About this Privacy Policy
Australian Institute of Expert Witnesses Pty Ltd (“AIEW”, “we”, “our”, or “us”) provides expert witness referral, education, accreditation, and related professional services through our websites, applications, platforms, events, and associated systems (together, the “Services”).
This Privacy Policy explains how we collect, hold, use, disclose and protect your personal information, and how we comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By accessing our website or using our Services, you agree to the privacy practices described in this Policy.
Definitions
Personal Information means information or an opinion about an identified individual, or an individual who is reasonably identifiable.
Client Data means information, data, reports, documents, or other materials stored or processed through our Services by members, experts, or clients.
This Policy describes:
- From whom we collect Personal Information
- The types of Personal Information we collect and hold
- How Personal Information is collected and stored
- The purposes for which we collect, use and disclose Personal Information
- How you may access and correct your Personal Information
- How to make a privacy complaint and how we handle complaints
- Whether we disclose Personal Information overseas
- How we respond to data breaches
1. Who Do We Collect Personal Information From?
We collect Personal Information from:
- Members and prospective members
- Expert witnesses and applicants for accreditation
- Clients and prospective clients
- Website users
- Event attendees
- Suppliers and contractors
- Employees and job applicants
2. What Kinds of Personal Information Do We Collect?
The type of Personal Information we collect depends on the nature of your interaction with us. Generally, we may collect:
- Name
- Postal address
- Email address
- Telephone number
- Professional qualifications and credentials
- Employment and business details
- Billing and payment information
- Information relevant to accreditation or membership
- Communications with us
We only collect Personal Information that is reasonably necessary for our functions and activities.
We do not generally collect sensitive information (such as health information, racial or ethnic origin, political opinions, religious beliefs, or criminal history) unless:
- It is required for accreditation, compliance, or professional verification purposes; and
- You consent; or
- We are otherwise authorised or required by law.
3. How Do We Collect Personal Information?
We may collect Personal Information when you:
- Apply for membership or accreditation
- Register as an expert witness
- Engage us for expert referral services
- Subscribe to our newsletter
- Attend events, seminars or training
- Submit enquiries via our website
- Apply for employment
- Have business dealings with us
Where practicable, we collect Personal Information directly from you. In some cases, we may collect information from third parties such as:
- Public registers
- Professional associations
- Government agencies
- Referees
- Integrated third-party services (e.g. Google sign-in)
If we collect information indirectly, we will take reasonable steps to ensure you are aware.
4. Automatically Collected Information
When you use our website, we may automatically collect certain information using cookies and similar technologies, including:
- IP address
- Device type
- Browser type
- Pages visited
- Dates and times of access
- Interactions with email communications
This information helps us:
- Improve website functionality
- Analyse usage trends
- Administer and secure our systems
- Personalise user experience
You can manage cookies through your browser settings.
We may use third-party analytics services such as Google Analytics. These services operate under their own privacy policies. We use analytics data in a de-identified form and do not use it to personally identify users.
5. How We Use Personal Information
We use Personal Information to:
- Provide expert witness referral services
- Assess and process membership or accreditation applications
- Administer training and events
- Communicate with members and clients
- Process payments
- Improve our Services
- Comply with legal obligations
- Send updates and marketing communications (you may opt out at any time)
We only use Personal Information for the purpose for which it was collected, or for related purposes you would reasonably expect.
6. Disclosure of Personal Information
We do not sell, rent, or trade Personal Information.
We may disclose Personal Information to:
- Service providers who assist us (IT providers, payment processors, event platforms)
- Professional advisers (lawyers, accountants)
- Government or regulatory bodies where required by law
- Law enforcement agencies where authorised or required
We take reasonable steps to ensure third-party providers:
- Only use information for agreed purposes
- Maintain confidentiality
- Comply with applicable privacy laws
Where possible, data is stored in Australia or Europe. Some service providers may store data in other jurisdictions (including the United States). Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place.
7. Client Data
Where we host or process information on behalf of a client or member, that client remains responsible for:
- Ensuring they have authority to collect and upload the information
- Providing appropriate privacy notices to affected individuals
We act as a service provider in relation to such Client Data and do not control how that information is collected or used by the client.
Requests relating to Client Data should be directed to the relevant client in the first instance.
8. Storage and Security
We store Personal Information in electronic and physical formats, including secure cloud environments.
We take reasonable steps to protect Personal Information from misuse, interference, loss, unauthorised access, modification or disclosure, including:
- Role-based access controls
- Password protection policies
- Secure ICT systems and firewalls
- Confidentiality obligations for staff
- Due diligence on service providers
However, no system is completely secure. If we become aware of a security breach involving Personal Information, we will respond in accordance with the Notifiable Data Breaches scheme under the Privacy Act.
We securely destroy or de-identify Personal Information when it is no longer required.
9. Data Breaches
If we suspect a data breach:
- We will assess the breach within 30 days;
- Take steps to contain and remediate the breach;
- Notify affected individuals and the Office of the Australian Information Commissioner (OAIC) where required by law.
10. Access and Correction
You may request access to the Personal Information we hold about you.
You may also request correction if your information is inaccurate, incomplete, or out of date.
Requests should be made in writing using the contact details below. We will respond within a reasonable time (generally within 30 days).
We may refuse access in limited circumstances permitted by law, and will provide reasons if we do so.
11. Direct Marketing
We may send you marketing communications about our Services if you have:
- Consented; or
- Would reasonably expect to receive them.
You may opt out at any time using the unsubscribe link or by contacting us.
12. Children
Our Services are not directed to individuals under 18 years of age. We do not knowingly collect Personal Information from minors.
13. Privacy Complaints
If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us by contacting:
Australian Institute of Expert Witnesses Pty Ltd
Angel Place, Level 17, 123 Pitt Street
Sydney NSW 2000
Email:
We will acknowledge your complaint and respond within a reasonable time (usually within 30 days).
If you are not satisfied with our response, you may lodge a complaint with the:
Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au
14. Changes to This Policy
We may update this Privacy Policy from time to time. The current version will be published on our website.
Expert Witness Institute