Privacy Policy

Design Outlook Pty Ltd ("The Outlook", "we", "us") respects your right to privacy. We comply with the Australian Privacy Principles in the Privacy Act 1988 (Cth). This policy explains what personal information we collect, why, who we share it with, and how you can access, correct or delete it.

"Personal information" is information that identifies you or could reasonably identify you. Some of it is "sensitive information" under the Act, such as dietary and accessibility needs, and we handle that with extra care as set out below.

1. Who runs our events platform

We run our events, ticketing, websites and communications on Heike, an events platform provided by Heike AI Pty Ltd (Australia). Heike AI Pty Ltd stores and processes personal information on our behalf and on our instructions. It does not use your information for its own purposes. Heike AI Pty Ltd in turn relies on the service providers listed in section 7.

2. What we collect

Depending on how you deal with us, we may collect:

• Contact details. Your name, email address, phone number, organisation and job title.

• Ticketing and payment details. What you bought, when, and the name and email on the order. Card details are collected and held by our payment provider, Stripe. We never see the full card number.

• Event details. Registrations, attendance, sessions you attend, and questions you answer when you register.

• Dietary and accessibility needs. Only when you tell us, and only for the event you tell us about.

• Speaker and participant details. Biography, photo, organisation and role, where you take part in a programme.

• Sponsor and partner details. The names and contact details of the people we deal with at sponsoring and partner organisations.

• Professional details from business data providers. We may hold the name, organisation, role and public profile photo of people we have not yet dealt with, obtained from business data providers. We do not hold or contact an email address obtained this way. See section 4.

• Website and app usage. Browser, device, pages visited and the site you came from, collected through cookies and analytics as set out in section 14.

• Anything else you give us, for example feedback, survey responses, or correspondence.

3. How we collect it

• Directly from you, when you buy a ticket, register, RSVP, subscribe, fill in a form, respond to a survey, or contact us.

• From your organisation, when it registers you for an event, sponsors an event, or nominates you as a speaker or contact.

• From a host or partner, when they invite you to an event we run on their behalf or with them.

• From business data providers, for professional details only, as described in section 2.

• Automatically, when you use our websites or mobile app.

4. People we have not dealt with before

Where we obtain your professional details from a business data provider or from an organisation we work with, we hold them so that we know who is who in the sectors we serve. We do not send you marketing on the strength of those details alone. If you later register, RSVP or contact us, we will treat you as someone who has dealt with us and this policy applies from then.

If a host or partner gives us your details to invite you to an event, we will send you that invitation on their behalf. It will tell you who invited you and give you a way to opt out of hearing from us again.

5. Why we use your information

We use personal information to:

• run the events you attend, speak at or sponsor, including check-in, badges, catering and access arrangements;

• sell and deliver tickets, issue receipts and process refunds;

• send you information about our events and services, where we are permitted to;

• run our websites, mobile app and communications;

• understand how our events and campaigns perform, so we can improve them;

• meet our legal, accounting and record-keeping obligations;

• protect our rights, property and the safety of our attendees and staff.

6. Who we share it with

Event sponsors and partners. When you scan your badge at a sponsor's stand, opt in to hear from a sponsor, or attend an event where the sponsorship includes an attendee list, we give that sponsor your name, organisation, job title, email address and phone number. The sponsor is responsible for how it uses those details, and we ask sponsors to use them only in connection with the event. We make those details available to the sponsor for a limited period after the event, after which their access through our platform ends.

We never give sponsors your dietary or accessibility needs.

Venues, caterers and event suppliers. We share dietary and accessibility needs with the venue, caterer or supplier who has to provide for them, for that event only.

Our platform provider and its service providers. Heike AI Pty Ltd and the providers listed in section 7.

Our professional advisers, insurers and contractors, where reasonably necessary for the purposes in section 5.

Where the law requires it, for example in response to a court order, subpoena or lawful request from a regulator or law enforcement.

If our business changes hands. If we sell or transfer our business, we may transfer our records, including personal information, to the buyer under an agreement that protects your privacy.

7. Overseas disclosure

Our platform is hosted in Sydney, Australia. Some of the service providers that Heike AI Pty Ltd and we rely on are located overseas or store data overseas:

We take reasonable steps to make sure these providers handle your information in a way that is consistent with the Australian Privacy Principles, including contractual protections. By providing personal information to us you consent to these disclosures.

8. Marketing and how to stop it

We send event information and marketing by email where you have subscribed, registered or bought a ticket, or where you have otherwise agreed to hear from us. Every marketing email includes an unsubscribe link, and you can also ask us to stop at any time by contacting us. Unsubscribing does not affect transactional messages about a ticket you hold or an event you are registered for.

9. How long we keep it

We keep personal information for as long as we need it for the purposes in section 5.

• Dietary and accessibility needs are held for the event they relate to and are not carried forward without asking you again.

• Sponsor access to attendee details ends a limited period after the event.

• Receipts and order records are kept for the period required by Australian financial record-keeping law, even if you ask us to delete everything else.

• Records of your consent to receive communications are kept so we can show what you agreed to.

10. Deleting your information

You can ask us to delete the personal information we hold about you. When we do, your details are erased from our platform in a way that cannot be reversed. The exceptions are receipts and order records we are legally required to keep, and records of the consent you gave. We will tell you what we have kept and why.

11. Access and correction

You can ask for a copy of the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date, incomplete or misleading. There is no charge. We will respond within 30 days. In limited circumstances set out in the Privacy Act we may refuse access, and if we do we will tell you why.

12. Security

We protect personal information with physical, electronic and organisational safeguards. Sensitive and contact details are encrypted on our platform. Access to personal information is limited to staff who need it for their role.

No method of transmission or storage is completely secure. If you believe your information has been compromised, please contact us.

13. Data breaches

If a data breach occurs that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

14. Cookies and analytics

Our websites use cookies and similar technologies. We use Google Tag Manager to run Google Analytics and Google Ads conversion measurement, which tell us how people use our sites and which campaigns bring people to our events. This information is used in aggregate. We do not use it to show you advertising on other sites.

You can block or delete cookies in your browser settings. Some parts of our sites may not work fully if you do.

15. Our mobile app

If you use our event app, it collects the details needed to show you your tickets and programme and to check you in. If you enable notifications, we may send you event updates through your device. You can turn notifications off in your device settings.

16. Links to other sites

Our sites link to websites we do not control. We are not responsible for their privacy practices. Please read their privacy policies.

17. Changes to this policy

We may update this policy from time to time. The current version is always published on our website with the date it took effect. Where a change is significant we will let you know.

18. Contact us

Privacy questions, access requests, corrections and deletion requests:

Design Outlook Pty Ltd
hello@designoutlook.com.au

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.