The Association Specialists
Policies & Terms
The policies and terms that guide how The Association Specialists collects and protects your information, how we operate, and what you can expect when you register for an event.
Privacy & Data Policy
As at 22 September 2026. This privacy notice explains our practices in connection with the collection, use and disclosure of the personal data you make available to us. We maintain reasonable physical, technical and administrative safeguards to protect against unauthorised access, use and disclosure of personal data, and we are committed to safeguarding the privacy of our website visitors and service users. This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users. Where we act as a data processor on behalf of another organisation (for example, when managing an association's membership database on its instructions), different obligations apply and these are addressed in a separate data processing or services agreement with that organisation. In this policy, "we", "us" and "our" refer to conferences, congresses and events and memberships managed in whole, or in part, by The Association Specialists. We may update this policy from time to time by publishing a new version on our website.
How we use your personal data
We may process data about your use of our website and services ("usage data"). This may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths. The source of the usage data is Google Analytics, and it is processed to analyse and improve our website and services. Where analytics cookies are not strictly necessary for the operation of the website, they are only set with your consent, which you can manage at any time via the cookie preference controls. We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). This is processed to send you the relevant notifications and/or newsletters, with your consent.
Providing your personal data to others
We may disclose your personal data to any of our related companies, to our insurers and/or professional advisers, and to our suppliers or subcontractors, insofar as reasonably necessary for the purposes set out in this policy or to provide services requested by you. We take reasonable steps to satisfy ourselves that any supplier or subcontractor who receives your personal data has appropriate data protection and security measures in place. Financial transactions relating to our services may be handled by our payment services provider, SecurePay, a division of Australia Post. We will share transaction data with our payment services provider only to the extent necessary for processing payments and refunds and dealing with related complaints and queries. We may also disclose your personal data where necessary for compliance with a legal obligation, to protect vital interests, or for the establishment, exercise or defence of legal claims.
Retaining and deleting personal data
Personal data that we process shall not be kept for longer than is necessary for the purpose or purposes for which it is collected. Personal data will be retained for a minimum period of twelve (12) months and a maximum period of three (3) years following your provision of the data or receipt of communication. Where personal data is no longer required, we will take reasonable steps to destroy it or ensure it is de-identified, in accordance with Australian Privacy Principle 11.2.
Your rights under the Australian Privacy Principles
You have the right to transparency of how we use your personal information, including access to the information held about you. Subject to certain limitations, you may request anonymity or the use of a pseudonym, and you can opt in or out of the collection of your personal data by us or third parties, including for marketing purposes. At any time you can request a report containing all personal information currently stored about you, and request an amendment to your information. In the unlikely event of a data breach, we will inform you and the relevant authorities as soon as possible after notification of the breach. You have the right to make a complaint about how we have handled your personal information. In the first instance, please contact our Data Protection Officer; if you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.
Your rights under the GDPR
If you are an EU resident, you have rights under the General Data Protection Regulation (GDPR) (2018), including the rights to access, rectification, erasure, restriction of processing, objection to processing, data portability, complaint to a supervisory authority and withdrawal of consent. UK residents have broadly equivalent rights under the UK GDPR and the Data Protection Act 2018. You may exercise any of these rights in relation to your personal data by written notice to us or by email.
Cookies
We use cookies for authentication, analysis of website use and performance, and to store your cookie consent preferences. We use Google Analytics to analyse the use of our website, and our service providers may store cookies on your computer when you visit. Most browsers allow you to refuse or delete cookies, and up-to-date guidance is available from your browser provider. Blocking all cookies may negatively affect the usability of many websites.
Data and personal information security
We have put in place rigid controls that comply with the Australian Signals Directorate Small Business Cyber Security guidance, including: - All staff computers and infrastructure kept up to date with the latest security and software patches, with all client data backed up to a secure off-site location - An advanced email filter, anti-virus application and staff training on recognising phishing emails - Multi-factor authentication across key business systems, working towards ASD's Essential Eight Maturity Level One - An advanced firewall providing secure remote access, and a secure password sharing system for corporate IT accounts - The principle of least privilege, and mandatory cyber security training for all staff We maintain a disaster recovery and business continuity plan, and TAS holds comprehensive Cyber Insurance cover. TAS staff have contracts of employment which clearly state their requirement to maintain privacy over client information at all times.
Data protection officer and our details
The Association Specialists has an appointed data protection officer, who can be contacted at privacy@theassociationspecialists.com.au. You can contact us, The Association Specialists Pty Ltd, by post at Suite 5.02, Level 5, 655 Pacific Highway, St Leonards, 2065, by email at info@theassociationspecialists.com.au or by telephone on +61 2 9431 8600.
Conference Privacy Policy
Australia operates under the Privacy Act 1988 (Cth), as amended, and Europe operates under the General Data Protection Regulation (GDPR) (2016/679). The Association Specialists complies with these legislations and is committed to protecting the right of the individual to privacy of their information. We will not sell your personal information to third parties. Information collected in respect of your participation in a conference will be used for the planning and conduct of the conference including arrangements for your participation, in the Delegate List published for the conference, may be provided to organisers of future occurrences of this conference, and may be used to provide you with information of other relevant events in your area of interest. You may withdraw your consent at any time by notice in writing to the Professional Conference Organisers, and you are entitled to access the information held by written application. You may also lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy rights have been breached.
