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Privacy Policy.

How AIAA collects, holds, uses and discloses personal information.

Last updated: 10 September 2026

This Privacy Policy explains how Artificial Intelligence Australasian Association Limited (AIAA, we, us or our) collects, holds, uses and discloses personal information.

AIAA is committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable laws.

This Privacy Policy applies when you:

  • visit or interact with the AIAA website at aiaa.io;
  • apply for, hold or renew AIAA membership or a professional designation;
  • participate in AIAA education, assessment or professional development activities;
  • attend an AIAA event or webinar;
  • subscribe to AIAA communications;
  • use an AIAA member, learning or credential-verification service; or
  • otherwise communicate or engage with AIAA.

1. What personal information we collect

The personal information we collect depends on your relationship with AIAA and the services you use.

We may collect:

Identity and contact information

This may include your:

  • name;
  • title;
  • date of birth, where reasonably required;
  • email address;
  • telephone number;
  • residential, postal or business address;
  • country, state, territory or city; and
  • identity documents or other information required to verify your identity.

Professional and membership information

This may include your:

  • occupation, job title and employer;
  • employment history and professional experience;
  • curriculum vitae or résumé;
  • professional qualifications, licences and certifications;
  • professional memberships and affiliations;
  • areas of expertise or specialisation;
  • membership category and status;
  • AIAA member or credential number;
  • designation, including Associate (AAIAA), Member (MAIAA), Senior Member (SAIAA), Fellow (FAIAA) or Fellow Life (LFAIAA);
  • application, renewal, review and assessment records;
  • referee, sponsor or nominator information;
  • declarations relating to professional conduct, disciplinary matters or eligibility; and
  • continuing professional development records.

Education, assessment and event information

This may include:

  • courses, programmes, assessments and events for which you register;
  • attendance, participation and completion records;
  • assessment submissions, results and feedback;
  • accessibility or dietary requirements;
  • event photographs, audio or video recordings;
  • questions, comments and other contributions you make during an event or programme; and
  • certificates, digital badges or other credentials issued to you.

Payment and transaction information

This may include:

  • billing details;
  • transaction history;
  • invoices and receipts;
  • payment status; and
  • limited payment information provided to us by our payment processor.

Payment card details are generally collected and processed directly by our payment service provider, such as Stripe. AIAA does not ordinarily retain complete payment card numbers.

Communication and marketing information

This may include:

  • newsletter and mailing-list subscriptions;
  • communication preferences;
  • correspondence with AIAA;
  • survey responses;
  • enquiries, complaints and feedback; and
  • records of how you interact with our emails and other communications.

Website and technical information

When you use our website or online services, we may automatically collect:

  • IP address;
  • browser and device information;
  • operating system;
  • referring website;
  • pages viewed;
  • dates and times of access;
  • approximate location;
  • cookie identifiers; and
  • website usage, performance and diagnostic information.

Sensitive information

In limited circumstances, AIAA may collect sensitive information, such as health or accessibility information, professional conduct information or information about membership of another professional association.

We will only collect sensitive information where it is reasonably necessary for our functions and permitted by law, including where you have provided consent.

2. How we collect personal information

We generally collect personal information directly from you when you:

  • create an account;
  • submit an application;
  • renew a membership or designation;
  • register for an event, programme or assessment;
  • make a payment;
  • complete a survey or form;
  • subscribe to communications;
  • contact us; or
  • use our website or online services.

We may also collect information from:

  • referees, nominators or sponsors;
  • employers or organisations funding your participation;
  • educational institutions, credential issuers or professional bodies;
  • assessors, reviewers, facilitators and event partners;
  • service providers acting on our behalf;
  • publicly available professional sources, such as organisational websites or professional profiles; and
  • cookies and similar technologies.

If you provide personal information about another person, you should ensure that you are authorised to do so and, where appropriate, that the person has been informed about this Privacy Policy.

