The Urban Development Institute of Australia (Victoria) ACN 005 125 280 (UDIA Victoria) is committed to managing personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) (Privacy Act) and in accordance with other applicable privacy laws (see below for further information about the UDIA Victoria).

We understand the importance of being open and transparent with you in the way in which we collect, hold, store, use and share your personal information. We take protecting your privacy very seriously.

We strongly encourage you read this document, so that you understand and are comfortable with how we handle your personal information. If you have any questions about this document, or about UDIA Victoria’s handling of your personal information, please contact us using the relevant contact details set out in section 17.

The UDIA Victoria is a non-profit, peak membership body for the urban development sector in Victoria. UDIA Victoria is supported by a membership of land use and residential property development organisations, across the private sector and Victoria’s public service.

Our purpose is to give industry a voice in the policy-making process by tackling the issues having the biggest impact on Victoria’s liveability – spanning topics such as the planning system, housing affordability, infrastructure, sustainability, employment and the economy.

This Privacy Policy applies to all Australian UDIA Victoria websites, subsidiaries, affiliates and businesses, unless that website subsidiary, affiliate or business has adopted a separate privacy policy.

This document sets out our policies for managing your personal information and is referred to as our Privacy Policy.

In this Privacy Policy, “we“, “us” and “our” refers to UDIA Victoria and “you” and “your” refers to any individual about whom we collect personal information.

This Privacy Policy sets out how we collect, store, process, use and disclose personal information (including personal information we collect, and personal information submitted to us, whether offline or online). For example, this can include information we may collect:

• when a member creates an account with us;
• when individuals join the UDIA Victoria membership and other programs we may make available;
• when you purchase a ticket or attend an event; and
• when you interact with us (including when you visit one of our premises in person, when you visit our websites (such as https://udiavic.com.au/), or contact and communicate with us via our social media channels (such as via Facebook, Instagram, TikTok, Pinterest or LinkedIn), phone or online).

Other terms and conditions may apply to you such as:

• the privacy terms and conditions contained in our UDIA Victoria Terms of Use (as applicable to you); and
• the collection notices and privacy statements which may be provided to you at the time your personal information is collected.

“Personal information” is defined in the Privacy Act, and means information or an opinion about an identified individual, or an individual who is reasonably identifiable:

• whether the information or opinion is true or not; and
• whether the information or opinion is recorded in a material form or not.

This may include your name, address, telephone number, email address and profession or occupation. If the information we collect personally identifies you, or you are reasonably identifiable from it, the information will be considered ‘personal information’.

In this Privacy Policy, whenever we use the term “personal information”, we are referring to this legal definition.

Personal information does not include aggregated or de-identified data.

The type of personal information that we collect about you depends on the type of dealings you have with us.

Normally we collect your personal information from you directly, however on occasion, we may also collect personal information about you from other people and organisations.

In summary, we may collect your personal information when you:

• create an account with us;
• join the UDIA Victoria membership (or other membership or loyalty programs we may make available to you);
• apply for the UDIA Awards Program;
• by registering for or enrolling in an event organised by UDIA Victoria;
• purchase a ticket to attend an event (for example, an outlook event, industry leader event or an industry dinner or lunch) organised by UDIA Victoria (via phone, in person or electronically);
• subscribe to our newsletter;
• been invited by the UDIA to attend any event or educational course (such as the UDIA Property Development Program or Masterclass);
• enrolled in a course;
• communicate with us during competitions, marketing. special events and promotions;
• interact with us in person (such as when you visit one of our events), via phone or online (including through our website or our social media channels), such as when you contact us to make an enquiry or give us feedback;
• become a partner or supplier of ours; or
• apply for a position with us (including for work experience).

We may also:

• receive personal information from another member of UDIA Victoria; and
• collect personal information from third parties (such as through acquisition of third party mailing lists and from organisations with whom we have an affiliation), to improve the personalisation of our offerings for you, and from our partners (such as NBN, realestate.com.au).

