Privacy Policy

PRIVACY POLICY — INGENA LIMITED

Effective Date: 7 August 2026

Last Updated: 7 August 2026

  1. ABOUT THIS POLICY
    1. InGeNA Limited (ABN 78 673 234 430) (InGeNA, we, us, our) is registered as a charity with the Australian Charities and Not-for-profits Commission (ACNC). We are the industry voice for genomics and precision medicine in Australia.
    2. This Privacy Policy explains how we collect, use, disclose, store, and otherwise handle personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).
    3. By using our website at https://ingena.org.au/ (Website), submitting a membership application, signing up to our mailing list, or otherwise providing us with your personal information, you consent to the collection, use, and disclosure of your personal information as described in this Policy.
    4. We may update this Policy from time to time. The current version will always be available on our Website. Continued use of our Website or services after any update constitutes acceptance of the revised Policy.
  2. WHAT PERSONAL INFORMATION WE COLLECT
    1. Contact and identity information: name, job title, organisation name, email address, phone number, and postal address.
    2. Membership information: details provided in membership applications, including organisational details, ABN, and the names and contact details of nominated representatives.
    3. Communications: records of correspondence with us, including emails, contact form submissions, and event registrations.
    4. Mailing list and newsletter subscriptions: email address and, where provided, name and organisation.
    5. Website usage information: IP address, browser type, device information, pages visited, time spent on pages, and referring URLs, collected via cookies and analytics tools (see clause 8).
    6. We do not collect sensitive information (including health information) directly from individuals through our Website or standard membership processes. If this changes, we will update this Policy and seek your explicit consent before collecting any sensitive information.
    7. We only collect personal information that is reasonably necessary for our functions and activities as described in this Policy.
  3. HOW WE COLLECT PERSONAL INFORMATION
    1. We collect personal information directly from you when you:
      1. visit or use our Website;
      2. submit a membership application or renew your membership;
      3. sign up to our mailing list or newsletter;
      4. register for or attend an InGeNA event, webinar, or roundtable;
      5. contact us via our contact form, email, or phone;
      6. participate in surveys, consultations, or policy submissions facilitated by InGeNA; or
      7. interact with us on social media platforms.
    2. We may also collect personal information about you from third parties, including:
      1. member organisations nominating you as a representative or contact;
      2. publicly available sources such as professional directories, LinkedIn, and organisational websites; and
      3. event co-hosts or partner organisations, where you have consented to that sharing.
    3. Where we collect personal information from a third party, we will take reasonable steps to notify you of that collection as soon as practicable, unless doing so would be impracticable or disproportionate in the circumstances.
  4. WHY WE COLLECT AND USE PERSONAL INFORMATION
    1. We collect and use personal information for the following purposes:
      1. managing membership applications, renewals, and member communications;
      2. sending newsletters, industry updates, policy submissions, and event invitations;
      3. organising and administering InGeNA events, roundtables, and working groups;
      4. responding to enquiries and correspondence;
      5. conducting advocacy, policy development, and research activities in the genomics and precision health sector;
      6. improving our Website and services;
      7. complying with our legal and regulatory obligations, including ACNC governance requirements; and
      8. any other purpose for which you have provided consent.
    2. We will not use your personal information for a purpose other than those listed above without your consent, unless otherwise permitted or required by law.
  5. DISCLOSURE OF PERSONAL INFORMATION
    1. We may disclose your personal information to:
      1. InGeNA board members, staff, and volunteers who need access to perform their roles;
      2. third-party service providers who assist us in operating our Website and delivering our services (see clause 6);
      3. partner organisations, co-hosts, or sponsors of InGeNA events, where you have consented or where disclosure is reasonably expected in the context of the event;
      4. government agencies, regulators, or law enforcement bodies where required or authorised by law; and
      5. any other person or entity with your consent.
    2. We do not sell, rent, or trade your personal information to third parties for marketing purposes.
    3. We will take reasonable steps to ensure that any third party to whom we disclose personal information handles it in accordance with the APPs or equivalent privacy protections.
  6. THIRD-PARTY SERVICE PROVIDERS
    1. We use third-party service providers to help us operate our Website and deliver our services. These providers may have access to your personal information only to the extent necessary to perform their services. Current providers include:
      1. HubSpot — for mailing list management, newsletter distribution, and customer relationship management;
      2. Google Analytics — for website analytics and performance monitoring (see clause 8);
