Privacy Statement
Privacy Notice
Conference: Labs of the Future Symposium October 2021
This privacy collection notice sets out how CSIRO collects and manages your personal information in accordance with the Privacy Act 1988 (Cth) (the Privacy Act).
For further information about how the CSIRO manages personal information, please see CSIRO’s Privacy Policy available at https://www.csiro.au/en/About/Access-to-information/Privacy
How and when do we collect your personal information?
We collect your personal information to facilitate your participation in the Labs of the Future Symposium October 2021 (‘the Symposium’). CSIRO may collect personal information from participants, guest speakers and CSIRO staff.
The personal information collected may vary for different individuals, and may include:
- your full name
- your email address
- your organisation name (optional)
- your IP address, browser name, operating system, screen size, geographic location and log and usage data (when you access the CSIRO.au site)
- your location (city and country) (optional)
- opinions and views shared during the Symposium.
Your personal information will be collected throughout the different stages of the Symposium, including at registration of interest, registration, during the live event, and after the event.
Information may be collected when you:
- email CSIRO or respond to an email from CSIRO
- register your interest with our chosen third-party registration form provider
- register with our chosen third-party conferencing platform
- participate in the Symposium event
- provide feedback on the Symposium to CSIRO
CSIRO requests that, at all times during the Symposium (including registration and during the event), you refrain from disclosing any personal information about a third-party (such as a colleague or friend).
Sensitive information
We may collect your sensitive information including
By registering for the Symposium, you consent to CSIRO collecting, using and disclosing your sensitive information for reasons that are directly related to the Symposium.
When we collect your personal information from others
We may also collect personal information when recording attendance of participants.
We will not use or disclose your personal information for marketing purposes.
How will we use your personal information?
The purpose of the Symposium is to share knowledge and experiences between experts and interested parties on the selected topic in an open forum.
Any personal information that you disclose during the Symposium will be used for the purpose for which it was collected, or otherwise in accordance with the Privacy Act. For example, the personal information you provide at registration will be used to administer your participation in the event and to connect you with other individuals during the event. The personal information (including opinions) you provide during the event will be used to further open discourse on the topic between participants, guest speakers and CSIRO staff at, or after, the event.
The virtual session will be recorded and the recording will be made available to those who attended, as well as other individuals who registered, but were unable to attend on the day. You are asked not to share this recording with anyone else.
CSIRO also intends to write a report/present a presentation summarising broad opinions on the topic shared by participants and guest speakers for publication/presenting to the Labs of the Future Steering Committee (CSIRO). However, no identified quotes or opinions will be published without explicit consent from the relevant individual. Any other personal information (including opinions) will be de-identified or aggregated before being published.
CSIRO may also use your email address to contact you after the event with information related to the Symposium or to invite you to other related events.
Who do we disclose your personal information to?
SurveyMonkey
Thank you to the individuals who registered their initial interest in attending the Symposium. Registrations of interest were hosted on the SurveyMonkey platform.
SurveyMonkey is a US company with servers located in the US, EU and other countries in which SurveyMonkey’s service providers are located or have servers.
CSIRO chose SurveyMonkey to facilitate initial registrations of interest in the Symposium and to provide the opportunity for participants to ‘save the date.’
Participants were required to disclose their name and email address in order to register their interest.
SurveyMonkey may also collect log/usage information, device and browser data and referral information.
If you registered your interest for the Symposium, your personal information may have been necessarily disclosed to SurveyMonkey’s overseas servers. Where this is the case, the personal information SurveyMonkey collects will be in SurveyMonkey’s effective control and CSIRO cannot take steps to ensure that SurveyMonkey complies with the Australian Privacy Principles (set out in the Privacy Act) when SurveyMonkey is in effective control of your personal information.
For further information about how SurveyMonkey handles personal information, please see its Privacy Policy available at Privacy & Legal (surveymonkey.com)
Socio
The Symposium will be live-streamed and recorded. The audio-visual stream and recording, as well as any interactive elements of the event, will therefore be disclosed to other participants, guest speakers and CSIRO staff engaged in the Symposium.
