Privacy Policy

We are Entegy Pty Ltd (ACN 156 242 385) (we/our/us) industry leading event management software applications and platforms.

We consider your privacy to be important and we take our responsibility to protect it seriously. We understand that you are concerned about your privacy, along with the confidentiality and security of any personal information provided to us.

This Privacy Policy describes how we collect, use, process, and disclose (Process) your data (which includes any information you provide that may be able to identify you personally) ), in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) (Privacy Act) in conjunction with your access to and use of all of the products, services, websites and platforms that we offer (referred to collectively as our Services). This Privacy Policy does not apply to personal data we process as a data processor.

For individuals from the European (EU) or European Economic Area (EEA) we have appointed a EU Representative in terms of Article 27 General Data Protection Regulation (GDPR) whom they may contact with any queries they have regarding the processing of their personal data or this privacy policy:

c/o activeMind.legal Rechtsanwaltsgesellschaft mbH

Potsdamer Strasse 3

80802 Munich

Germany

E-Mail: representative@activemind.legal

1.1 Collecting your Personal Information

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. We store personal information that is provided to us as a part of our business, or that is provided to us using our Services.

Due to the nature of the services that we provide, it is generally impractical for us to deal with you without knowing your name and your contact details. However, where it is practical for us to do so, we shall provide you with the option to deal with us anonymously or by using a pseudonym.

We collect information about Admin Account Holders, Member Account Holders and visitors for different reasons. Where you are a visitor to our website (https://www.entegy.events/) (Site), we will only collect Personal Information about you where you have either consented, it is necessary for pre-contractual measures (e.g. you have requested a quote) or it is in our legitimate business interests to do so and done so in accordance with Australian privacy laws, or where applicable, EU privacy laws.

By accessing and using our services in Australia, or by registering as an Admin Account Holder or Member Account Holder in Australia, you are explicitly consenting to the collection and use of your personal information in accordance with the terms of this policy. You may withdraw your consent to our collection and use of your Personal Information at any time by ceasing to use our services and notifying us that you have withdrawn your consent to the processing of your personal information.

By accessing and using our services as a private individual in the EU or EEA, or by privately registering as an Admin Account Holder or Member Account Holder in the EU or EEA , you are explicitly consenting to the collection and use of your personal information in accordance with the terms of this policy. If you are accessing our services, or registering as an Admin Account Holder or Member Account Holder on behalf of your company or employer in the EU or EEA please refer to their privacy policy for more information, we act only as a data processor in terms of Art. 28 GDPR.

1.2 Ways that We Collect Information

We collect data in a variety of ways from those interacting with us, including:

(a) through our site;

(b) through our Entegy platform (Platform) and account creation process;

(c) from other interactions with us, whether by telephone, email, ordinary mail or any other electronic or online means;

(d) through any of our other business activities or events;

(e) where your customer, client or personnel data is migrated to the Platform by our users; and/or

(f) where you otherwise voluntarily provide us with your data (for example, where you respond to a survey or feedback request).

We automatically gather information to monitor your use of the Site, our Platform and the provision of our other products and services.

In general, we use Personal Information for providing, evaluating, improving, personalising and developing our business, our Site, our Platform and our associated products and services.

We will provide more specific information below on how and why your Personal information is collected and used, relevant to the nature of your interactions with us.

3.1 The type of Personal Information we collect depends on how you use our services. To make things easy, we have set out in the table below the type of information we collect and the purpose for which it is collected.

We process data that we have collected about you in accordance with this policy in different ways. How we process your data will largely depend on whether you are using our services as a visitor, or as a Member Account Holder or an Admin Account Holder. To make this simple, we’ve broken down the categories of users of our services. Each section sets out how and why information is collected about our different user groups with reference to the type of Personal Information set out in the above table.

Visitors

Where you have provided it to us and consented to our processing of your Personal Information, we will collect your contact information, and any other information that you provide us in an enquiry, online form or otherwise.

We use this information to get in contact with you to respond to queries and provide you with information. If you have agreed to it, we may also send you direct marketing and promotion information. If we have sent you marketing and promotional information directly, you will be able to opt-out at any time.

We may also collect your computer and mobile device Information and Information from Cookies and similar technologies. We collect this information to:

(a) allow us to improve our services;

(b) allow us to improve our security and prevent illegal (including fraud), abusive and detrimental activity;

(c) helps us determine the nature in which you have used our services;

(d) allow us to assess the success of our advertising and emailing campaigns;

(e) troubleshoot problems with our services and make improvements;

(f) track the success of our integrations and referral processes (for example, if you were directed to our website by another website).

Please note that where we have collected Personal Information about you, we may be required to disclose that Personal Information for the purposes of complying with a relevant law or court order.

