Privacy collection notice

 

Purpose

 

This privacy collection notice explains how the Department of Foreign Affairs and Trade (DFAT) will collect, use and disclose your personal information in hosting the Asia-Pacific Ministerial Conference on Disaster Risk Reduction (the Event), convened by the UN Office for Disaster Risk Reduction (UNDRR). DFAT has engaged a Professional Conference Organiser (PCO), Carillon Conference Management, to coordinate and manage the Event on behalf of DFAT.

 

Why is DFAT collecting your personal information?

 

DFAT is collecting your personal information to manage the Event, including:

  • managing logistics for the Event, including Event security
  • assessing your suitability to participate in the Event
  • managing your participation in the Event
  • promoting the Event and other associated events run by DFAT
  • evaluating the Event.
     

What type of personal information will be collected?

 

DFAT will collect the following personal information about you:

  • name
  • position
  • organisation
  • contact details (email, phone number and address)
  • dietary requirements.

DFAT may collect the following sensitive personal information about you:

  • health information, such as any accessibility requirements
  • gender
  • biometric information, such as your driver’s licence or passport details
  • any criminal history information (such as police checks).  

If DFAT does not collect your personal information, we may not be able to authorise or manage your attendance at the Event.
 

How will DFAT collect your information:

 

DFAT will collect any information you provide in the PCO Event registration form.

DFAT may also collect your information from third parties, including:

  • anybody that completes the PCO Event registration form on your behalf
  • Australian Government agencies, including the Department of Home Affairs (Home Affairs), the Australian Federal Police (AFP)
  • State Government agencies, such as State police forces
  • your employer
  • Government agencies from your home country.
     

How DFAT will use and disclose your information:

 

DFAT will use and share your personal information, including your sensitive information, to manage the Event, including to:

  • manage logistics for the Event, including Event security
  • assesses your suitability to participate in the Event
  • manage your participation in the Event
  • promote the Event and other associated events run by DFAT
  • evaluate the Event.

DFAT may share your information with a number of third parties, including:

  • the PCO
  • UN Office for Disaster Risk Reduction
  • Australian Commonwealth or State Government agencies, including those listed above
  • third parties engaged by DFAT to assist DFAT to manage the Event (such as contractors)
  • your employer
  • Government agencies from your home country.

DFAT will also include your name, title, position, organisation and city of origin in the delegate list, available in the PCO’s conference app, which is provided to delegates, exhibitors and sponsors attending the Event. If you do not consent for your personal information to be included in the delegate list, please indicate this during the registration process or email register@ccm.com.au. Not being included in, or being removed from, the delegate list will not affect your ability to attend the Event.
 

Sharing my information outside Australia

 

DFAT may share your personal information with other parties outside Australia, including the PCO (whose servers are located in Singapore), the UNDRR, your home government or any other non-government agencies and individuals who are able to assist DFAT to assess your suitability to attend the Event.

If I make an application to attend the Event, or I authorise somebody else to make an application on my behalf, I understand and acknowledge that DFAT will not be responsible under the Privacy Act for how the overseas party handles my personal information for the purposes of assisting DFAT with managing the Event.

 

DFAT’s privacy policy

 

For further information regarding DFAT’s handling of your personal information, including how to access or correct your personal information that DFAT holds about you, how to complain about an alleged breach of privacy, please refer to our privacy policy at: https://dfat.gov.au/about-us/corporate/privacy/Pages/privacy.aspx