We Respect Your Privacy
What kinds of personal information does NOS collect and hold?
Generally, we collect only the personal information that is given to us by you or by someone we believe is authorised on your behalf. The kinds of personal information that we collect will vary depending upon our interaction with you but may include:
- your name and telephone number;
- your email address;
- your gender;
- transaction details relating to any purchase(s) that you have made or that have been made on your behalf;
- any personal information you provide or preferences that you select in purchase or via the conference registration platform; and
- any other personal information which may be required in order to facilitate your dealings with us.
How does NOS collect personal information?
Generally, we collect personal information when you:
- make a purchase through us, for example, over the phone, via a booking platform or email;
- participate in a NOS survey, competition, promotion or other marketing campaign;
- indicate that you wish to receive news, offers or other marketing material from NOS;
- subscribe to receive event specific updates from NOS;
- make an inquiry or a complaint;
- provide your business card to us at an event or function;
- have other dealings with us, for example, via social media or in person, over the phone or when you write to us.
Sometimes we collect personal information about you from other sources.
We may also collect personal information through public sources and through third party service providers, where you have agreed to the release of such personal information to us, including:
- ticketing agents who we engage to act as our ticketing agent for NOS events;
- people making a purchase on your behalf;
- our business clients and partners;
- third party suppliers and contractors who assist us to operate our business.
From time to time NOS collects personal information about individuals who are not customers.
We will not otherwise collect any personal information about you except when you knowingly provide it or in accordance with the Privacy Act.
This is usually where we collect the name and business contact details of a person who is the contact in a government agency or company with whom we deal. NOS’s policy is to only use personal information collected from non-customers for the main business purpose for which it was collected.
How does NOS store personal information?
NOS may hold your personal information in electronic or hard copy format or a combination of both. This personal information may be combined or linked with other information held about you, including information that we receive from third parties. We have taken physical, electronic and procedural steps using generally accepted standards of security to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure. All NOS employees and third-party service providers must take reasonable steps to ensure that:
- information is protected from misuse, loss, unauthorised access or modification, or improper disclosure;
- practices, procedures and systems (including electronic and physical) are in place to ensure that the information is stored (and if necessary moved) safely and securely;
- the information has not been changed or tampered with;
- all records containing personal or sensitive information are kept in a secure location and cannot be accessed by unauthorised persons; and
- Authentication processes (for identification) are adhered to, in that a person accessing or providing information are who they claim to be.
We will keep your personal information only for as long as necessary to achieve the purpose we collected it for and in all cases for such periods as we are required to in order to comply with any relevant legislation and regulations.
What are the purposes for which NOS may collect, copy, modify, hold, use and disclose personal information?
Generally, NOS only uses personal information for the primary purpose for which we have collected it, or for another closely related secondary purpose. Our potential uses of personal information which NOS collects (and for which you consent to us using your personal information for) may include:
- to process and fulfil your purchase with us;
- to perform our duties and provide you use and access to our services;
- to contact you with important event information, if there is an event cancellation or change in event details, or for the replacement of lost tickets;
- to assist in identifying ways in which we can provide you with a better service, or enhance your experience of our website and mobile site or other services;
- so that we can promote our products and services to you and the products and services of third parties that we deal with;
- to allow our related companies to promote their products and services to you and those of their partners;
- for business research and the development of new products and services;
- to facilitate the competitions, special offers and promotions that we or our partners run;
- verifying your identity;
- to clean collected data for compatibility of proper storage purposes within our systems;
- so that we can respond to inquiries and complaint handling; and
- to comply with our legal and regulatory obligations and enforce our legal rights.
From time to time, there may be other purposes for which we, and our third-party contractors and service providers, collect, hold, use, copy, modify and disclose your personal information.
Direct Marketing and Research
As set out above, NOS may use personal information about you for marketing and research purposes. You can tell our Privacy Officer at any time if you no longer wish to receive marketing material from NOS. In addition, the marketing communications that we send to you may also contain information on how to unsubscribe from those communications.
You can also tell us at any time if you do not want us to disclose your details to other organisations such as our related companies or third parties for marketing purposes. To do this, you just need to contact our Privacy Officer.
