Effective date: 5 November 2026
1. Introduction
This Privacy Policy describes how YM3 Pty Ltd collects, uses, stores, and protects your personal information when you visit our website at www.ym3.com.au and register for our online events. We are committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This policy applies to all personal information we collect about individuals and outlines how we manage personal information in an open and transparent way as required under Australian privacy law.
2. Personal Information We Collect
Under the Privacy Act 1988, "personal information" means information about an identified individual, or an individual who is reasonably identifiable. We collect personal information that is reasonably necessary for our business functions and activities.
2.1 Website Visitors
When you visit our website, we may collect:
- Personal Information: Name, email address and message content when you contact us through forms
- Technical Information: IP address, browser type and version, operating system, device information, and website usage data (this may constitute personal information if it identifies you)
- Cookies and Tracking Data: Information collected through cookies, web beacons, and similar technologies
2.2 Event Registration
When you register for our online events, we collect:
- Personal Details: Full name, email address, phone number, company/organisation name, job title
- Professional Information: Industry, role, interests related to the event topic
- Technical Requirements: Preferred session times, accessibility needs, technical specifications
- Payment Information: Billing details (processed securely through third-party payment processors)
- Health Information: Where you provide accessibility requirements, this may include sensitive information as defined under the Privacy Act
2.3 Automatically Collected Information
- Website analytics data (page views, session duration, click patterns)
- Event attendance and participation data
- Communication preferences and interaction history
2.4 Collection Methods
We collect personal information:
- Directly from you when you provide it through our website, forms, or during event registration
- From third parties (such as event partners or referral sources) where you have consented to such disclosure
- Through automated means such as cookies and analytics tools
3. How We Use Your Personal Information
We only use and disclose your personal information for purposes that are directly related to our business functions and activities, and for purposes you would reasonably expect. Under the Australian Privacy Principles, we ensure our use is lawful and fair.
3.1 Primary Purposes
Website Operations:
- Provide and maintain our website functionality
- Improve user experience and website performance
- Respond to inquiries and provide customer support
- Send administrative communications about our services
Event Management:
- Process event registrations and manage attendee lists
- Send event confirmations, updates and related communications
- Provide technical support for online event access
- Conduct post-event surveys and gather feedback
3.2 Secondary Purposes (with consent or where reasonably expected)
Marketing and Communications:
- Send newsletters and promotional materials (with your consent)
- Inform you about future events and services that may interest you
- Conduct market research and analyse user preferences
- Personalise content and recommendations
3.3 Other Permitted Uses
Legal and Administrative Purposes:
- Comply with legal obligations under Australian law
- Protect our rights and prevent fraud or abuse
- Enforce our terms of service and policies
- Respond to complaints and legal proceedings
4. Disclosure of Personal Information
Under the Australian Privacy Principles, we do not sell personal information. We may disclose your personal information in the following circumstances where permitted by law:
4.1 Service Providers and Contractors
We may disclose personal information to trusted service providers who assist us with:
- Website hosting and maintenance
- Email marketing and communication services
- Online event platforms and technical infrastructure
- Payment processing (they handle payment data according to PCI DSS standards)
- Analytics and performance monitoring
These service providers are required to protect your personal information and only use it for the specific services they provide to us.
4.2 Event Partners and Third Parties
- For co-hosted events, we may disclose relevant attendee information to event partners, sponsors, or speakers as necessary for event delivery
- We will inform you at the time of collection if we intend to disclose your information to specific third parties
- Any disclosure is limited to what is reasonably necessary for the specific event or purpose
4.3 Legal and Regulatory Disclosure
We may disclose your personal information where:
- Required or authorised by Australian law or court order
- Necessary to investigate suspected unlawful activity
- Required to protect the rights, property, or safety of our organisation, users, or the public
- Necessary for law enforcement purposes
4.4 Business Transfers
In the event of a merger, acquisition, or sale of business assets, personal information may be transferred to the new entity, subject to the same privacy protections.
5. Data Security and Storage
In accordance with Australian Privacy Principle 11, we take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
5.1 Security Measures
We implement reasonable security measures including:
- Encryption of data in transit and at rest
- Secure server infrastructure with regular security updates
- Access controls and authentication systems for staff
- Regular security audits and vulnerability assessments
- Staff training on privacy obligations and data protection practices
- Physical security measures for premises and equipment
5.2 Data Retention and Destruction
We retain personal information only as long as reasonably necessary for the purposes for which it was collected, or as required by Australian law:
- Website Data: Analytics data retained for up to 2 years
- Event Registration Data: Retained for up to 3 years after the event for record-keeping and follow-up purposes
- Marketing Communications: Retained until you unsubscribe or request deletion
- Legal Requirements: Some data may be retained longer to comply with Australian legal or regulatory obligations (e.g., taxation, business records)
When personal information is no longer needed, we take reasonable steps to destroy or de-identify it.