Type of personal information	What this includes	How do we collect this information?
Personal information and contact details	This may include your: full name; date of birth; address; email address; phone number; membership ID with us (as appropriate); photo; and/or signature. This may also include contact details for your emergency contact.	We may collect this information: directly from you during conversations with our staff members (in person, via phone or online); when you create an account with us, in person or online; when you make appointments or bookings with us; when you join the UDIA Victoria membership (in person or online) or other membership or loyalty programs we may offer from time-to-time; apply for the UDIA Awards Program; directly from you during your conversations with our staff members (in person, via phone or online); by registering for or enrolling in an event organised by UDIA Victoria; purchase a ticket to attend an event (for example, an outlook event, industry leader event or an industry dinner or lunch) organised by UDIA Victoria (via phone, in person or electronically); subscribe to our newsletter; when you attend any event or educational course (such as the UDIA Property Development Program or Masterclass); when you enrol in a course; when you communicate with us during competitions, special events and promotions; when you make purchases for our products or services (by phone, in person or electronically); when you contact us via our online contact form, by post or via our social media channels; if you apply for a position at UDIA Victoria; from our partners (for example, when you use our delivery service); when you otherwise interact with us on a commercial basis; or from publicly available information.
Payment information	This includes your full credit card details.	We will collect your full credit card details when you make a payment. Payments are processed by a secure third party provider. We only store the last four digits of your credit card number, together with the expiry date and cardholder name.
Workplace information	This may include: information relating to your work history; information about your education and qualifications; your working eligibility rights; your suitability for the role you are applying for; and details about your referees.	Information collected during our interactions
Information collected during our interactions	This includes details of your interactions with us, for example information you provide us when you make an enquiry or complaint. We may collect: your name and contact details; details of your enquiry or feedback; how you heard about us; and information about our response and details of your responses to the research questions you answer.	This may include: when you interact with us generally; when we communicate with you; when you visit one of our premises; when you call us or we call you; when you use our online services (such as our websites or our social media channels); when you participate in market research conducted by us or on our behalf; when you make an enquiry, provide feedback, or make a complaint (via phone, email or in person); in your responses to customer satisfaction, service development, quality control, research surveys and similar activities; and when you enter into any promotions, competitions or special offers.
Information about your goods and services	This may include your: full name; address; email address; phone number; details about the goods or services you supply; and payment details.	We may collect this information when you supply goods and services to us.
Online and digital services information (including behavioural information)	We may collect information from you electronically, which includes information such as your IP address, and details about your device. Please see section 13 for further information on the digital information we collect.	We may collect this information when you use our online services (such as udiavic.com.au or our social media channels), via use of online behavioural technologies, such as cookies. Please see section 13 for further information on the digital information we collect.
Call recording information	This may include the voice recording, time, date, number and name of individuals on the call.	We may collect this information in circumstances where we monitor and record our call with you, when we call you, or you call us. We will let you know if we are going to record call information.
Camera surveillance information	We may collect camera surveillance information which includes photographs or video recordings of you.	We may collect this information in circumstances where we use camera surveillance (e.g. CCTV) at our premises for the safety of our staff and customers, such as where you attend in person at our clinics and stores.
Information required to be collected by law	This includes your full credit card details.	We may collect this as required.
We may collect information as required by law. Publicly available online information	We may collect information that is publicly available online, such as on online forums, websites, and social media channels (for example, information that relates to a complaint).	We may collect this directly from the publicly available source (e.g. on the online forum, website, or social media channel). We may also collect anonymous answers to surveys or aggregated information about how users use our website.

Sensitive information is a subset of personal information that is generally afforded a higher level of privacy protection. Sensitive information is information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association or trade union, sexual preferences or practices or criminal record.

We only collect sensitive information where it is reasonably necessary for our functions or activities and either:

• the individual has consented; or
• we are required or authorised by or under law to do so.

Most of the time, you will have the option of not providing your name, or using a fake name, when you deal with us (where it is lawful and practicable). This includes for example, when you make a general enquiry, or when you purchase products from our retail stores.

In some circumstances however, we may need your real name as it may not be practicable for us to deal with you anonymously or pseudonymously on an ongoing basis. For example, this includes when adding points to your loyalty program account. This means that if we do not collect your personal information, we may not be able to provide you with the products and/or services you have asked for.

We collect personal information that is necessary to provide you with our products and services, and to carry out our business, including communicating with you about our policy and advocacy activities, membership, events and professional development and educational programs.

We may use your personal information for purposes which are incidental to the sale and promotion of our goods and services, or for other purposes which are within your reasonable expectation or permitted by law.