Sustainability Policy
As at 22 September 2026. Following consideration of the importance of environmental sustainability and a commitment to the Australian and global community, The Association Specialists (TAS) is committed to achieving environmental and social sustainability for the professional conference industry and the associations and societies that it manages. TAS is a member of "Net Zero Carbon Events" and has signed a Net Zero Carbon Pledge for the Events Industry, supporting the goal of net zero greenhouse gas emissions by 2050 in line with the Paris Agreement. Our policy commits to monitoring and managing our environmental performance; complying with relevant Australian Commonwealth, State and Local environmental legislation; reducing the consumption of natural resources including water, paper and energy; maximising the recycling of resources; disposing of waste appropriately, including e-waste at designated centres; prioritising suppliers that use Fair Trade, local, seasonal and carbon neutral options; and communicating this policy to all employees and stakeholders. The policy is reviewed annually. TAS has a Sustainability Coordinator responsible for ongoing environmental performance, identification of environmental risks and implementing environmental and social sustainability measures. This policy was last reviewed and updated on 22 September 2026.
Conference and Events Terms and Conditions
This agreement is between The Association Specialists Pty Ltd (ACN 007 439 714) of Suite 5.02, Level 5, 655 Pacific Highway, St Leonards NSW Australia ("TAS") and you ("Event Participant"). By agreeing to these Terms and Conditions you understand that you are registering to attend an event managed by TAS and all fees associated with your participation are payable in full as per TAS's payment terms. You may register on behalf of others, however you are deemed to be liable for all associated fees for all event participants you register. Should you require assistance at any time, please contact TAS via email or phone +61 2 9431 8600 prior to finalising your registration.
Registration and payment
On completion of your registration, a confirmation email will be sent to your nominated email address. Please check your registration carefully. Should an error have been made, please contact TAS within 24 hours via email or phone +61 2 9431 8600 to withdraw or amend your registration; should you not contact TAS within 24 hours, a cancellation fee will apply. Payment of your registration fee and any selected add-ons is due on completion of your registration. A tax invoice will be emailed to you with your confirmation and is available via your dashboard at any time. All fees are payable prior to commencement of the event to ensure admission, unless by prior arrangement.
Cancellation policy
Please refer to the specific cancellation policy of the conference for which you are registering. In the absence of a conference-specific cancellation policy, the following applies: should your circumstances change and you are unable to attend an event, you must contact TAS no later than 30 days prior to the commencement of the event. A cancellation fee of $100.00 will apply to cover costs incurred in relation to your registration. Should you cancel less than 30 days prior to the commencement of the event, no refund will be payable.
Accommodation bookings
Should you book accommodation via TAS, a confirmation email will be sent to your nominated email address. Please check your accommodation carefully, especially your arrival and departure dates. If accommodation payment is not paid 45 days prior to your arrival date, your booking will be deemed cancelled unless you have been granted an extension in writing by TAS. Accommodation providers have their own cancellation policies, which generally apply when cancellations are made less than 30 days prior to arrival. Please contact TAS as soon as possible if you wish to cancel or amend your accommodation.
Credit card payments
TAS prefers payment by Visa or MasterCard at time of registration. Surcharges are applied prior to finalising your payment and are non-refundable. Credit card payments entered via your dashboard are processed direct by TAS's payment gateway and your credit card details are not stored by TAS. From 1 October 2026, Reserve Bank of Australia reforms will prohibit merchants from applying surcharges on eftpos, Mastercard and Visa card payments, and TAS will update its payment and surcharge terms to reflect this change ahead of that date. Due to the increase in credit card fraud, international credit card payments are not processed automatically. Your payment will be processed once TAS has reviewed your registration, and you may be required to provide a copy of your current passport and the front and back of your credit card prior to your payment being processed.
Refund policy
Refunds are not payable if you simply change your mind. If your circumstances change, please contact TAS immediately via email or phone +61 2 9431 8600 to amend your registration or associated requirements. TAS will refund any fees paid, after taking into consideration the relevant cancellation policy, within 7 business days of receiving a refund request. Should an event be cancelled or postponed due to unforeseen circumstances, TAS will endeavour to process a full refund within 90 days of such circumstances becoming known. Refunds will only be processed to the credit card or bank account from which the payment was received.
General provisions
Email and phone communications are contractually binding in the same way as properly signed and dated documentation sent by post. Nothing in this agreement confers on any third party any benefit or obligation. If any of these terms is held to be void, invalid or unenforceable, it shall be treated as changed or reduced only to the extent minimally necessary, and each provision is severable. Disputes will first be addressed through good-faith mediation before arbitration or litigation. This agreement is governed by and construed in accordance with the law of Australia. Nothing in these Terms and Conditions excludes, restricts or modifies any consumer guarantee, right or remedy conferred on you by the Australian Consumer Law. You are deemed to have accepted these terms and conditions when you proceed with the registration process by ticking "I agree" and selecting continue via your dashboard. If you have any concerns or require clarification, please contact us on +61 2 9431 8600 or at info@theassociationspecialists.com.au.