FORUM GROUP EVENTS & MARKETING PRIVACY STATEMENT

Forum Group Events & Marketing recognizes that privacy is a fundamental human right and further recognizes the importance of privacy, security and data protection to our customers and partners worldwide. As a global organization, with legal entities, business processes, management structures, and technical systems that cross international borders, we strive to provide protections across all of our operations that exceed legal minimums and to deploy consistent, rigorous policies and procedures.

This Privacy Statement informs you of our privacy practices and of the choices you can make and rights you can exercise in relation to your personal data, including information that may be collected from your online activity, use of devices, and interactions you have with Forum Group Events & Marketing offline, such as when you engage with our customer support representatives. This Privacy Statement applies to all Forum Group Events & Marketing companies as well as Forum Group Events & Marketing-owned websites, domains, services (including device management), applications, subscriptions (e.g. Instant Ink) and products, and those of our subsidiaries (collectively “Forum Group Events & Marketing Services”). In most cases, Forum Group Events & Marketing will be the data controller. If you have any questions regarding the data controller for a specific Forum Group Events & Marketing Service, you can contact the Forum Group Events & Marketing Privacy Office.

This Privacy Statement does not apply to third-party applications, products, services, websites or social media features that may be accessed through links we provide on our Forum Group Events & Marketing Services for your convenience and information. Accessing those links will cause you to leave the Forum Group Events & Marketing Services and may result in the collection or sharing of information about you by a third-party. We do not control, endorse or make any representations about those third-party websites or their privacy practices, which may differ from ours. We encourage you to review the privacy policy of any site you interact with before allowing the collection and use of your personal data.

Our Privacy Principles

We have an accountability-based program and are committed to the following principles, which are based on internationally-recognized frameworks and principles of privacy and data protection:

LAWFULNESS, FAIRNESS & TRANSPARENCY
We process personal data in accordance with law and with transparency and fairness to you. Our data processing activities are conducted: 1) with your consent; 2) in order to fulfill our obligations to you; 3) for the legitimate purposes of operating our business, advancing innovation and providing a seamless customer experience; or 4) otherwise in accordance with law.

NOTICE & CHOICE OF DATA USE
We are transparent and provide clear notice and choice to you about the types of personal data collected and the purposes for which it is collected and processed. We will not use personal data for purposes that are incompatible with these Principles, our Privacy Statement or specific notices associated with Forum Group Events & Marketing Services.

DATA ACCESS
We provide you with reasonable access along with the ability to review, correct, amend or delete the personal data you have shared with us.

DATA INTEGRITY & PURPOSE LIMITATION
We only use personal data for the purposes described at the time of collection or for additional compatible purposes in accordance with law. We take reasonable steps to ensure that personal data is accurate, complete and current and we only collect personal data which is relevant and limited to what is necessary for the purposes for which it is collected. We will keep personal data for no longer than is necessary for the purposes for which it was collected and then we will securely delete or destroy it.

DATA SECURITY
To protect personal data against unauthorized use or disclosure we implement strong information security controls in our own operations and offer market-leading products and solutions with high levels of data security protection.

ACCOUNTABILITY FOR ONWARD TRANSFER
We acknowledge our potential liability for transfers of personal data among Forum Group Events & Marketing entities or to third parties. Personal data will only be shared when third parties are obligated by contract to provide equivalent levels of protection.

RECOURSE, OVERSIGHT & ENFORCEMENT
We are committed to resolving any concerns regarding your personal data. We voluntarily participate in several international privacy programs that provide recourse to individuals if they feel Forum Group Events & Marketing has not adequately respected their rights.

International Data Transfers

As a global company, it is possible that any information you provide may be transferred to or accessed by Forum Group Events & Marketing entities worldwide in accordance with this Privacy Statement and on the basis of the following International Privacy Programs.

EU-US PRIVACY SHIELD

Forum Group Events & Marketing complies with the EU-US Privacy Shield Framework as set forth by the US Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries. Forum Group Events & Marketing has certified that it adheres to the Privacy Shield Principles of Notice, Choice, and Accountability for Onward Transfer, Security, Data Integrity and Purpose Limitation, Access and Recourse, Enforcement and Liability. If there is any conflict between the policies in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification page, please visit www.privacyshield.gov.

In compliance with EU-US Privacy Shield Principles, Forum Group Events & Marketing commits to resolve complaints about your privacy and our collection or use of your personal information. European Union individuals with inquiries or complaints regarding this privacy policy should first contact the Forum Group Events & Marketing PRIVACY OFFICE.

