1. About this policy
AUSTRALIAN ARTIFICIAL INTELLIGENCE SOCIETY LTD (AUAI) is a public company limited by guarantee and a not-for-profit, independent and non-partisan scientific and professional society. This policy explains how AUAI collects, holds, uses and discloses personal information through its website, member platform and related administration.
AUAI intends to handle personal information consistently with applicable Australian law, including the Privacy Act 1988 (Cth) and Australian Privacy Principles where they apply. AUAI may also establish privacy, cybersecurity, data-governance, AI-use, records-management and information-security policies under its Constitution.
2. Information we collect
For membership and account administration, AUAI collects the information a person supplies: full name, email address, membership type, optional university or institution, organisation name for Organisation members, industry category, optional exact job or role, optional short biography, policy acceptance records and account timestamps.
Authentication is provided by Supabase Auth. AUAI does not store readable passwords in its member profile tables and administrators cannot view passwords. Supabase may process authentication identifiers, encrypted password credentials, email confirmation and password-reset events, provider details for Google sign-in, security logs and session information.
When the website is used, technical information such as IP address, browser or device information, request time, security events and error logs may be processed by AUAI’s hosting, authentication or security providers.
3. Why we collect and use information
- create and secure member accounts;
- assess, administer and communicate about membership;
- maintain accurate membership and governance records;
- provide member and administrator functionality;
- respond to enquiries, requests and complaints;
- protect AUAI, its members and systems from misuse or security threats;
- meet constitutional, legal, regulatory and records-management obligations; and
- improve AUAI activities and responsible AI programs.
AUAI will not use account information for unrelated direct marketing without an appropriate basis or consent.
4. Organisational and professional services
When an organisation makes an enquiry or AUAI separately agrees to provide advisory, technical, research, training, implementation or other professional services, AUAI may collect business contact information, organisation and role details, workflow descriptions, system or technology information, voluntarily supplied documents, project communications and technical information reasonably necessary for the work.
AUAI seeks to collect only what is reasonably required for the relevant enquiry, assessment or agreed service. Organisations should avoid providing unnecessary sensitive information or confidential documents during an initial public enquiry. Project-specific confidentiality, access, security and data-handling requirements may be governed by a separate engagement agreement, statement of work or other applicable project documentation.
Access to project information should be limited appropriately. AUAI may retain it only for legitimate operational, contractual, records-management and legal needs, and may use appropriate third-party processors to support authorised project work. Provider locations, terms and controls will depend on the selected services and project requirements.
Where AI-enabled tools are used in connection with organisational services, AUAI will consider the nature of the information, the purpose of processing, the selected technology, applicable permissions and agreed project requirements.
5. Authentication, sessions and cookies
The member platform uses strictly necessary cookies or equivalent browser storage to keep a member signed in, rotate authentication tokens, protect account flows and remember a short-lived registration draft during Google sign-up. These are functional security controls, not advertising cookies. A member can clear cookies through browser settings, but doing so may sign the member out or interrupt registration.
Google sign-in, when enabled, redirects the user to Google and Supabase. Their own privacy terms apply to information they process. AUAI requests only the basic identity scopes needed for sign-in unless it clearly explains and obtains approval for anything more.
6. Security and access controls
AUAI uses role-based access, database Row Level Security, server-side checks for administrator operations, encrypted transport on hosted services, restricted service credentials and input validation. Members can read and edit only their own profile through the member interface. Authorised administrators can view and manage member records for legitimate AUAI purposes. No system is completely risk-free; AUAI will review and respond to suspected incidents in accordance with applicable obligations and its policies.
7. RSS, AI news and videos
AUAI’s news system retrieves public RSS or Atom feeds selected by an administrator. Where publisher access and robots settings permit, it may temporarily retrieve useful article text to prepare a short original summary. Full article text is not stored or displayed. AUAI stores a source name and URL and, for each retained story, the headline, short summary, category, importance indicator, publication date and original article link. News processing is directed at public editorial material, not member profiles.
If an RSS item contains an author name or other personal information already published by the source, AUAI may display only what is reasonably necessary for source attribution and may direct correction or removal requests to the original publisher where appropriate.
The AI Videos page may use privacy-conscious YouTube or Vimeo embeds selected by an administrator. Loading or playing an embedded video can disclose technical information such as IP address and browser details to that provider under its privacy terms. Videos do not auto-play, and unsupported providers are presented as ordinary outbound links.
8. Disclosure and overseas processing
AUAI may disclose or make information available to service providers that support authentication, databases, hosting, security, email delivery, authorised administration and separately agreed project work. These providers may process data in Australia or overseas. AUAI will take reasonable steps required by applicable law when selecting and configuring providers. AUAI may also disclose information where authorised or required by law, or where reasonably necessary to address a serious security or safety concern.
9. Retention
AUAI retains membership, policy-acceptance and project records for as long as reasonably required for membership, governance, operational, contractual, dispute, security and legal purposes. Information that is no longer needed will be deleted or de-identified where required and practicable, subject to lawful records-management obligations and backups.
10. Access, correction and account choices
Members can view and correct most profile information through the account page. To request access to other personal information, correct an account email, close an account, raise a privacy concern or ask a question, contact AUAI using the details below. AUAI may need to verify identity before acting and may retain information where the Constitution, a contract or law requires it.
11. Contact and complaints
Email info@auai.org.au, call (02) 7229 1269, or write to AUAI at 104 Talavera Road, Macquarie Park NSW 2113, Australia. AUAI will consider privacy requests and complaints fairly and within a reasonable period. Information about privacy rights is available from the Office of the Australian Information Commissioner.
12. Changes to this policy
AUAI may update this policy as its activities, systems, policies or legal obligations change. The current version and effective date will be published here. If a material change affects an existing consent or member choice, AUAI will take reasonable steps to notify affected members or seek a new acceptance where appropriate.