5.3 Overseas Disclosure
If we disclose personal information to overseas recipients, we will take reasonable steps to ensure they do not breach the Australian Privacy Principles. This may include:
- Ensuring the overseas recipient is subject to substantially similar privacy laws
- Contractual arrangements requiring compliance with Australian privacy standards
- Obtaining your consent to the overseas disclosure
We will notify you if we intend to disclose your information overseas.
6. Your Rights Under Australian Privacy Law
Under the Privacy Act 1988 and Australian Privacy Principles, you have specific rights regarding your personal information:
6.1 Access to Personal Information (APP 12)
You have the right to:
- Request access to the personal information we hold about you
- Receive information about how we have collected and used your personal information
- Receive a copy of your personal information in a readily accessible form
We will respond to access requests within a reasonable period (generally 30 days) and may charge a reasonable fee for providing access.
6.2 Correction of Personal Information (APP 13)
You have the right to:
- Request correction of personal information that is inaccurate, out-of-date, incomplete, irrelevant, or misleading
- Request that we update your contact preferences and profile information
If we refuse to correct your personal information, we will provide you with written reasons and information about how to complain.
6.3 Complaints Process
If you believe we have breached your privacy rights, you can:
- Lodge a complaint with us using the contact details below
- Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)
We will investigate your complaint and respond within a reasonable period (generally 30 days).
6.4 Communication Preferences
You can:
- Unsubscribe from marketing emails at any time using the unsubscribe link
- Opt out of non-essential communications
- Update your communication preferences by contacting us
- Withdraw consent for specific uses of your personal information (where consent is the legal basis)
6.5 Anonymity and Pseudonymity
Where practicable, we will provide you with the option to interact with us anonymously or using a pseudonym. However, this may not always be possible for event registration or when we need to verify your identity.
To exercise any of these rights, contact us using the details in Section 11 below.
7. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to:
- Remember your preferences and settings
- Analyse website traffic and user behaviour
- Provide personalised content and recommendations
- Enable social media features and third-party integrations
You can control cookie preferences through your browser settings. Note that disabling certain cookies may affect website functionality.
Cookie Categories:
- Essential Cookies: Required for basic website functionality
- Performance Cookies: Help us understand how visitors use our site
- Functional Cookies: Remember your preferences and settings
- Marketing Cookies: Used to deliver relevant advertisements
8. Third-Party Services
Our website and events may integrate with third-party services such as:
- Social media platforms (Facebook, LinkedIn, Twitter)
- Video conferencing tools (Zoom, Microsoft Teams, etc.)
- Analytics services (Google Analytics)
- Email marketing platforms
- Payment processors
These services have their own privacy policies, and we encourage you to review them.
9. Children's Privacy
Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.
10. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify you of significant changes by:
- Posting the updated policy on our website
- Sending email notifications to registered users
- Displaying prominent notices during your next visit
11. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: office@ym3.com.au
We will respond to your inquiry within 30 days of receipt.
12. Governing Law and Jurisdiction
This Privacy Policy is governed by Australian privacy law, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Any disputes relating to privacy matters will be subject to the jurisdiction of Australian courts and the regulatory oversight of the Office of the Australian Information Commissioner (OAIC).
13. Office of the Australian Information Commissioner
If you are not satisfied with our response to your privacy complaint, you can lodge a complaint with the Office of the Australian Information Commissioner:
Online: www.oaic.gov.au
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Post: Office of the Australian Information Commissioner, GPO Box 5218, Sydney NSW 2001
14. Compliance Statement
We are committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This includes:
- Managing personal information in an open and transparent way (APP 1)
- Ensuring we only collect information that is reasonably necessary (APP 3)
- Taking reasonable steps to protect personal information (APP 11)
- Providing access and correction rights (APPs 12 & 13)
- Meeting our notification obligations for data breaches where required
This Privacy Policy is effective as of the date shown at the top of this policy and applies to all information collected by YM3 Pty Ltd through our website and event registration processes.