Notwithstanding the above, NOS reserves the right to contact all delegates / ticket holders with important event information, including any delegates / ticket holders who unsubscribe from marketing communications.
Sometimes NOS extracts information from our collected records to produce aggregated data. This aggregated data does not identify individuals. NOS uses the aggregated data for research purposes and may share the data with third parties.
Who might NOS disclose my personal information to?
NOS may disclose your personal information:
- to third party contractors and service providers who help us operate our business or provide a service to you. NOS may disclose your personal information to third party contractors and service providers who, for example, help us operate our conference delegate platform systems, send out our mail/email and clean collected data. They will only process your personal data on NOS instruction, and are subject to a duty of confidentiality;
- disclosure of your personal information to event organisers, venue operators and promoters if they require this information to fulfil or administer your booking;
Otherwise, NOS will only disclose your personal information:
- where we are required to do so by law;
- if the disclosure is permitted under the Privacy Act; or
- if you have consented to the disclosure.
What happens if NOS does not collect my personal information?
Where it is lawful and practicable to do so, we will give you the option of not providing personal information, or of using a pseudonym, when you deal with NOS.
However, if we do not collect personal information about you at the point of sale or when you interact with us, this could impact the level of service we can provide to you. For example, we will not be able to contact you in the case of an event cancellation or venue change or we may not be able to properly respond to your inquiry or investigate your complaint or fully process your transaction.
Cookies, Tracking and Advertising
Sometimes the NOS website contains links to third party websites, for your convenience and information. When you access a non-NOS website, please understand that NOS is not responsible for the privacy practices of that site. We suggest that you review the privacy policies of each site you visit.
Access and Correction
Under the Privacy Act, you have a right to request access to the personal information that NOS holds about you and seek its correction. So that your request reaches the right person, please send it our Privacy Officer. Please include your contact details such as email address and telephone number and enclose a copy of a form of identification such as a current driver’s licence or passport. We will not charge you for making such a request but will let you know if there is a cost for supplying you with access to or correcting the personal information. We aim to respond to requests for access or correction within 30 days.
There are certain situations under the Privacy Act where we may refuse to provide you with access to or correct your personal information, but we will always let you know in writing if this is the case.
Additional terms that apply to some residents of the European Economic Area (EEA)
In addition to the rights already recorded above, if you are based in the EEA, you may have the following additional rights in relation to the personal information we hold about you:
Right to erasure
You can ask us to delete or remove your personal information in some circumstances, such as where we no longer need it or, if we are relying on your consent to process the information, you withdraw your consent. If you are entitled to erasure we will comply with your request. If we have shared your personal information with others, we will let them know about your request where reasonably possible. If you ask us, where it is reasonably possible and lawful for us to do so, we will also tell you who we’ve shared your personal information with so that you can contact them directly.
Right to restrict processing
You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances, such as where you contest the accuracy of that personal information or you do not want us to erase your information but require restriction of processing instead. If you are entitled to restriction of processing of your personal information, and we have shared your personal information with others, we will let them know about the restriction where it is reasonably possible for us to do so. If you ask us, where it is reasonably possible and lawful for us to do so, we will also tell you who we’ve shared your personal information with so that you can contact them directly.
Right to data portability
You have the right, in certain circumstances, to obtain personal information you have provided us with (in a structured, commonly used and machine-readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
Right to object
You can ask us to stop processing your personal information, and we will do so, if we are:
- relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or
- processing your personal information for direct marketing purposes.
Right to withdraw consent
If we rely on your consent as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.
Right to lodge a complaint with the supervisory authority
If you have a concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the relevant Supervisory Authority in the EEA.
Please be aware that some of these rights may be limited or unavailable where we have an overriding interest or legal obligation to continue to process the data, or where data may be exempt from disclosure due to reasons of professional secrecy obligations.
Complaints and how to contact our Privacy Officer
All correspondence should be directed to:
The Officiating Group Pty Ltd
Attention: The Privacy Officer
We will always endeavour to investigate your complaint and respond to you as soon as practicable after receipt, generally within 30 days. If you are not satisfied with our response, you may refer the matter to the Office of the Australian Information Commissioner.