How We Use Data

We collect and use personal data to manage your relationship with Forum Group Events & Marketing and better serve you when you are using Forum Group Events & Marketing Services by personalizing and improving your experience. Examples of how we use data include:

CUSTOMER EXPERIENCE
Providing you with a seamless customer experience by maintaining accurate contact and registration data, delivering comprehensive customer support, offering products, services, subscriptions and features that may interest you and enabling you to participate in contests and surveys. We also use your data to deliver a tailored experience, personalize the Forum Group Events & Marketing Services and communications you receive and create recommendations based your use of Forum Group Events & Marketing Services.

TRANSACTION SUPPORT
Assisting you in completing transactions and orders of our products or services, administering your account, processing payments, and arranging shipments and deliveries.

PRODUCT SUPPORT & IMPROVEMENT
Improving the performance and operation of our products, solutions, services and support, including warranty support and timely firmware and software updates and alerts to ensure the continued operation of the device or service. For more information, please see the section on Information Automatically Collected About Your Use of Forum Group Events & Marketing Services.

ADMINISTRATIVE COMMUNICATIONS
Communicating with you about Forum Group Events & Marketing Services. Examples of administrative communications may include responses to your inquiries or requests, service completion or warranty-related communications, safety recall notifications, communications required by law or applicable corporate updates related to mergers, acquisitions or divestitures.

SECURITY
Maintaining the integrity and security of our websites, products, features and services and preventing and detecting security threats, fraud or other criminal or malicious activity that might compromise your information. When you interact with us, we will also take reasonable steps to verify your identity, such as requiring a password and user ID, before granting access to your personal data.

BUSINESS OPERATIONS
Conducting ordinary business operations, verifying your identity, making credit decisions if you apply for credit, conducting business research and analytics, corporate reporting and management, staff training and quality assurance purposes (which may include monitoring or recording calls to our customer support) and outreach.

RESEARCH & INNOVATION
Innovating new products, features and services using research and development tools and incorporating data analysis activities.

ADVERTISING
Providing personalized promotional offers (in accordance with your Privacy Preferences) on Forum Group Events & Marketing Services and other selected partner websites (for example, you might see an advertisement for a product on a partner site that you have recently viewed on an Forum Group Events & Marketing site). We might also share some of your information with marketing service providers and digital marketing networks to present advertisements that might interest you.

DIRECT MARKETING
We may use personal information about you for the primary purpose of providing you with our services. We may also use it for other purposes for which you might reasonably expect us to use that information. This includes sending you information about new developments, products, services and special offers by post, telephone or any form of electronic communication. We may also contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases your personal information is not transferred to the third party. You authorise us to use any email address or other contact information you provide to use at any time for such above purposes. You agree and acknowledge that even if you opt out of receiving general marketing material, we may still send you essential information that we are required to send you relating to the services we provide.

COMPETITIONS
If you submit your information to us to participate in a competition or event managed on behalf of one of our clients then we will handle your information under the terms and conditions for that competition or event which may differ from our general privacy policy.

COMPLIANCE WITH LAW
Compliance with applicable laws, regulations, court orders, government and law enforcement requests, to operate our services and products properly and to protect ourselves, our users and our customers and to solve any customer disputes.

Storage of Information

Your information will be stored both on a secure computer facilities and in printed records. We take reasonable steps to ensure your personal information is stored securely to protect it from misuse, unauthorised access, or unauthorised disclosure. We use high quality commercially available technology and security to protect the information you give us.

If we no longer need your personal information, unless we are required under Australian law or a court or tribunal order to retain it, we will take reasonable steps to destroy or securely delete your personal information.

What Data We Collect

Personal data is any information that personally identifies you or from which you could be identified either directly or indirectly. We may collect your personal data through your use of Forum Group Events & Marketing Services or during interactions with Forum Group Events & Marketing representatives.

We will generally collect personal information directly from you, unless it is unreasonable or impracticable to do so. You can choose what kind and how much information you give us. We collect your personal information either to carry out our business and deliver our services for you (if you are a M&C Saatchi client) or to handle a request you have made to us (e.g. a job application or perhaps participation in a competition run for one of our clients). We will not sell your personal information or use your personal for any other purpose without your consent unless required by law.

If someone other than you provides us with personal information about you that we did not ask for and we determine that we could have collected this information from you had we asked for it, we will notify you as soon as practicable. However, this notice will not be provided if doing so would be a breach of an obligation of confidence. If we could not have collected this personal information, we will lawfully de-identify or destroy the personal information.

