Data Processing Consent

Why we ask for your consent

We are committed to protecting the privacy of all personal data you provide us for this event registration. The following statements describe what we are doing with your data and how long we store it so you are fully informed prior to you submitting your personal information for event registration and/or abstract submission. 

Data Controller Contact 

Australasian Society for HIV, Viral Hepatitis and Sexual Health Medicine
Level 3, 160 Clarence Street, Sydney, NSW, Australia 2000
P: +61 2 8204 0770 
E: [email protected]

Point of Contact: Conference Secretariat Nominated Data Protection Officer 
Ms Amy Sargent, Senior Event Manager
Phone: +61 2 8204 0770
Email Address: [email protected]

Why are we processing your personal data?

We ask for your personal data to facilitate your registration for this event and/or abstract submission.

Other third parties that will have access to your personal data

If you are registering for the conference, some of your data will be shared with other organisations and third parties in order to process your registration and/or abstract submission.

These will include:

  • INHSU Eway (e-commerce provider)
  • The conference venue: Novotel Sydney Manly Pacific
  • The Conference Dinner Venue:
  • TBA The hotel you choose to place a reservation with 
  • Should you elect to be on the delegate list, your name, organisation, state and country will be provided to sponsors of this event 
  • Supplier printing name badges

Registration category will only be shared between relevant ASHM conference staff working on INHSU 2021.

If you are submitting an abstract for the conference, your data will be shared with other organisations and third parties in order to process and review your abstract.

These will include:

  • INHSU Committee 2021
  • INHSU reviewers 2021

How long will we store your personal data?

Your personal data will be retained by us for up to 5 years after the conclusion of this event. 

The right to enquire about your personal data

You retain the right to ask us about your personal data at any time. Please contact us at [email protected] with any enquiries you may have.

You retain the right to withdraw consent for use of your personal data at any time. Please be aware that a withdrawal of consent before the start of this event will incur a full registration cancellation and cancellation fees as noted in the registration terms and conditions. Please contact us at [email protected] with any enquiries you may have. 

If you are submitting an abstract the withdrawal of consent will result in your abstract not being submitted for review or inclusion in the conference program.

You retain the right to request that we forget or anonymize your personal data

If you have attended any event with us, we will retain any financial, tax or event attendance records for reporting reasons, but will remove all personal data from our database, leaving an “anonymized” record for reporting reasons.

Photo and Video Consent

The Conference Secretariat and INHSU will take photographs, videos and audio recordings of the virtual event related to the conference for use in INHSU’s news and promotional materials in print, digital, email and other media, including INHSU’s website and social media platforms. Event participants grant INHSU the right to use any image, photograph and voice in this context without compensation. All media become the property of INHSU and may be displayed, distributed or used by INHSU. All live presentations will be video recorded and made available on-demand as part of the conference. Delegates submitting questions as part of the Q&A / discussion consent to their questions being made available online as part of the discussion.