Your personal information will also be disclosed to our chosen third-party conferencing platform.
CSIRO has chosen to use the Socio platform as a hosting service for this Symposium. Socio is a US company providing an all-in-one event management solution, including web and app platforms. Socio’s servers are located in the US and other countries in which Socio entities, authorised service providers, or business partners are based.
CSIRO will utilise the Socio platform to facilitate or administer various aspects of the Symposium, including:
- participant registration
- sharing agendas and meeting links
- to host/conduct the audio-visual live-stream of the event
- to conduct interactive activities with participants, guest speakers and CSIRO staff during the event (such as Q&A sessions and chat functions)
- to record the event, and make the recording available to participants, guest speakers and CSIRO staff after the event.
Participants will be required to disclose their personal information to Socio in order to create a Socio account, register for the event (including the creation of a login using an email address and password), use/engage with the Socio platform on their personal device and participate in the event. Participants will engage directly with Socio for these purposes.
Prior to the event, other participants will be able to see your name on a list of registered attendees. However, during the event, other participants will not be able to view your attendance at or during the online session. The only way other participants will be able to identify you is via any questions or comments you may choose to submit via the Q&A and chat functions.
Socio may also collect information from individuals regarding log and usage data, IP addresses, device type, browser type, operating system or platform, name of Internet service provider, location, Unique Device Identifier or International Mobile Equipment Identity, information about individuals’ mobile carriers and other interactions individuals may have using Socio.
If you register for the Symposium, your personal information will necessarily be disclosed to Socio’s overseas servers (including at registration and during the event). Where this is the case, the personal information Socio collects will be in Socio’s effective control.
In registering for and participating in the Symposium, you consent to the disclosure of your personal information to Socio (noting that Socio’s servers are located in the United States and other countries), and that in doing so, you accept that CSIRO is not required to take steps to ensure that Socio complies with the Australian Privacy Principles (set out in the Privacy Act) when Socio is in effective control of your personal information.
In registering for and participating in the Symposium, you acknowledge that you have also read Socio’s Terms of Service and Privacy Policy before registering for the Symposium. They can be accessed here: Terms of Service | Socio Privacy Policy | Socio
You also acknowledge and understand that your personal information will be handled by Socio in accordance with Socio’s Terms of Service and Privacy Policy.
Will we send your personal information overseas?
In addition to the overseas disclosure of your personal information to Socio (discussed above), we expect some participants and guest speakers at the Symposium to be located overseas during the event.
This means that, during the event (including the live-stream) your personal information will, in effect, be disclosed to participants located overseas.
CSIRO takes care to ensure that third parties we engage outside Australia are subject to appropriate privacy restrictions when they handle personal information we disclose to them. However, due to differences in foreign laws, these restrictions may not be substantially similar to those required under the Privacy Act (including the Australian Privacy Principles).
In registering for and participating in the Symposium, you consent to the disclosure of your personal information to other participants and guest speakers who may be located overseas.
How do you find out more about our privacy practices?
CSIRO’s Privacy Policy describes how CSIRO protects and manages personal information, including sensitive information, consistent with CSIRO’s obligations under the Privacy Act and the Australian Privacy Principles (APPs). More particularly, it explains:
- how and why CSIRO may collect your personal information
- how it is used
- when and how CSIRO might share it with others
- how you can access and seek to correct your personal information
- how to make a complaint about CSIRO privacy practices and how your complaint will be handled.
CSIRO’s Privacy Policy is available at https://www.csiro.au/en/About/Access-to-information/Privacy
To find out more about how CSIRO manages personal information please contact privacy@csiro.au
Consent
In registering for and participating in the Symposium, you acknowledge, understand and consent to CSIRO collecting, using and disclosing your personal information (including your sensitive information) in accordance with the privacy notice set out above.