      3. Meta Pixel (Meta Platforms, Inc.) — for website analytics and advertising performance measurement (see clause 8);
      4. WordPress / WordPress.com — for website hosting and content management; and
      5. other providers as updated from time to time.
    2. We encourage you to review the privacy policies of these providers directly.
  7. OVERSEAS DISCLOSURE
    1. Some of our third-party service providers may store or process personal information outside Australia, including in the United States and the European Union.
    2. Where we disclose personal information to overseas recipients, we take reasonable steps to ensure those recipients handle your information in a manner consistent with the APPs, including by relying on contractual protections or the recipient’s adherence to equivalent privacy frameworks.
    3. By providing us with your personal information, you consent to it being disclosed to overseas recipients in the circumstances described in this Policy.
  8. COOKIES AND WEBSITE ANALYTICS
    1. Our Website uses cookies and similar tracking technologies to improve your browsing experience and to collect analytics data about how visitors use our Website.
    2. Cookies are small text files stored on your device. We use:
      1. essential cookies — necessary for the Website to function correctly;
      2. analytics cookies — to understand how visitors interact with our Website (e.g., pages visited, time on site); and
      3. preference cookies — to remember your settings and preferences.
    3. You can control or disable cookies through your browser settings. Disabling cookies may affect the functionality of some parts of our Website.
    4. We use the following analytics and tracking tools, which may collect data about your visit and transfer it overseas:
      1. Google Analytics (Google LLC): collects aggregated data about website usage. Google may transfer data to servers in the United States. You can opt out via the Google Analytics Opt-out Browser Add-on. See Google’s Privacy Policy at https://policies.google.com/privacy.
      2. Meta Pixel (Meta Platforms, Inc.): collects data about pages visited and actions taken on our Website to measure the effectiveness of content and advertising. Meta may transfer data to servers in the United States. You can manage your ad preferences at https://www.facebook.com/ads/preferences. See Meta’s Privacy Policy at https://www.facebook.com/privacy/policy.
      3. HubSpot: tracks interactions with our Website and email communications to help us understand engagement and improve our services. HubSpot may transfer data to servers in the United States. See HubSpot’s Privacy Policy at https://legal.hubspot.com/privacy-policy.
  9. DATA SECURITY
    1. We take reasonable steps to protect personal information we hold from misuse, interference, loss, and unauthorised access, modification, or disclosure, in accordance with APP 11.
    2. These steps include password-protected systems, restricted staff access, and secure data storage practices.
    3. No method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee absolute security.
    4. If we become aware of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act.
  10. DATA RETENTION
    1. We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected, or as required by law.
    2. When personal information is no longer required, we will take reasonable steps to destroy or de-identify it in accordance with APP 11.
    3. Member records are generally retained for the duration of membership and for 7 years after membership ends, unless a longer period is required by law or our ACNC obligations.
  11. ACCESS AND CORRECTION
    1. You have the right to request access to the personal information we hold about you, and to request that we correct any information that is inaccurate, out of date, incomplete, irrelevant, or misleading.
    2. To make an access or correction request, please contact us using the details in clause 13. We will respond within a reasonable time (generally within 30 days).
    3. We may decline an access or correction request in circumstances permitted by the APPs, and will provide written reasons for any refusal.
    4. We do not charge a fee for making an access or correction request, though we may charge a reasonable fee for providing access where the request involves significant time or resources.
  12. COMPLAINTS
    1. If you believe we have handled your personal information in a way that does not comply with the Privacy Act or this Policy, you may lodge a complaint with us by contacting us using the details in clause 13.
    2. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If we are unable to resolve your complaint within that period, we will keep you informed of progress.
    3. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
      1. Website: www.oaic.gov.au
      2. Phone: 1300 363 992
      3. Post: GPO Box 5218, Sydney NSW 2001
  13. CONTACT US

For any privacy-related enquiries, access or correction requests, or complaints, please contact:

Privacy Officer

InGeNA Limited

ABN 78 673 234 430

C/O CTB Advisory, 8 First Avenue, Mooloolaba QLD 4557, Australia

Email: privacy@ingena.org.au

Phone: 0448 848 016

Website: https://ingena.org.au/

  1. AUTOMATED DECISION-MAKING
    1. From 10 December 2026, the Privacy Act will require APP entities to disclose the use of automated decision-making processes that significantly affect individuals’ rights or interests.
    2. InGeNA does not currently use automated decision-making processes that significantly affect individuals. If this changes, we will update this Policy accordingly.

This Privacy Policy was last reviewed on 7 August 2026.