Meetings and Events Data Privacy policy
When booking to attend a CT Partners member meeting or other member/supplier functions managed by CT Partners, you are reserving a place at the event and agreeing to the booking terms and conditions which include the terms of this Privacy Policy.
To facilitate the organisation of our meetings and events, and deliver a quality and personalised experience for delegates, sponsors and suppliers, it is necessary to collect and use certain types of personal information.
Your personal data
When you share your personal and business information with CT Partners and its associated businesses, you trust us with your information. This policy is meant to help you understand what data we collect, why we collect it and what we do with it, in relation to our meetings and events.
We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the “Revised” date of this Privacy Policy. Any changes or modifications will be effective immediately upon posting the updated Privacy Policy on the member intranet site, and you waive the right to receive specific notice of each such change or modification.
How we collect personal information
We collect personal information in different ways. The majority is collected when you register for an event or meeting, or complete a post event survey or feedback form.
Any supplier we have procured to deliver a service on our behalf, are under contractual obligations to process your personal information in compliance with data protection laws.
What information do we collect from you?
The information we collect may include the following:
- Identity data
- Passport Information
- Contact details including email addresses
- Dietary requirements
- Health information
- Travel details
How we use your personal information?
- Name Badges
Your name and company details will be printed onto a badge and displayed on a registration desk until you register.
- Rooming List
When overnight accommodation is required as part of the event, your name and company details will be sent to the event venue, to book your room.
- Dietary requirements
Your name and dietary requirements will be sent to a venue to ensure your dietary requirements are catered for at the event.
- Delegate Lists
We may include your name and company details in a ‘delegate list’, which may be sent in a PDF attachment in an email, to other delegates or suppliers, who are also attending the event. Copies of these lists may also be displayed at the event or on the event app.
- Invoices
Your name and company address will be displayed on invoices, these will be emailed to the nominated finance contact.
- Photos
Your photo may be taken at our events, and used in internal and external publications, across both printed and digital channels. Your name and company details may be displayed alongside the image.
- Feedback
If you provide feedback or complete our event survey, your quotes, name, and company details may be used to promote further events.
- Awards
If you win an award at any of our events, your name and company details will be displayed on screen at the event, engraved into the award and used in both internal and external communications about the awards.
- Social Media
We may use your name and company details on our social media channels if you are attending an event.
- Business Cards
If you bring business cards to an event, they are your responsibility to distribute or dispose of, and we will not be held responsible for your personal data being shared directly from your business cards.
- Speed Dating
If you take part in one of our speed dating sessions, you agree to your name and company details being displayed in conjunction with the promotion of the session. You also agree for the supplier/member you are meeting to have your name and company details printed on the schedules to be handed out at the event.
Processing your personal information
We will generally process your personal information for the reasons above with your consent, which is given when you agree to our event and meeting booking terms and conditions.
Who will we share your information with?
Your personal information may be shared with the following:
- CT Partners employees
- CT Partners members
- Our business partners and suppliers, who are involved with the event
- Hotel and venue staff
- External media and PR partners
How long will we keep your information for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Security
We work hard to protect CT Partners, its businesses, and its users from unauthorised access to or unauthorised alteration, disclosure or destruction of information that we hold. In particular:
- We review our information collection, storage, and processing practices, including physical security measures, to guard against unauthorised access to systems, and in line with the General Data Protection Regulations
- We review the types of information we hold, the reasons we hold it, and how long we hold it for and ensure our processes for doing this comply with current data privacy laws.
- We restrict access to personal information to CT Partners’ employees, contractors and agents who need to know that information in order to process it for us and who are subject to strict contractual confidentiality obligations.
Whilst we take have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against interception or other type of misuse. Any information disclosed online is vulnerable to interception and misuse by unauthorised parties. Therefore, we cannot guarantee complete security if you provide personal information to us.
Your rights
You may at any time review, change, request to see or request for the information to be deleted or transferred to a third party, that we hold on you. We will deal with your request in accordance with the statutory Australian law, currently the Privacy Act 1988.
Contact Us
If you have questions or comments about this Privacy Policy, please contact us in writing to:
CT Partners - Level 12, 64 York St. Sydney NSW, Australia, 2000
Or by email to: matt.masson@ctpartners.com.au