Privacy Policy

Effective date: 14 September 2025

1. About WoZEV

Women of Zero Emission Vehicles (“WoZEV”, “we”, “us”, “our”) is a member-based organisation supporting women and allies in the zero-emission transport sector across Australia and New Zealand. This Policy explains how we handle Personal Information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and the Privacy Act 2020 (NZ) and its Information Privacy Principles (IPPs).

2. Scope

This Policy applies to Personal Information we collect about members, event attendees, speakers, volunteers, partners/sponsors, suppliers and website visitors in Australia and New Zealand.

3. Key definitions

• Personal Information: information about an identifiable individual (e.g., name, email, phone, role, organisation, location).
• Sensitive Information (AU) / Special categories (NZ): includes health, disability and dietary details, accessibility needs, and union/association membership where applicable. We collect this only with your consent or as otherwise permitted by law.

4. What we collect

Depending on your interactions with us, we may collect:

• Identity & contact: name, pronouns, email, phone, organisation, job title, region/country.
• Membership & events: registrations, attendance, dietary/access needs, speaker biographies, session preferences, survey/feedback responses.
• Communications & marketing: newsletter preferences, engagement with our emails or posts.
• Website & analytics: IP address, device/browser details, pages viewed, cookies.
• Images & recordings: photos/video from events.

5. How we collect information

• Directly from you: forms, emails, registrations, surveys, speaker submissions.
• From third parties you authorise: e.g., event platforms, ticketing/payment services.
• Public sources you nominate: e.g., a LinkedIn URL for a speaker bio.
• Automatically: via our website and email analytics.

6. Why we use your information (purposes)

We use Personal Information to:

1. Operate our organisation: manage memberships, programmes and events.
2. Communicate: send updates, newsletters and opportunities; respond to enquiries.Event delivery: publish programmes and speaker bios; manage venue access, catering and accessibility; produce event collateral (photos/recordings).
3. Partner/sponsor fulfilment: acknowledge sponsors and report aggregate participation metrics; share minimal necessary attendee details where required for event access or co-hosted activities.
4. Improve services: run surveys, analyse anonymised/aggregated usage and engagement.
5. Compliance: meet legal, regulatory, insurance and financial reporting obligations.

7. Direct marketing

We may send you communications about events, programmes and opportunities. You may opt out at any time via the unsubscribe link or by contacting us (see §14).

8. Sharing and overseas disclosures

We may disclose Personal Information to:

• Service providers (e.g., email/newsletter platforms, event/ticketing systems, payment processors, cloud hosting, analytics) under contractual confidentiality and security obligations.
• Event partners/co-hosts/sponsors where reasonably necessary to deliver an event (e.g., attendee list for building access or catering).
• Regulators or law enforcement where required or authorised by law.
• Some providers may be located outside Australia and New Zealand (for example, in the United States, United Kingdom, European Union or Singapore).
• APP 8 (Australia): we take reasonable steps to ensure overseas recipients protect Personal Information in a manner consistent with the APPs.
• IPP 12 (NZ): we will only disclose offshore where there are comparable safeguards (e.g., contractual clauses) or another permitted ground applies.

10. Data security

We implement reasonable administrative, technical and physical safeguards designed to protect Personal Information against loss, misuse, unauthorised access, modification or disclosure. However, no method of transmission or storage is completely secure.

11. Retention

We retain Personal Information only for as long as reasonably necessary for the purposes in §6 (and any compatible purposes) or as required by law. When no longer needed, we will take reasonable steps to destroy or de-identify the information.

12. Your rights

You may:

• Access the Personal Information we hold about you; and
• Request correction of inaccurate, incomplete or out-of-date information.

We will respond within a reasonable period (generally within 30 days) and may need to verify your identity. If we decline a request as permitted by law, we will provide reasons.

13. Complaints

If you have a privacy complaint, please contact us first. We will investigate and respond within a reasonable timeframe. If you are not satisfied, you may contact the relevant regulator:

• Australia: Office of the Australian Information Commissioner (OAIC).
• New Zealand: Office of the Privacy Commissioner (OPC).

16. Notifiable privacy breaches

We assess suspected data breaches promptly. Where a breach is likely to cause serious harm, we will notify affected individuals and the relevant regulator in accordance with the Notifiable Data Breaches (NDB) scheme (AU) and Notifiable Privacy Breaches (NZ) requirements.

17. Changes to this Policy

We may update this Policy from time to time. The most current version will be posted on our website and will state its effective date.

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