for only as long as we need it
Process it securely, reducing the risk of it being lost or
Your rights in relation to your data
The law on data protection gives you certain rights in relation to
the data we hold on you. These are:
The right to be informed. This means that we must tell you how
we use your data and this is the purpose of this privacy
The right of access. You have a right to access the data that
we hold on you. To do so, you should make a subject access
The right for any inaccuracies to be corrected. If any data
that we hold about you is incomplete or inaccurate, you can
require us to correct it.
The right to have information deleted. If you would like us to
stop processing your data, you have the right to ask us to
delete it from our systems where you believe there is no
reason for us to continue processing it.
The right to restrict the processing of the data. For example,
if you believe that the data we hold is incorrect, we will
stop processing the data (whilst still holding it) until we
have ensured that the data is correct.
The right to portability. You may transfer the data that we
hold on you for your own purposes.
The right to object to the inclusion of any information. You
have the right to object to the way we use your data where we
are using it for our legitimate interests.
The right to regulate any automated decision-making and
profiling of personal data. You have a right not to be
subjected to automated decision-making in a way that adversely
Where you have provided consent to our use of your data, you
also have the unrestricted right to withdraw that consent at
any time. Withdrawing your consent means that we will stop
processing the data you had previously given us consent to
use. There will be no consequences for withdrawing your
Sharing your data
Your data will be shared within the Company where it is
necessary for staff to undertake their duties in provision of
the Services to you.
We also share some of your data with the following third
parties: hotel providers, catering companies.
How we collect your data
We collect personal data about you through a variety of different
Direct interactions: You may provide data when filling in
forms on the website (or otherwise) by communicating with us
by post, phone, email, or otherwise, including when you:
- Make a booking
- Request marketing material to be sent to you
- Give us feedback
Third parties or publicly available sources: We may receive
personal data about you from various third parties and public
sources including analytics providers such as Google based
outside the EU, identity and contact data from publicly
available sources such as LinkedIn.
Why we process your data
There are six lawful reasons for processing your data, which are:
- You give consent for us to process your data
It is necessary to fulfil a contractual obligation with you
- There is a regulatory obligation on us to do so
It is in the legitimate interest of the company to do so
- It is your vital interest to do so
What data we collect about you
Personal data means any information capable of identifying an
individual. It does not include anonymized data. We may process
certain types of personal data about you as follows:
Identity data may include your first name, maiden name, last
name, title and gender.
Contact data may include your billing address, email address
and telephone numbers.
- Financial data may include your credit card details.
Transaction data may include details about payments between us
and other details of purchases made by you.
Technical data may include, internet protocol address, browser
type and version, browser plug-in types and versions, time
zone setting and location, operating system and platform and
other technology on the devices you use to access out website.
Profile data may include registrations for your events, your
dietary requirements, preferences, feedback and survey
Usage data may include information about how you use our
Marketing and communications data may include your preferences
in receiving marketing communications form us and our third
parties and your communication preferences.