The purpose for which we usually collect, store, and use your personal information depends on how you interact with us (for example, whether you are part of our loyalty program), but may include the following purposes:

Purpose	Explanation
To provide you with our products or services	We may collect, store and use your personal information to: administer or meet member requirements for a particular member service, course event or program we offer; record completion of professional development programs; provide you with our products or services you have purchased online; administer, manage and communicate with you about existing products or services we are providing to you; manage our relationship with you, including to remind you when any services are due; improve our products and services, and your experience with us; to process transactions for our events and programs; and/or personalise your shopping experience with us by communicating with you about, displaying and promoting our products and services (including to let you know about other products and services you may be interested in based on information you have provided us with).]
To promote our products and services to you	Where you have opted in to receive promotional offers, we may collect, store and use your personal information to promote products and services to you that we think you may be interested in. We may use personal information to target marketing communications for you. You can find further details on this at section 10.
To manage your working relationship with us (including when you are a contractor)	We may collect, store and use your personal information to assess your suitability for a position with us, and, if you successfully join us, to manage your working relationship with us. We may collect, store and use your personal information for administration and management purposes (including if you are a contractor).
To do business with you	We may collect, store and use your personal information if you interact with us on a commercial basis (such as if you are a service provider, contractor, supplier or partner), or if you otherwise interact with us on a commercial basis. We may also collect, store and use your personal information to carry out our obligations arising from any contracts entered into between you and us and to provide you with the products, services and information that you request from us.
To manage and improve our operations and business	We may collect, store and use your personal information to: help us improve our member services, events and programs; to identify and analyse member and non-member activities and interests in order to better meet member needs and attract new members; to provide you with access to protected areas of our website; to assess the performance of the website and to improve the operation of the website; to conduct business processing functions including providing personal information to our related bodies corporate, contractors, service providers or other third parties; manage fees and administer billing (including administration of third-party payment arrangements) and debt recovery; manage, monitor, plan and evaluate our products, including by undertaking market research; conduct safety and quality assurance and improvement activities, including quality control of our products and communications with you; train and recruit staff and contractors; protecting the security of our offices, staff, customers and the property held on our premises; performing research and statistical analysis, including for customer satisfaction and service improvement purposes; obtain products and services for our business; test and maintain information technology systems; investigate any incidents that may occur (both in relation to cyber security, as well as any health and safety incidents that occur at our premises); handle and respond to any complaints made; test the effectiveness and customer satisfaction of our products, improve the way we provide products to you, and for other compliance purposes; and/or to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
To create de-identified or aggregate data for data analytics activities	We may collect, store and use your personal information to create de-identified or aggregate data sets (which is no longer personal information). We do this by de-identifying or aggregating your information such as combining your information with information we have about our other customers, for example purchasing information, and with data we obtain from other sources. We use this de-identified or aggregate data to assist with our business decisions, such as to: help us in understanding trends in customer behaviour (such as the success of our products and our different marketing campaigns (such as promotions)); create look-a-like audiences for the purposes of providing targeted advertising to other customers; improve the products we offer; and develop new products that better meet our customers’ preferences and behaviours.
To assist with any business, share sale or corporate restructure	We may collect, store and use your personal information for the purpose of facilitating or implementing a transfer or sale of all or part of our assets or business or if we undergo any other kind of corporate restructure, acquisition or sale.
Other purposes	We may collect, store and use your personal information for any other purpose that you have provided your express or implied consent to.

We may share your information with third parties:

• for the reasons for which we collect, store and use that information (see above in section 9);
• for other purposes explained at the time we collect your personal information; or
• where we are otherwise allowed or required to do so under law.

Some of the third parties we may share your information with include the following:

Purpose	Explanation
Other members of UDIA Victoria	We may share your personal information across UDIA Victoria, between members of the group (as appropriate). For example: via UDIA e-newsletters containing member news, award winners, committee projects and so on; on rare occasions, to other UDIA states; to National Congress; and to EnviroDevelopment.
Our partners, suppliers and other entities we do business with	We may share your personal information with our partners and other entities we do business with to assist in providing our products and services. The kinds of third parties to whom we may disclose personal information to include event sponsors, venues and event organisers, delivery services providers, manufacturers, suppliers and distributors. For example, we share personal information with our sponsors and potential sponsors to enable them to consider sponsorship of a UDIA event.
Our service providers and advisors	We may share your personal information with a variety of our service providers to assist us with providing, promoting, and managing our products and services. These may include our: IT service providers and third party storage providers; marketing and communications agencies; data analysis organisations; venues and event organisers, speakers, hosts or facilitators; marketing and communications agencies; research and statistical analysis providers; call centres; mail houses; and professional advisors and consultants (such as legal, insurance and financial advisors).
Corporate restructure	We may share your personal information with third parties, whether affiliated or unaffiliated, for the purpose of facilitating or implementing a transfer or sale of all or part of our assets or business or if we undergo any other kind of corporate restructure, acquisition or sale. In this context, your personal information may be transferred to another entity (or if such a sale, transfer, acquisition or corporate restructure is being contemplated by us).
Government and law enforcement agencies	We may share your personal information with regulatory bodies, government agencies and law enforcement bodies to comply with our legislative or regulatory obligations (such as to assist with police investigations).

