DATA PROCESSING AGREEMENT
When you share your personal data with us, we treat it with care and take our responsibility to protect it seriously. We have updated our privacy notice to communicate how we handle your personal data.
WHAT DATA DO WE COLLECT:
During the abstract and registration process we request the following personal data (without limitation):
Name
Organisation
Job position
Phone numbers
Email address
Postal address
Billing address
DATA PROCESSING STATEMENT
When you provide your personal data to us—whether directly or through a third party completing a registration on your behalf—we treat it with care and take our responsibility to protect it seriously. We have updated our Privacy Notice to clearly explain how we handle personal data.
In accordance with applicable privacy legislation, including the Privacy Act 2020 (NZ) and having regard to internationally recognised privacy principles, including the General Data Protection Regulation (GDPR) where applicable for international attendees, we are committed to being transparent about how we collect, use, store, and protect your personal information.
We are dedicated to safeguarding the privacy of all personal data provided for the purpose of conference registration and participation. The statements in our Privacy Notice outline what data we collect, how it is used, how it is stored, and the length of time it is retained, so that you are fully informed before submitting your registration.
Privacy Notice at Point of Collection (IPP3A Disclosure)
The personal information you provide or has been provided on your behalf is being collected for the purpose of administering your registration and participation in this conference, including event logistics, communication, attendance management, and related conference services.
Providing personal information marked as “required” is necessary to complete your registration. Optional information is not mandatory.
Your information may be shared with authorised third-party service providers involved in delivering the conference (for example, registration systems, venue partners, and event technology providers), but only where necessary for conference operations.
We will retain your personal information only for as long as it is required for the purposes for which it was collected, and in accordance with applicable legal and record-keeping obligations.
Under the Privacy Act 2020, you have the right to access and request correction of your personal information at any time.
Contact Details of the Data Controller | Privacy Officer
ForumPoint2 Limited and Client
PO Box 11074
Hillcrest
Hamilton 3251
Contact Details of the Data Protection Officer | Privacy Officer
Paula Armstrong
ForumPoint2 Limited
PO Box 11074
Hillcrest
Hamilton 3251
Purpose for Processing Personal Data
We ask for your personal data to facilitate your participation in this event. Your data will be used solely for this event and possibly future events run by the host entity, and under no circumstances be sold or used for other purposes.
Third Parties That May Have Access to Your Personal Data
Your data may be shared with other logistical organisations and third parties in order to deliver this event. Only data required to undertake their specific role will be made available to them. The third parties may include the following categories of third-party service providers:
|
Third Party |
Purpose of Disclosure |
Categories of Personal Information Shared |
|
Microsoft Azure |
Cloud hosting and secure storage of the event registration database |
Registration data including name, contact details, organisation, and event-related preferences |
|
Centium Software |
Event registration and database management system provider |
Registration data including name, contact details, organisation, registration status, and event interactions |
|
SendGrid |
Email communications and event-related messaging |
Name, email address, organisation (if provided), and communication preferences |
|
Windcave |
Secure payment processing (PCI-DSS compliant payment gateway) |
Payment transaction data necessary to process registration fees. Credit card details are encrypted and are not stored by ForumPoint2 Conference Partners |
|
Hotels (where applicable) |
Accommodation booking services arranged for delegates |
Name, contact details, and booking and accommodation requirements for delegates utilising arranged hotel services |
|
Caterers |
Provision of food and beverage services at the event venue |
Name and dietary requirements (where provided) |
|
AV Company |
Audio-visual production and presentation support |
Name, presentation details, and technical requirements of speakers and presenters |
|
Travel and Transport Providers |
Coordination of travel and transport arrangements for delegates |
Name, contact details, and travel itinerary details where travel is arranged by ForumPoint2 Conference Partners |
|
Speaker Agencies / Speaker Bureaus |
Coordination and contracting of speakers or MCs |
Name, biography, presentation details, and programme listing information for speakers or presenters |
|
Website Developer |
Development and maintenance of the event website |