Member Account Holders and Admin Account Holders

As a Member Account Holder or Admin Account Holder we collect the following types of information about you to fulfil our contractual obligations to deliver our services to you, and in our legitimate interests:

(a) Account Information;

(b) Profile Information;

(c) Social Media Information;

(d) Additional User Information;

(e) Computer and Mobile Device Information; and

(f) Information from Cookies and similar technologies.

We use your Personal Information to:

(a) Respond to your inquiries;

(b) Manage your account;

(c) Provide you with Services;

(d) Bill you for Services;

(e) Provide you with customer support;

(f) Contact you about your account, the Services and the Platform;

(g) Seek feedback from you;

(h) Send information as part of our services; and

(i) provided you do not opt-out, to send you marketing and promotional information.

We will use computer and mobile device information and Information from Cookies or similar technology to:

(a) ensure our services are fully functional and operating at an optimal performance level;

(b) allow us to measure the performance of email messaging and improve email messaging services;

(c) collect data regarding attendance at events;

(d) provide us with information regarding the nature of events being managed using our services;

(e) identify and fix functionality errors;

(f) monitor illegal, abusive or undesirable behaviour;

(g) to track the success of our integrations and referral processes from third parties; and

(h) enforce our agreements and comply with other lawful requirements.

In the collection and use of the above Personal Information we will also employ profiling and utilise machine learning in order to provide more accurate and detailed statistics regarding the nature of the data being collected. This information will usually be provided to Admin Account Holders. Although we do not control how Admin Account Holders use your Personal Information, it is likely that such Personal Information will be used to make decisions about your preferences as a consumer and to tailor marketing and promotional material to be more relevant towards you.

Admin Account Holders are also provided with a degree of control over how we process data collected on their behalf. Where you have attended an event, responded to a query or provided information in a form or survey as a Member Account Holder, we aggregate response data and activity in order to identify trends, recommend services and devise new products and services.

You can object to any such use of your data set out above. However, we may not have the ability to fully and properly provide our Services to you if you do not want us to collect or use the above Personal Information.

Please note that at no time will we ever sell to a third party (being a party other than the Admin Account Holder) your Personal Information.

4.1 Account payment information

Account payment information including credit card details are collected directly and stored by our third-party payment processing provider, Stripe. These details are not collected by us and only accessed via API.

4.2 Site and Platform Data

Whenever you visit our Site or enter our Platform, our servers automatically record information for statistical purposes about your usage, such as:

(a) the type of browser used;

(b) the referring URL;

(c) the IP address;

(d) the number and type of pages viewed;

(e) the date and time of visits; and

(f) the exit URL.

This information remains anonymous, and we do not link it to any data, unless at the time of visiting our Site or the Platform you were logged in to your account.

4.3 Cookies

We may utilise "Cookies" through our Site which enable us to monitor traffic patterns and to serve you more efficiently if you revisit our Site. A cookie does not identify you personally, but it does identify your computer. You can set your browser to disable cookies or to notify you when you receive a cookie and provide you with an opportunity to either accept or reject it in each instance. If you disable cookies, you may not be able to access certain areas or features on our Site.

(a) In accordance with the APPs, we obtain your consent for non-essential cookies:

(i) When you first visit our website, we will provide clear information about the cookies we use;

(ii) You have the right to accept or reject non-essential cookies;

(iii) You can modify your cookie preferences at any time through your browser settings; and

(iv) Rejecting cookies may limit some features of our Site.

(b) You can set your browser to disable cookies or to notify you when you receive a cookie and provide you with an opportunity to either accept or reject it in each instance. If you disable cookies, you may not be able to access certain areas or features on our Site.

(c) We do not currently allow third-party services (such as analytics providers or advertising networks) to place cookies on our Site .

4.4 Web Beacons

(d) Similarly, we may from time to time, use web beacons (also known as clear gifs, pixel tags or web bugs) to monitor user behaviour on our Site. Web beacons are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of web users or to access cookies.

(e) Unlike cookies which are stored on the user’s computer hard drive, web beacons are embedded invisibly on web pages (or in e-mail). Web beacons may be used to deliver or communicate with cookies, to count users who have visited certain pages and to understand usage patterns.

(f) We do not currently allow any third-party web beacons to be utilised on the Site.

(g) Like many sites, we may use web beacons to collect information which is done in accordance with this Policy, the Apps and the Privacy Act.

4.5 Third Party Advertisements

From time to time, we may allow third parties, including our authorised service providers, advertising partners and ad networks to serve advertisements on our Site. Any information that these third parties collect via cookies is completely anonymous and is non-identifiable. If you provide a third party with information directly, we strongly recommend you first review the privacy policy of the relevant third party.

4.6 Sensitive information

We do not knowingly collect or use any health-related information or any data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, sex life, or sexual orientation, criminal convictions and offenses, trade union membership, or genetic or biometric data.