We will only collect sensitive information revealing your race, ethnic origin, political opinions, religious or philosophical beliefs, trade union memberships or details of health or disability if:

  • you have given express consent to us to do so and the information is reasonably necessary for us to carry out our functions or activities; or
  • the use of information is:
    o required or authorised under Australian law or a court or tribunal order;
    o necessary for the establishment, exercise or defence of a legal claim;
    o necessary for lessening or preventing a serious threat to health or safety;
    o necessary to take appropriate action in relation to suspected unlawful activity or
    serious misconduct;
    o used in relation to confidential alternative dispute resolution process.

The personal data we collect from you depends on the nature of your interaction with us or on the Forum Group Events & Marketing Services you use, but may include the following:

Information You Provide Directly

Contact Data – We may collect personal and/or business contact information including your first name, last name, mailing address, telephone number, fax number, email address and other similar data.

Payment Data – We collect information necessary for processing payments and preventing fraud, including credit/debit card numbers, security code numbers and other related billing information.

Account Data – We collect information such as how you purchased or signed up for Forum Group Events & Marketing Services, your transaction, billing and support history, the Forum Group Events & Marketing Services you use and anything else relating to the account you create.

Location Data – We collect geolocation data when you enable location-based services or when you choose to provide location-related information during product registration or when interacting with our website.

Security Credentials Data– We collect user IDs, passwords, password hints, and similar security information required for authentication and access to Forum Group Events & Marketing accounts.

Demographic Data – We collect, or obtain from third parties, certain demographic data including, for example, country, gender, age, preferred language, and general interest data.

Preferences – We collect information about your preferences and interests as they relate to Forum Group Events & Marketing Services (both when you tell us what they are or when we deduce them from what we know about you) and how you prefer to receive communications from us.

Social Media Data – We may provide social media features that enable you to share information with your social networks and to interact with us on various social media sites. Your use of these features may result in the collection or sharing of information about you, depending on the feature. We encourage you to review the privacy policies and settings on the social media sites you use to make sure you understand the information that is collected, used, and shared by those sites.

When Do We Share Your Personal Information

Your information may be shared with other Forum Group Events & Marketing entities, agents or contractors performing services for Forum Group Events & Marketing, such as Forum Group Events & Marketing Service Providers and financial institutions. If so, Forum Group Events & Marketing will seek to ensure that your information is only used in conjunction with the functions these parties will be performing for Forum Group Events & Marketing and that all such information is treated in a confidential manner.

Forum Group Events & Marketing will disclose your personal information to the extent required or authorised by applicable law, if ordered or required to do so by a court or enforcement authority as appropriate, or to ensure that we are in compliance with our legal obligations.

Forum Group Events & Marketing may transfer your personal information to third party service providers to the extent necessary to perform our functions or activities. We may supply your personal information to third parties to perform services on our behalf, such as:

  • The distribution of marketing information to you (except where you have chosen to opt out of receiving this information from us);
  • The supply of webhosting, website design, SEO and other services (providers in Australia, New Zealand, US and United Kingdom, and The Philippines);
  • Call centre sales and support services (provider in Australia, New Zealand and The Philippines).

Our relationships with such third party service providers are governed by our contracts with them. Those service contracts contain privacy and confidentiality provisions which are consistent with the Australian Privacy Law obligations.

Choosing Your Privacy Preferences

You can make or change your choices regarding Automatic Data Collection Tools, as well as receiving either subscription or general communications at the data collection point or by using other methods, which are described in the following sections. These options do not apply to communications primarily for the purpose of administering order completion, contracts, support, product safety warnings, driver updates, or other administrative and transactional notices where the primary purpose of these communications is not promotional in nature.

MARKETING & SUBSCRIPTION COMMUNICATIONS

Forum Group Events & Marketing communications provide information about products, services, and/or support and you can select how these communications are delivered – e.g., via postal mail, email, telephone, fax or mobile device. Marketing communications may include new product or services information, special offers, personalized content, targeted advertising or invitations to participate in market research or compliance reviews. Subscription communications include email newsletters, software updates, etc. that may be expressly requested by you or which you consented to receive.

  • You may opt out of receiving these general communications by using one of the following methods: Select the email’s “Opt out” or “Unsubscribe” link, or follow the instructions included in each email subscription communication.
  • To unsubscribe from messages delivered to mobile devices, reply to the message with the words “STOP” or “END.”