3. Why we collect and use personal information

AIAA may collect, hold and use personal information to:

  • process and assess membership and designation applications;
  • verify identity, qualifications, experience, references and eligibility;
  • administer memberships, renewals and professional designations;
  • deliver education, assessment and continuing professional development programmes;
  • issue, manage and verify certificates, badges and professional credentials;
  • maintain AIAA’s member and credential registers;
  • manage events, webinars, committees and professional activities;
  • process payments, refunds and financial records;
  • operate, maintain and improve our website and online services;
  • provide member support and respond to enquiries;
  • send service notices and other important administrative communications;
  • send newsletters, event information and other promotional communications;
  • conduct research, analysis and reporting;
  • investigate complaints, misconduct, fraud, security incidents or breaches of AIAA requirements;
  • comply with legal, regulatory and governance obligations;
  • protect the rights, safety and integrity of AIAA, its members and the public; and
  • carry out any other purpose disclosed to you at the time of collection or authorised by law.

Where practicable, information used for statistical, research or reporting purposes will be aggregated or de-identified.

4. Automated systems and human decision-making

AIAA may use software and automated tools to support administrative tasks such as:

  • checking whether required application information has been provided;
  • verifying information;
  • identifying possible fraud or security risks;
  • prioritising workflows;
  • analysing website usage; and
  • assisting with communications and member services.

AIAA does not rely solely on automated processing to make final substantive decisions about admission, designation conferral, assessment outcomes, disciplinary action or credential revocation. Appropriate human review applies to these decisions.

If AIAA introduces an automated decision-making process that could reasonably be expected to significantly affect an individual’s rights or interests, we will provide the information and safeguards required by applicable law.

5. Public register and credential verification

AIAA may maintain a public register or verification service so that employers, clients, regulators and members of the public can confirm the status of an AIAA membership or professional designation.

Information displayed through a public register or verification service may include:

  • your name;
  • member or credential number;
  • AIAA designation;
  • membership or credential status;
  • date of conferral, renewal or expiry;
  • continuing professional development currency;
  • approved specialisations; and
  • general professional location, such as city, state or country.

AIAA will only publish information reasonably necessary to identify and verify the relevant membership, designation or credential.

You may request correction of inaccurate register information by contacting AIAA. In some circumstances, you may request that particular information not be displayed publicly. However, limiting publication may affect AIAA’s ability to provide a publicly verifiable professional credential.

AIAA may retain and display an appropriate status where a membership or credential has lapsed, expired, been suspended, surrendered or revoked, where reasonably necessary to preserve the accuracy and integrity of the register.

6. When we disclose personal information

AIAA may disclose personal information to:

  • technology, hosting, database and cybersecurity providers;
  • customer relationship management and communication providers, including GoHighLevel;
  • payment processors, including Stripe;
  • learning management, assessment and credential providers;
  • email delivery, analytics and event-management providers;
  • assessors, reviewers, referees, facilitators and committee members;
  • professional advisers, including lawyers, accountants, auditors and insurers;
  • event partners, venues and service providers where reasonably necessary;
  • an employer, sponsor or funding organisation where you have authorised the disclosure or the arrangement has been disclosed to you;
  • government agencies, regulators, courts or law-enforcement bodies where required or authorised by law; and
  • another organisation involved in a proposed or completed restructure, merger or transfer of AIAA’s operations.

Where an employer or sponsor has paid for your participation, AIAA may provide limited administrative information such as registration, attendance, completion or credential status. Detailed assessment results will only be disclosed with your consent or where otherwise permitted by law.

AIAA does not sell personal information.

7. Overseas disclosure

Some of AIAA’s service providers may store or process personal information outside Australia, including in the United States and other countries in which those providers or their subprocessors operate.

The privacy and data-protection laws applying in those countries may differ from Australian law.

Where required, AIAA will take reasonable steps to ensure overseas recipients handle personal information consistently with applicable Australian privacy requirements. Where practicable, relevant overseas locations will be identified in collection notices or made available on request.