We will take reasonable steps to delete all sensitive information (as defined within the Privacy Act) that you provide to us, whether intentionally or incidentally.

4.7 Information about minors

We do not knowingly collect or use data from children under 18. If a parent or guardian becomes aware that his or her child has provided us with data, that parent or guardian should contact us. If we become aware that a child has provided us with Personal Information, we will delete such information from our files.

We do not disclose your personal information to any third party without your personal consent. However, if you are an employee of a company that has created a personal account to utilise one of our Platforms, we will make any personal information that you have provided to us available to your employer.

Aside from the above, we will only disclose Personal Information as legally required – either upon valid court order, as required under the Privacy Act, to external service providers so that they can provide financial, administrative, or other service in connection with the operation and improvement of our business, or where compelled by a law enforcement or governmental agency.

6.1 Overseas disclosure

In order to store your Personal Information, provide customer support, perform back office functions, fraud prevention tasks or provide services to you we may need to allow our staff, suppliers and service partners (who may be located or whose resources may be located in a country other than your country of residence) to access the Personal Information that you have supplied. The parties to which we currently allow access to such information include:

(a) Amazon Web Services

These parties may change in the future and we will update this Privacy Policy when such changes take place.

We have implemented security measures to protect the security of your Personal Information. However, as with any transfer of data, there are still risks of data breaches. There may be instances where your Personal Information is transferred to third party countries and international organisations, which have not been the subject of an adequacy decision by the General Data Protection Regulation Commission. Such transfers are necessary in order for us to perform our contractual obligations and also to deliver the services.

By providing your Personal Information you are explicitly consenting to the international transfer and processing of such data in accordance with this Policy, in full and informed knowledge of the risks associated with such transfers and processing.

You may withdraw your consent at any time by contacting us using the contact information contained in this policy. However, this may affect or limit your ability to use our Services.

In all other circumstances we will only disclose Personal Information to a third-party country recipient or international organization if the disclosure of the information is required or authorized by or under a law of the EU, an Australian law, other applicable law or a court/tribunal order.

In all other circumstances we will only disclose data to an overseas recipient if:

(a) you consent to the transfer; or

(b) the disclosure of the information is required or authorised by law, a regulatory authority, or a court or tribunal order.

6.2 Use of Google Analytics

We may from time to time use Google Analytics on our Site, a web analysis service operated by Google Inc. (“Google“). Google Analytics uses cookies (text files) which are sorted on your computer and which allow for analysis of your visits to be conducted. Information concerning your visit produced through cookies (including IP address) will be transferred to and stored on a server in the United States of America operated by Google. Google will analyse this information to produce a report for the operator on Site usage and online usage of associated services. Google may also transfer this information to third parties either where this is required by law or where third parties are contracted by Google to Process data. Google will not allow your IP address to be linked to any other data.

We use industry best practices to protect data that we deal with from:

(a) misuse, interference and loss; and

(b) unauthorised access, modification or disclosure.

All staff and third-party providers with access to data, including third-party data storage providers, are required to comply with appropriate information security industry standards. Our onsite premises are secured to ensure no loss of hardware which stores Personal Information.

We regularly review security and privacy practices to ensure our systems are up to scratch. While we cannot guarantee that loss, misuse or alteration of data will not occur, we use all reasonable efforts to prevent this.

Although we work to ensure our security systems align with industry best standards, there is always risk associated with the transmission of information via the internet.

You acknowledge that we cannot guarantee the security of any data transmission, and as such all data transmissions are entirely at your risk. Once we have received your data, we will take reasonable steps to use procedures and security features to try to prevent unauthorised access, modification or disclosure.

It is also important for you to guard against unauthorized access to your personal data by maintaining strong passwords and protecting against the unauthorized use of your own computer or device.

8.1 Our Partners

We are sometimes required to engage third parties in order to provide you with the full scope of our services. We utilise third parties to:

(a) facilitate the sending of emails to Member Account Holders;

(b) track and report on marketing metrics;

(c) provide payment facilities;

(d) support you in your use of our services.

All third parties that are engaged are required to comply with the same data security and privacy standards that we impose, and that are otherwise imposed by law.

8.2 Third Parties

Our Site, promotional material and Platform may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the privacy policy of every site you visit.

We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites, products or services whatsoever, including those of our clients.

We enter into legal contracts with each of our clients which contractually require them to adhere to applicable privacy laws and self-regulatory advertising codes. Ultimately, the collection, processing, use and disclosure of your information by our clients is managed by our client’s under their own privacy policies.

We encourage you to read the terms and policies of all third-party sites, apps or services that you visit or interact with.

9.1 Destruction and Erasure of Data

(a) We will only retain your data whilst it is required for the purpose for which it was collected (for example, to provide our contractual services to you, or for our legitimate business purposes). When we no longer require the data, we will take all reasonable steps to destroy the information, or to ensure the information is deidentified (unless we are required to retain the data by law, a regulatory authority or the order of a court or tribunal).