Your rights

To request access to, or correction of, your personal information, please contact us using the contact details in the ‘Contact Forum Group Events & Marketing’ section below. Upon your request and within 30 days, we will inform you about the type of personal information we hold about you, the purposes for which we hold it and the possible recipients or types of recipients. Upon written request and within a reasonable period of time we will also amend, correct, delete or cease to process personal information if that information proves to be factually inaccurate, incomplete, or irrelevant to the purpose(s) of the processing.

Customised Experience

We use technology to help us deliver customised visitor experiences. At Forum Group Events & Marketing, we use Forum Group Events & Marketing and third party “cookies” to help us determine which information is appropriate to you and to enhance your experience when you interact with us. Our use of cookies aims to provide you with a better experience when using www.forumgroupevents.com.au and to serve you customised messages about Forum Group Events & Marketing services when you visit the Forum Group Events & Marketing website and other websites.

Web Beacons

We, or third parties acting on our behalf, may use web beacons or related technology on our site, in our communications, on other sites, or in our communications in others’ messages. A web beacon is an electronic image that can be used to recognise a cookie on your equipment when you view a web page or online communication. Web beacons help us measure the effectiveness of our site and our interactions with you in various ways, for example, by counting the number of individuals who visit our site from a particular communication or make a purchase from our site after viewing a particular message as well as by telling us when a web page is viewed and providing a description of the page where the web beacon is placed. Web beacons also help us measure the effectiveness of our communication campaigns, for example, by counting the number of individuals who open or act upon a message, determining when a message is accessed and determining how many times a message is transmitted onwards.

The information we collect may include personal information, and web beacons allow us to recognise users by accessing Forum Group Events & Marketing cookies. We may also combine the information that we collect through web beacons with other personal information we have collected from you. We use all of this information to better tailor our interactions with you and we may use this information for other purposes, such as to enable a shopping cart, customise content on our website and internal research purposes. We will not share any personal information collected through Forum Group Events & Marketing web beacons with any third party, except for service providers who act on our behalf and who are contractually prohibited from any other use or disclosure of the information.

We do now allow third parties to place their web beacons on our site or in our advertisements.

Third-Party Sites

Please be aware that other web sites including sites that may be accessed through our site, e.g. via a hyperlink, may collect personal information about you. This privacy statement does not cover the information practices of those third-party sites linked to www.forumgroupevents.com.au or any other site. We use the “external link” symbol to mark links to third-party sites.

Additional Information

If you have asked to be contacted by one of Forum Group Events & Marketing’s partners, we will need to provide them with your contact details. This information will not be shared with any other party and will be forwarded to that partner for the sole purpose of allowing them to contact you. Personal data obtained from you is held and processed in accordance with all applicable laws and consistently with Forum Group Events & Marketing’s privacy statement.

Complaints

If you are concerned that we have not complied with your legal rights or applicable privacy laws, you may bring a complaint internally through our complaints process or you may decide to make a formal complaint with the relevant privacy regulator. We will deal with your complaint in accordance with our complaints handling process.

Exercising Your Rights & Contacting Us

You have the right to ask us for a copy of any personal data that you have provided to us or that we maintain about you and to request an explanation about the processing. In addition, you have the right to withdraw any consent previously granted or to request correction, amendment, restriction, anonymisation or deletion of your personal data; and to obtain the personal data you provide with your consent or in connection with a contract in a structured, machine readable format and to ask us to transfer this data to another data controller.

You also have the right to object to the processing of your personal data in some circumstances, in particular when we are using your data for direct marketing or to create a marketing profile.

In certain cases, these rights may be limited, for example if fulfilling your request would reveal personal data about another person or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests to keep.

If you would like to contact us, or have questions regarding our privacy statement, please write to us at:

Forum Group Events & Marketing
Attention: Privacy Steward
Level 1, 111 Flinders Street
Surry Hills NSW 2010

Alternatively, you may e-mail us at [email protected]

Changes to Our Privacy Statement

If we modify our Privacy Statement, we will post the revised statement here, with an updated revision date. If we make significant changes to our Privacy Statement that materially alter our privacy practices, we may also notify you by other means, such as sending an email or posting a notice on our corporate website and/or social media pages prior to the changes taking effect. This Privacy Statement was last updated on 26th June 2018. This policy becomes effective 30 days after posting, unless you are presented with the Forum Group Events & Marketing Privacy Statement prior to that date, in which case, this Privacy Statement becomes effective as of the earlier date.

Date Posted: 26th June 2018