8. Direct marketing

AIAA may use your contact information to send you information about:

  • membership and professional designations;
  • courses and professional development;
  • events and webinars;
  • research, publications and industry updates;
  • member benefits; and
  • other AIAA activities that may be relevant to you.

You can unsubscribe from marketing communications using the unsubscribe link in an email or by contacting us at info@aiaa.io.

Unsubscribing from marketing will not prevent AIAA from sending essential administrative or service communications about your account, membership, credential, registration, payment or obligations.

9. Cookies and analytics

AIAA may use cookies, pixels and similar technologies to:

  • operate and secure the website;
  • remember preferences;
  • understand how visitors use the website;
  • measure website and campaign performance;
  • diagnose technical issues; and
  • improve our services and communications.

Some cookies are necessary for the website to function. Other cookies, including analytics or marketing cookies, may be controlled through available cookie settings or your browser settings.

Disabling cookies may affect the operation of some website features.

10. Links to third-party services

AIAA’s website and communications may contain links to websites or services operated by third parties.

AIAA is not responsible for the privacy practices of third parties. You should review the privacy policy of any third-party website or service before providing personal information.

11. Storage and security

AIAA may store personal information electronically, in cloud-based systems and, where necessary, in physical records.

We take reasonable administrative, technical and physical measures to protect personal information from:

  • misuse, interference and loss;
  • unauthorised access;
  • unauthorised modification; and
  • unauthorised disclosure.

These measures may include access controls, authentication, encryption, monitoring, staff procedures and service-provider due diligence.

No system or method of electronic transmission is completely secure. If an eligible data breach occurs, AIAA will take appropriate action in accordance with the Notifiable Data Breaches scheme and other applicable laws.

12. Retention of personal information

AIAA retains personal information only for as long as reasonably necessary to:

  • provide services and administer your relationship with AIAA;
  • maintain accurate membership, credential and professional records;
  • meet legal, financial, insurance and governance requirements;
  • manage complaints, disputes and enforcement matters; and
  • protect the integrity of AIAA’s credential-verification services.

When personal information is no longer required, AIAA will take reasonable steps to securely destroy or de-identify it, unless its retention is required or authorised by law.

Some historical credential information may be retained where necessary to maintain an accurate record of credentials previously issued, suspended, surrendered, expired or revoked.

13. Accessing and correcting your information

You may request access to personal information AIAA holds about you or ask us to correct information that is inaccurate, incomplete, out of date, irrelevant or misleading.

To make a request, email info@aiaa.io.

We may need to verify your identity before processing the request. We will respond within a reasonable period and, where required by law, provide written reasons if access or correction is refused.

AIAA does not ordinarily charge for making an access request. We may charge a reasonable administrative fee for providing access where permitted by law, and we will notify you in advance if a fee applies.

14. Privacy complaints

If you believe AIAA has not handled your personal information appropriately, please contact us at info@aiaa.io.

Please include:

  • your name and contact details;
  • a description of your concern;
  • relevant dates or communications; and
  • the outcome you are seeking.

AIAA will acknowledge and investigate privacy complaints and aims to provide a response within 30 days. If additional time is required, we will let you know.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

15. Anonymity and pseudonyms

Where lawful and practicable, you may interact with AIAA anonymously or using a pseudonym, such as when browsing general website information.

AIAA may be unable to provide membership, assessments, professional designations, verified credentials or certain other services without confirming your identity.

16. Children and young people

AIAA’s membership and professional services are primarily intended for adults.

If a person under 18 participates in an eligible AIAA activity, we may require consent from a parent or legal guardian and may collect the minimum information reasonably necessary to administer that participation.

17. Changes to this Privacy Policy

AIAA may update this Privacy Policy to reflect changes to our operations, technology, services or legal obligations.

The current version will be published at aiaa.io/legal/privacy with its effective date. Material changes may also be communicated through the website, by email or through another appropriate channel.

18. Contact AIAA

For privacy enquiries, access or correction requests, or complaints, contact:

Artificial Intelligence Australasian Association Limited

Email: info@aiaa.io

Website: aiaa.io