The Australian Institute of Building Surveyors is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) (the Act), and the Australian Privacy Principles (APPs). This policy outlines how we collect, use, disclose, store and protect your personal information.
In this Privacy Policy, we, us, AIBS, or our means the Australian Institute of Building Surveyors, (ABN: 53 004 540 836).
We may update this policy from time to time and any updates to this policy become effective when published on the AIBS website.
What is Personal Information?
Personal Information is defined in the Act and includes information or an opinion that identifies an individual or from which they can reasonably be identified.
Sensitive personal information is defined in the Act and includes personal information including, but not limited to, details such as racial or ethnic origin, political opinions, membership of a political association, religious beliefs, membership of a trade union or non-AIBS professional body, criminal records, and health information. AIBS only collects this information from time-to-time when needed to deliver services to you and only with your explicit consent.
When we collect your personal information, we follow the obligations of the Act and the Australian Privacy Principles.
Why Does AIBS Collect Your Personal Information
AIBS collects personal information when it is reasonably necessary for our functions and activities. This may include:
- Providing membership services and accreditation;
- Delivering professional development and training;
- Conducting research and surveys;
- Complying with legal obligations.
Your personal information may also be used for a closely related secondary purpose where you would reasonably expect such use.
When AIBS collects your personal information, it will, where appropriate and where possible, explain to you why it has collected the information and how it plans to use it.
What Personal Information We Collect
AIBS may collect personal information including, but not limited to, the following:
- Name, contact details and date of birth
- Professional qualifications, accreditation details, employment and insurance information
- Payment details for membership fees, event registrations and other purchases
- Attendance records for AIBS events, webinars and training programs
- Information provided in surveys, feedback forms, and interactions with AIBS online communities
- Technical information such as IP addresses, browser types, and website usage data
- Other information you provide to us in connection with our services
How AIBS Collects Personal Information
AIBS collects personal information through:
- Membership and accreditation applications and renewals
- Event, conference and webinar registrations
- Our website (www.aibs.com.au);
- Subscriptions to newsletters and communications
- Third-party sources, including but not limited to the Nexus community platform and AIBS TV.
- Online forms, surveys and feedback submissions
- Correspondence via email, phone and social media
- Applications for employment, contractor or volunteer positions
Where reasonable and practicable, AIBS collects personal information directly from you. However, in some instances, we may receive personal information from third parties. In such cases, we will take reasonable steps to notify you and ensure you are aware of the information received and how it will be used.
How We Use Personal Information
AIBS uses personal information to:
- Manage membership and accreditation services
- Process payments and provide receipts
- Deliver events, webinars, and professional development programs
- Provide access to AIBS TV, Nexus, and other online services
- Distribute newsletters, industry updates and promotional materials (where consent is given)
- Improve our services, website and member engagement
- Comply with legal obligations and respond to enquiries
- Recruit employees and manage human resources
Use and Disclosure of Personal Information
AIBS does not sell personal information. However, we may disclose your personal information to:
- Third-party service providers who assist us in delivering our services (e.g., IT support, database management, cloud hosting).
- Payment processors to facilitate transactions
- Government authorities or regulators as required by law
- Other members or organisations with your consent (e.g., for accreditation application approval, networking opportunities or similar purposes)
Data Security and Storage
AIBS takes reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access. Personal information is generally stored securely within Australia and on third-party platforms that implement appropriate security measures, though some third-party services may store data outside of Australia. We ensure that appropriate security measures are implemented by these third parties.
We use industry standard security measures, including encryption, secure networks, and access controls, to protect your information. Personal information may be stored electronically or on paper, with proper security measures.
While we use encryption technology to safeguard data, we cannot guarantee complete security online. You can help protect your information by keeping your passwords private and logging off shared devices.
While we take reasonable steps to protect your information, no system can be completely secure. If a data breach occurs that is likely to result in serious harm, AIBS will comply with the Notifiable Data Breaches (NDB) scheme by informing affected individuals and the Office of the Australian Information Commissioner (OAIC).
Retention and Disposal of Personal Information
AIBS retains personal information only as long as necessary to fulfil its purposes, comply with legal obligations, and resolve disputes. Most of the personal information held by AIBS is or will be stored in client files for a minimum of seven (7) years, in line with legal and regulatory requirements. When information is no longer needed, AIBS will take reasonable steps to destroy or permanently de-identify it.
Access and Correction to Personal Information
You have the right to request access to your personal information and ask for corrections if the information is inaccurate or outdated. You can update certain details directly through your online account, or you can notify us in writing, and we will update our records as soon as practicable. We may require identification before releasing any requested information.
To make a request, please contact AIBS using the details below.
AIBS will respond to access and correction requests within 30 days. If we refuse access or correction, we will provide a written explanation. While access requests are generally free of charge, administrative fees may apply for more complex document retrieval.
Maintaining the Quality of Personal Information
AIBS takes reasonable steps to ensure that personal information is accurate, complete and up to date. If you find that the information AIBS has is not up to date or is inaccurate, please advise AIBS as soon as practicable in writing so that our records can be updated. This will ensure AIBS can continue to provide quality services to you.
Online Activity and Cookies
Our website uses cookies and similar tracking technologies, such as Google Analytics, to enhance user experience and gather insights into website usage. You can manage your cookie preferences through your browser settings. However, please note that disabling cookies may impact the performance and functionality of our website
AIBS may send direct marketing communications via email, SMS, or other channels if you have consented. You may opt-out at any time by following the unsubscribe instructions in our communications or updating your preferences in your AIBS account.
Contacting AIBS and Complaints
If you have any queries about this policy or wish to make a complaint about how AIBS handles your personal information, please contact us:
- Address: Suite 5.03, Level 5, 828 Pacific Highway, Gordon, NSW 2072.
- Email: [email protected]
- Phone: 1300 312 427 (in Australia) or 61 2 9160 4702 (if you are calling from overseas)
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.
Policy Updates
AIBS may update this policy periodically. Updates will be posted on our website. If changes are material, we will provide reasonable notice via email. Your continued use of our services after changes take effect constitutes your acceptance of the updated policy.