In each case, we may disclose personal information to the service provider and the service provider may in turn provide us with personal information collected from you in the course of providing the relevant products or services.

We may also disclose information for other purposes explained at the time we collect your personal information, to provide our products and services, where we are otherwise allowed or required to do so under law or to respond to legal requirements, enforce our policies, and protect our rights and property.

We do not disclose your personal information outside of Australia, unless we have obtained a specific consent or are otherwise permitted to do so under the Privacy Act or other relevant laws. Some of the services we use to store or process information may do so outside of Australia. Disclosing under law generally requires us to take reasonable steps to ensure your personal information is treated securely and in accordance with applicable privacy laws.

When you provide your personal information to a UDIA Victoria member, we may use that personal information to send you direct marketing communications to keep you informed about products and services offered by the UDIA Victoria and carefully selected partners which we think might be of interest to you based on your interactions with us.

For example, when you create an account with us, or become a member, we may send you direct marketing communications and information about our products and services (including those provided by other members of UDIA Victoria) that we consider may be of interest to you, or as otherwise allowed under applicable privacy laws.

We may communicate with you (and send these electronic messages and tailored advertising) through various channels, such as via regular mail, email, SMS, telephone, push notifications or social media (including through targeted advertisements on certain websites and social media channels).

We will only send these communications in accordance with applicable privacy and marketing laws (such as the Privacy Act (including Australian Privacy Principle 7) and the Spam Act 2003 (Cth)), and only where you have not opted out from receiving such communications from the relevant UDIA Victoria brand or service.

If you have indicated a preference for a method of communication, we will endeavour to use that method wherever practical to do so.

How can you opt out?

You are always in control of the direct marketing communications which you receive and can opt-out at any time. Generally you can opt-out by following the relevant opt-out or unsubscribe instructions in the relevant communication (such as email or SMS message).

You can also contact us using the detail set out in section 18 to tell us you would like to stop receiving direct marketing communications from us.

For cookies which use your personal information for direct marketing (such as targeted advertising) you can only opt-out by adjusting your device setting and online privacy settings (for advertising on certain websites and social media channels).

For more information about cookies, including how to opt-out of targeted advertising, see our Cookies Policy.

Important points regarding opting out

Importantly: regardless of whether you opt out from receiving any or all direct marketing communications, we will still communicate with you if we are required by law to provide you with information, for communications relating to your rights or obligations as a member to UDIA Victoria under the Corporations Act 2001 (Cth), or in relation to the services or products we are providing you with (for example, in relation to delivery information for products or sending you an invoice in relation to a transaction).

Third party links and sites

When you use our websites or receive communications from us, links to websites which belong to other third parties may be included (and are provided for your convenience). You should make your own enquiries as to the privacy policies of these parties. We are not responsible for information on, or the privacy practices of, any third party websites.

In addition, when you make online payments using our websites, we do not collect your credit card or banking details. This is because online payments are handled by third parties SecurePay Merchant Gateway and Salesforce CRM. Please use these links to see details of their privacy and security policies before making online payments.

Website use and cookies

You may visit our websites without identifying yourself. If you identify yourself (for example, by creating an online account or making an enquiry), any personal information you provide to us will be managed in accordance with this Privacy Policy.

Our websites also use cookies (and we share personal information we collect between members of UDIA Victoria). A ‘cookie’ is a small file stored on your computer’s browser, which assists in managing customised settings of the website and delivering content. We collect certain information such as your device type, browser type, “click-through” information, IP address, pages you have accessed on our websites and on third-party websites. Depending on the circumstances, this may or may not be personal information.

At a high level, cookies can be used for a variety of reasons, such as to personalise your browsing experience (for example, by remembering your preferences and recognising you as a repeat visitor to our websites), and to track statistics about the usage of our website. This allows us to better understand our users and improve the layout and functionality of our websites.

We only use non-persistent cookies. That is, they are held on your browser’s memory only for the duration of your session.

If you do not wish to receive any cookies (other than those that are strictly necessary) you can use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may be unable to access certain pages or content on our websites.

