Last updated: 25 May 2018
HCMS’ “web sites” (hcms.com.au);
When you subscribe to our e-newsletter, blog and marketing emails;
When you register for HCMS’ talent management round tables, events and webinars;
When you participate on HCMS’ social media channels, including LinkedIn, Facebook, Twitter, Instagram and YouTube.
HOW WE COLLECT YOUR INFORMATION
We collect information about you when you provide it to us or when you use our Services, as further described below.
Information you provide to us
We collect information about you when you access the web sites, subscribe to our marketing emails, e-newsletters, webinars, use our mobile application, participate on our social media channels, enter contests or surveys, sign up for our webinars, or when you make ticket purchases to any HCMS event.
For example, you provide your contact information, and in some cases, payment information, when you purchase tickets for our events. You will also be asked to include other details for us to keep track of your preferences when attending our events.
We do not retain, share, store or use credit/debit card information for any secondary purposes, and will exercise reasonable care, but no less than the care required by applicable laws, to prevent disclosure or use of credit/debit card information.
Information provided by third parties
We may, from time to time, obtain information about you from third-parties such as business partners, or other companies. We may use any information about you which we receive from a third party to include in our database(s) or append to existing user data to add more detail to the information we have about you.
Information we collect automatically when you use our Services
We collect information about you when you use our Services, including browsing our web sites and taking certain actions within the Services.
Cookies. For each visitor to our web site, our web server may automatically attempt to identify the user through a cookie placed with the user’s web browser to provide better functionality and to recognise the user across different Services. We may log Internet Protocol (IP) addresses, or the location of your computer on the Internet, for systems administration and troubleshooting purposes. We use this information in an aggregate fashion to track access to the web sites. Our email alerts utilise tracking technology that allows us to see how many e-newsletters or marketing emails are opened and the e-mail address of users who have clicked on a given story, feature or advertisement. We use this information for internal purposes, to measure the aggregate number of people who view a given e-newsletter or marketing email item.
HOW WE USE YOUR PERSONAL INFORMATION
How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us. The following sets forth the ways we use your personal information.
To provide the Services and personalise your experience
We use information about you to provide the Services to you, including to process payment transactions, provide customer support, and to maintain the Services. This information may include your name, email address, areas of interest and mobile number. We may also use this information to tailor the content and experience you receive when accessing our Services.
We may process information about your use of our Services to help us make our Services better and more relevant to you. For example, we used information collected to identify trends and usage patterns so that we can further improve our Services. We may also use this information, such as areas of interest, to decide what new Services to create for you.
To communicate with you about our Services
We use your contact information to send transactional communications via email, including confirming your purchases, responding to your questions and requests, and providing customer support. We also send you communications as you register to a particular conference or webinar to provide you with more information about that conference or webinar. These communications are part of the Services and in most cases, you cannot opt out of them. If an opt out is available, you will find that option within the communication itself or in your account settings.
To market, promote our Services
We may use your contact information and information about how you use our Services to send promotional communications that may be of specific interest to you. These communications are aimed at maximising what you get out of the Services, including information about products, surveys, e-newsletters, marketing emails, conferences and webinars that we think may be of interest to you. We also communicate promotions, special offers and blog contents. You can control whether you receive these communications as described below under “Right to opt-out of communications”.
For safety and security
We use information about you and your use of our Services to verify activity, to monitor suspicious or fraudulent activity and to identify violations of Service policies.
To protect our legitimate business interests and legal rights
Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.
With your consent
We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.
With lawful bases for processing (for European Economic users)
If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable GDPR laws. This means we collect and use your information only where:
We need it to provide you the Services, including providing customer support and to protect the safety and security of the Services;
- It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research, to market and promote the Services and to protect our legal rights and interests;
- You give us consent to do so for a specific purpose; or
- We need to process your data to comply with a legal obligation.
If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using our Services.
HOW WE SHARE YOUR PERSONAL INFORMATION
We share information we collect about you in the ways discussed below.
Sharing with other Service users
Our web sites offer publicly accessible blogs, forums, supplier listings and resources. You should be aware that any information you provide in these web sites – including information that you include when posting a comment – may be read, collected and used by any member of the public who accesses our web sites. We urge you to consider the sensitivity of any information you input into these web sites. To request removal of your information from publicly accessible web sites operated by us, please contact us as provided below. In some cases, we may not be able to remove your information, in which case we will let you know if we are unable to and why.
Sharing with third parties
We work with suppliers and sponsors to deliver our conferences and webinars to you. We may share your information with these suppliers and sponsors insofar as reasonably necessary to help us operate, provide, market and improve our Services. We may also disclose your information to these suppliers and sponsors for the purpose of enabling them to contact you so that they can market to you relevant products that may help improve the way you conduct your business.
HOW WE STORE & SECURE INFORMATION WE COLLECT
Information storage and security
The security of your information is of great importance to us. HCMS have reasonable security measures in place to protect the loss, misuse and alteration of your information. While we implement safeguards designed to secure your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. We will respond to requests about this within 30 days.
How long do we keep information
How long we keep information we collect about you depends on the type of information, as described in further detail below.
Payment information. We retain payment information, such as name, email address and contact number, to support business operations and provide customer support. This information may also be used to communicate, market, promote our Services to you. However, your credit or debit card details are only stored for the processing of payment and will be deleted once payment is processed.
Marketing information. If you have elected to receive marketing emails and e-newsletters from us, we retain information about your marketing preferences unless you specifically ask us to delete such information.
HOW TO ACCESS AND CONTROL YOUR INFORMATION
You have certain rights to the personal information that we have collected about you. Here is a summary of these rights, how to exercise them and any limitations. We will respond to requests about these within 30 days.
Right to access and update your personal information
You have the right to ask us for confirmation on whether we are processing your personal information, and access to the personal information and related information on that processing (for example, the purposes of the processing, or the categories of personal information involved). You can also request to update, modify and correct any inaccuracies regarding your information.
Right to erasure
You have the right to ask us to delete your personal information. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.
Right to stop us from using your information
In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don’t have the appropriate rights to do so. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honoured or the dispute is resolved. If you object to information about you being shared with a third-party, please contact us.
Right to opt out of communications
You can opt out of receiving promotional communications from us by using the unsubscribe link within each email, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services.
Right to data portability
You have the right to receive the personal information that you have provided us in a structured, commonly used and machine-readable format (e.g. CSV or XLS), and you have the right to transmit that information to another controller, including to have it transmitted directly, where technically feasible.
OTHER IMPORTANT PRIVACY INFORMATION
Links to other web sites
HCMS’ web sites may contain links to external web sites that may be subjected to less stringent privacy standards. We cannot assume any responsibility for the privacy practices, policies or actions of external parties operating these web sites or services. You should review their privacy policies before providing them with personal information.
Transferring information we collect internationally
The HCMS’ Services are operated in and provided from Australia. If you are located in the EU or elsewhere outside of Australia, please be aware that any information you provide to us will be transferred to Australia. By using our Services and/or providing us with your information, you consent to this transfer.
Our policy towards children
Our Services are not directed to individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us.
Human Capital Management Solutions Pty Ltd
Melbourne, VIC 3000 Australia