Name, biography, and programme-related information for speakers and presenters (where published on the event website) |
|
Printers |
Production of printed conference materials (e.g. programmes, abstracts, signage) |
Name, biography, and programme-related information for speakers and presenters included in printed materials |
|
Exhibition Build Company |
Delivery and setup of exhibition infrastructure and services |
Contact details of sponsors and exhibitors (including name, email, and organisation) as required for exhibition setup and coordination |
|
Workshop Hosts |
Delivery and administration of workshop sessions |
Name, contact details, and workshop registration selections of participating delegates |
|
Abstract Publisher |
Publication of abstracts in printed and/or digital conference materials |
Name, affiliation, and abstract content of authors with accepted submissions |
|
App Publisher |
Development and operation of the event mobile application |
Name, contact details, organisation, and event participation data (subject to delegate consent where required) |
|
Venue and Venue Service Providers |
Event operations, safety, catering coordination, and onsite services |
Name, registration status, dietary requirements, accessibility requirements, and onsite service needs |
|
Media / Social Media Partners |
Event coverage, promotion, and reporting |
Name, organisational affiliation, and publicly presented content or participation in media activities (where consented or publicly available) |
|
Conference Underwriter / Host Organisation (e.g. APLS NZ, APLS OZ or equivalent) |
Strategic oversight, funding partnership, and delivery support for the event |
Name, contact details, organisation, and registration status of event participants |
|
Local Organising Committee (if applicable) |
Event planning, academic/programme oversight, and coordination |
Name, contact details, organisation, and programme participation details of relevant delegates |
Each third party is engaged under contractual obligations to protect personal information and use it only for the specified purpose.
In a separate section of the online registration form, ‘Privacy – Marketing, you can choose whether to have your details included in the event List of Participants. If you opt in for this, your details will also be shared with:
· Meeting delegates, sponsors and exhibitors
· Organisers of future Te Kāhui Korowai Rangatahi – Youth Health Aotearoa Conferences
How Long Will The Personal Data Be Stored?
Your personal data will be retained by us for up to 3 years after the conclusion of the event to support post-event reporting, financial reconciliation, and compliance with legal and tax obligations.
Personal data about your accompany person
We ask for your accompany person personal data if they are attending this event with you. Where required, we will obtain parental or guardian consent for minors.
ADDITIONAL INFORMATION
The Right To Inquire About Your Personal Data
You have the right to ask about your personal data at any time. Please contact us at paula@fp2.co.nz with any queries you may have.
You Have The Right To Withdraw Your Consent
You have the right to withdraw consent for us to use your personal data at any time. Withdrawing consent may affect our ability to deliver registration-related services. In some cases, this may mean we are unable to proceed with your participation in the event. Please contact us at paula@fp2.co.nz with any inquiries you may have.
Access, Correction, and Deletion of Personal Information
You may request that we correct or delete your personal information. If you attended any conference with ForumPoint2 we will retain any financial, tax or event attendance records for reporting reasons and to comply with the Inland Revenue Department requirements. We will, however, remove all personal data from our database leaving an “anonymised” record for reporting reasons.
Data Breaches
In the case of data breaches identified by anyone other than the Data Protection Officer, the identifying party must inform the Data Protection Officer of the data breach immediately.
Once aware of a data breach, the Data Protection Officer will take immediate steps to contain and remediate the breach, assess whether it is a notifiable privacy breach, and notify the Privacy Commissioner and affected individuals where required under the Privacy Act 2020, as soon as practicable.
ATTENDEE APP CONSENT
Attendee App Visibility
ForumPoint2 Limited is committed to protecting the privacy of all personal data you provide us for this conference registration, and this includes your visibility in the Attendee App. You are able to change your opt in or opt out selection at any time in the Attendee App.
What Personal Data will be Visible in the Attendee App?
During the course of this event you can consent to have your personal details shared with other attendees. This includes your photo, name, position, organisation, state, country, email address and phone number. If you choose to withdraw consent, you will still be able to use the attendee app; however, your profile will not be visible in attendee search, and some interactive features such as polling and networking may be limited.