Online Behavioural Advertising

We may use advertising programs that place cookies on your computer to collect information about your browsing history (including on external websites). This information, which does not identify you personally, is collected in order to improve your online experience by customising the advertising you see to your interests (including the display of more relevant ads on external websites). You can opt out of these programs by turning off the cookie setting in your own internet browser.

We are committed to protecting your personal information, and ensuring that we securely store any personal information we collect (and in accordance with applicable privacy laws). We hold your personal information in electronic form.

We take all reasonable steps to ensure that any personal information we collect, use or disclose is accurate, complete, up-to-date and stored in a secure environment protected from misuse, interference and loss, and from unauthorised access, modification or disclosure.

Security and storage of personal information

UDIA Victoria	UDIA Victoria
Electronic records	We store electronic records in secure databases, using trusted third party storage providers based in Salesforce CRM. We also maintain physical security measures in relation to storage of our electronic records (such as through locks and security systems at our electronic data stores). Using technical methods, we also maintain computer and network security. For example, we use firewalls (security measures for the internet) and other security systems such as user identifiers and passwords to control access to our computer systems.
Our websites (including for making payments)	Our websites use encryption or other technologies to ensure that your personal information is securely transmitted via the internet (including to protect any payments you make). All transactions processed by us meet industry security standards to ensure payment details are protected. We encourage you to exercise care when sending your personal information via the internet (for example, when communicating with us online, we ask that you do not include your full account or card details).

How long do we keep your personal information?

We will only keep your personal information we store for as long as is necessary for the purposes set out in this Privacy Policy or as required to comply with any applicable legal obligations.

When we no longer require your personal information (and in accordance with any applicable laws), we will take steps to delete, destroy or de-identify that information.

Data breaches

If there is a breach of your personal information, UDIA Victoria will deal with such breach and notify you in accordance with its obligations under the Privacy Act.

You are entitled to request access to any of your personal information that we have. To make such a request, please contact us using the relevant contact details set out below in section 18.

We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and informing us of any change in your personal details (for example, if your email address changes or if you move and change address).

If you consider any personal information we have about you is inaccurate, out-of-date, incomplete, irrelevant or misleading, you are also entitled to request correction of the information (again, please contact us). After receiving a request from you, we will take reasonable steps to correct your information.

We may decline your request to access or correct your information in certain circumstances in accordance with the applicable privacy laws. If we do refuse your request, we will provide you with a reason for our decision. In addition, in the case we refuse your request for correction, we will include a statement about your request with the personal information we store.

Unique identifiers

We will not assign unique identifiers to you unless the assignment of unique identifiers is necessary to enable us to carry out any of our functions efficiently. Further, we will not require an individual to provide a unique identifier (e.g. your tax file number) unless required or authorised by law.

If you have any questions or concerns about this Privacy Policy or how we have handled your personal information, you may contact us at any time using the relevant contact details set out below in section 18.

Please also contact us if you have a complaint about privacy. If you make a complaint about privacy, the following will occur:

No.	Step
1	We will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally acknowledge your complaint within a week.
2	If your complaint requires more detailed consideration or investigation: we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation into your complaint promptly; and we may ask you to provide further information about your complaint and the outcome you are seeking.
3	We will then typically gather relevant facts, locate and review relevant documents and speak with the individuals involved.
4	In most cases, we will respond to your complaint within 30 days from when we receive your complaint. If the matter is more complex or our investigation may take longer, we will let you know.

If you are not satisfied with our response to a complaint, or you consider that we may have breached the Privacy Act (including the Australian Privacy Principles), you are entitled to make a complaint to the Office of the Australian Information Commissioner (the Australian privacy regulator).

The Office of the Australian Information Commissioner can be contacted by telephone on 1300 363 992, or you can fill out this form to make a complaint about our handling of your personal information. Full contact details for the Office of the Australian Information Commissioner can be found online at www.oaic.gov.au.

We may make changes to this Privacy Policy, with or without notice to you. However, where we make a material change to the Privacy Policy, we will provide notice to you (including by updating our websites, and, where appropriate, notifying you directly). We recommend you visit this Privacy Policy regularly to keep you up to date with any changes we make. If you do not accept the changes made to this Privacy Policy, you should immediately stop using the website and our products and services.

You can contact us using the details below:

UDIA Victoria
Phone	03 9832 9600 You can contact us 9am to 5pm, Monday to Friday AEST/AEDT
Email	info@udiavic.com.au
Postal address	Level 1, 55 Collins Street, Melbourne, VIC 3000

Last Updated: 26 August 2024