1. Introduction

The Immunisation Nurses Special Interest Group Incorporated (INSIG Inc) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our website, become a member, or use our services.

INSIG Inc is an incorporated association under the Associations Incorporation Reform Act 2012 (Victoria), established to provide professional development opportunities and networking for immunisation nurses and professionals with a special interest in immunisation within Victoria.

By using our website or services, you consent to the collection and use of your information as described in this Privacy Policy.

2. Information We Collect

2.1 Membership Information

When you apply for membership with INSIG Inc, we collect:

• Personal details: Name, postal address, email address, contact telephone number
• Professional information: Nursing registration details, immunisation credentials, workplace information
• Membership type: Whether you are applying as a Member or Associate Member
• Payment information: Payment details for membership fees and event registrations

2.2 Website Usage Information

When you visit our website, we may collect:

• Technical information: IP address, browser type, device information
• Usage data: Pages visited, time spent on site, navigation patterns
• Location data: General geographic location based on IP address

2.3 Event and Communication Information

• Event registrations and attendance records
• Communication preferences and opt-in/opt-out choices
• Feedback and survey responses
• Meeting recordings access logs (for member-only content)

3. How We Use Your Information

3.1 Membership Services

• Processing membership applications and renewals
• Maintaining accurate membership records
• Providing access to member-only resources and content
• Managing member accounts and preferences

3.2 Communication and Engagement

• Sending membership updates, newsletters, and important notices
• Notifying members of events, conferences, and professional development opportunities
• Sharing relevant industry information and government updates
• Responding to enquiries and providing member support

3.3 Event Management

• Processing event registrations and payments
• Managing meeting attendance and CPD records
• Providing event-related communications and materials

3.4 Legal and Administrative Purposes

• Compliance with legal obligations and regulatory requirements
• Maintaining financial records and audit trails
• Protecting the safety and security of our members and services
• Enforcing our terms of service and membership rules

4. Information Sharing

INSIG Inc does not sell, trade, or rent your personal information to third parties.

4.1 Limited Disclosure

We may share your information only in the following circumstances:

• Service Providers: With trusted third-party service providers who assist us in operating our website, processing payments, or delivering services (e.g., payment processors, email service providers, web hosting)
• Legal Requirements: When required by law, court order, or government request
• Professional Bodies: With relevant nursing or healthcare regulatory bodies when required for professional registration or compliance purposes
• Emergency Situations: To protect the safety and security of our members or the public

4.2 Partner Organisations

We may share general membership statistics (without personal identifiers) with partner organisations such as:

• Australian Nursing and Midwifery Federation (ANMF)
• Professional development providers offering member discounts
• Industry stakeholders for advocacy and policy development

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure data transmission using SSL/TLS encryption
• Regular security assessments and updates
• Access controls limiting who can view your information
• Regular data backups and recovery procedures
• Staff training on privacy and data protection

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

6. Your Rights

Under Australian privacy law, you have the following rights regarding your personal information:

6.1 Access and Correction

• Request access to your personal information held by INSIG Inc
• Request correction of inaccurate or incomplete information
• Update your contact details through the Member Area

6.2 Communication Preferences

• Opt out of non-essential communications at any time
• Choose your preferred communication methods
• Unsubscribe from newsletters while maintaining membership

6.3 Account Management

• Reset your password and manage login credentials
• Request account deactivation or membership cancellation
• Download or request copies of your membership data

Note: Some communication is essential for membership (e.g., renewal notices, AGM notifications) and cannot be opted out of while maintaining active membership.

7. Cookies and Tracking

7.1 Cookies We Use

• Essential Cookies: Required for website functionality, login sessions, and security
• Analytics Cookies: Help us understand how visitors use our website
• Preference Cookies: Remember your settings and preferences

7.2 Third-Party Services

Our website may use third-party services that may set their own cookies:

• Google Analytics for website analytics
• Payment processors for secure transactions
• reCAPTCHA for form security (subject to Google’s Privacy Policy)

You can control cookies through your browser settings, though disabling certain cookies may affect website functionality.

8. Data Retention

8.1 Active Members

We retain your information for the duration of your membership and for legitimate business purposes thereafter.

8.2 Former Members

After membership ceases, we may retain certain information for:

• Financial records: 7 years (as required by law)
• Membership history: 7 years for statistical and historical purposes
• Communication records: 3 years for service improvement

8.3 Website Users

Website usage data is typically retained for 2 years, unless required for longer periods for security or legal purposes.

9. Third-Party Services

Our website and services integrate with third-party platforms that have their own privacy policies:

• TryBooking: Event registration and payment processing
• Xero: Accounting and financial management
• Email Service Providers: Newsletter and communication delivery
• Web Hosting: Website hosting and maintenance

We encourage you to review the privacy policies of these third-party services. We are not responsible for their privacy practices.

10. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Significant changes will be communicated to members via:

• Email notification to all active members
• Notice on our website homepage
• Announcement at the next general meeting

The effective date at the top of this policy indicates when it was last updated. Continued use of our services after changes indicates acceptance of the updated policy.

11. Contact Information

For questions about this Privacy Policy, to exercise your privacy rights, or to report privacy concerns, please contact us:

Privacy Contact

Email: membership@immunisationnursesvic.org.au
Subject Line: Privacy Enquiry
Mail: INSIG Inc Privacy Officer
[Current registered address as per ASIC records]

Complaints Process

If you believe we have breached your privacy, please contact us first. We aim to resolve all privacy concerns promptly and fairly. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

OAIC Contact:
Website: www.oaic.gov.au
Phone: 1300 363 992