(b) Notwithstanding the above, you have the right to request the erasure of your data. If you wish to have your data erased, please let us know and we will take all reasonable steps to destroy it, unless we need to keep it to comply with a law, or the order of a regulatory authority, court or tribunal. Where we have provided your data to a third party, we will take reasonable steps to ensure that party also deletes your data.

(c) If you are a Member Account Holder, we will retain any personal data provided by you in relation to an event for as long as directed by an Admin Account Holder. You should enquire from your Admin Account Holder as to how long they will be directing us to retain your data.

9.2 Access to data

We will provide you with access to the data held by us in relation to you, except to the extent that denying access is required or authorised by law, a regulatory authority or a court or tribunal order.

9.3 Request for Access

To request access to your data please use the contact information contained in this Privacy Policy. We will respond to your request and either provide you with the data you have requested, or notify you when we will provide you with your data. Any data requested will be provided within 30 days of your request, unless we are unable to provide you with access to the data because, for example, doing so would breach the law, the ruling of a regulatory authority, or a court or tribunal order. If this is the case we will advise you of the reasons we cannot provide your data.

9.4 Use of Intermediaries

If you have requested access to your data and we are unable to provide you with that access, you may request that, where it is reasonable for us to do so, we engage a mutually agreed intermediary to deal with the data you have requested and that would allow you sufficient access to your data to meet your requirements.

9.5 Costs

We will not charge for providing an initial copy of your data. However, we reserve the right to charge for providing additional copies of data. If we do decide to charge you fees, such fees will not be excessive, and we will notify you of those costs prior to providing you with the data. We may require anticipated costs to be paid prior to providing you with additional copies of your data.

9.6 Data portability

Insofar as it does not adversely affect the rights and freedoms of others and where you have communicated a request to us:

(a) we will provide you with such data that we have collected about you in a structured, commonly used and machine-readable format; or

(b) after receiving your request, where technically feasible, we will transmit your data directly to another data processor or controller.

9.7 Correction of Personal Information

(a) We are obligated to ensure that data that we are processing is kept accurate and up to date. Please notify us if any of your data changes, so that we may update our records. You will also have the ability to update your data via the Platform where you are a user.

(b) If at any time you wish to correct any data held by us, please contact us using the contact information contained in this Privacy Policy. We will correct your data to ensure that the information is accurate, up to date, complete, relevant and not misleading.

If we advise that we are unable to correct your data, for example due to a law, order of a regulatory authority or court or tribunal, we will notify you in this regard.

(c) If we correct data about you that we previously disclosed to another party, we will take reasonable steps in the circumstances to give that party notification that the data has been corrected, unless it is impracticable or unlawful to do so.

9.8 Restriction of Processing

You may request that we limit or restrict the way we Process your data. Where we are satisfied grounds for restriction exist, we will only Process your data:

(a) with your consent;

(b) for the establishment, exercise or defense of legal claims against us;

or

(c) for the protection of the rights of another natural or legal person.

9.9 General Note

If you are a Member Account Holder and you have provided personal data in regard to an event, you may need to reach out to the Admin Account Holder (who will be the data controller) to organise the access to, correction, restriction or erasure of your personal data. We will provide you with all reasonable assistance in this regard.

10.1 Entegy Pty Ltd is responsible for responding to any requests related to your personal data.

Contact details for Entegy Pty Ltd are as follows:

Email: privacy@entegy.com.au

Address: 1/19 Musgrave St, West End, Queensland 4101 AUSTRALIA

If you believe that we have used or disclosed your data in a manner which is contrary to this Privacy Policy or otherwise breaches an applicable law, then you should contact us using the contact information in this Privacy Policy. We will happily work with you to address any concerns that you may have.

If you are based in the European Union and have a complaint or request regarding your data, you may also contact our European Representative using the contact information contained in clause 1.0 of this Privacy Policy.

Within 30 days of receipt of your complaint or request we will notify you in writing as to what action we propose to take in relation to your complaint or request and will provide you with details of what further action you can take if you are not satisfied with our response.

You also have the right to lodge a complaint with the relevant supervisory authority in your jurisdiction. If you are in Australia, you may lodge your complaint with the Office of the Australian Information Commissioner.

Information on making a privacy complaint can be found on their website at https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us.

If you are located in the EU you may find a list of supervisory authorities here: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en

If you are unsure who your relevant supervisory authority may be, please contact us so that we may provide you with assistance.

We reserve the right to vary this Privacy Policy from time to time to ensure that we remain up to date with market expectations, the law and technological advances. Any variations to this Privacy Policy will be published on our Site.

It is your responsibility to check our Privacy Policy periodically to ensure you are aware of any changes made to it.