Ashton Media

Privacy & Cookie Policy

Ashton Media Pty Limited (ABN 55 162 266 060) is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy explains how we collect, use, disclose, and protect your personal information. It also explains how we use cookies and similar tracking technologies on our websites.

Last updated: 11th February 2026

What personal information do we collect?

We collect personal information that you provide to us when you:

  • Register for our conferences, symposiums, or retreats
  • Subscribe to our newsletters or mailing lists
  • Contact us via enquiry forms, email, or phone
  • Interact with our websites or digital marketing
  • Connect with attendees through our event apps

This may include your name, job title, company name, email address, phone number, business address, dietary requirements, and professional interests.

We also collect information automatically through cookies and similar technologies (see Cookie Policy below).

How do we collect your information?

We collect personal information directly from you when you interact with us. We may also collect information from:

  • Third-party registration platforms
  • Professional networking platforms (such as LinkedIn)
  • Your employer or colleagues (when they register you for events)
  • Publicly available sources for business contact information
  • Our event partners and sponsors (with appropriate consent)

When we collect information from a third party, we will take reasonable steps to notify you promptly.

Why do we collect your information?

We collect and use your personal information to:

  • Process your event registrations and provide event services
  • Communicate with you about events, including confirmations, updates, and post-event materials
  • Facilitate networking through our event apps
  • Send you marketing communications about future events and industry insights
  • Improve our events and services
  • Conduct market research and analysis
  • Comply with legal obligations
  • Manage our business operations, including CRM and customer service

How do we store and secure your information?

We store your personal information in our customer relationship management system (Capsule CRM) and other secure databases. We implement physical, technical, and administrative security measures to protect your information from loss, misuse, unauthorised access, modification, and disclosure.

These measures include:

  • Secure servers and encrypted data transmission
  • Access controls and authentication requirements
  • Regular security assessments and updates
  • Staff training on privacy and security practices

However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

Cross-border data disclosure

Some of the service providers we use to store and process your information are located overseas, including in the United States and Europe. This includes:

  • Capsule CRM (United Kingdom)
  • Google (including Google Ads and Analytics) (United States)
  • LinkedIn (United States)
  • AdRoll (United States)
  • Event app providers (varies by event)
  • Email marketing platforms (United States)

By providing your information to us, you consent to this disclosure. We take reasonable steps to ensure that overseas recipients handle your information in accordance with Australian privacy laws.

Who do we disclose your information to?

We may disclose your personal information to:

  • Event partners and sponsors: For our Symposium and Retreat series, we share attendee contact information with event partners and sponsors. By registering, you consent to receive promotional communications from these third parties.
  • Other event attendees: Through our official event apps. When you accept a connection request, you consent to sharing your information with that individual and their organisation.
  • Service providers: Including registration platforms, payment processors, venue providers, catering services, and technology providers who assist in delivering our events.
  • Marketing and analytics providers: Including Google, LinkedIn, and AdRoll for advertising, remarketing, and analytics purposes.
  • Professional advisers: Such as lawyers, accountants, and auditors.
  • Government agencies: When required or authorised by law.
  • Business purchasers: If we sell or transfer any part of our business or assets.

How long do we keep your information?

We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Generally:

  • Event registration data: 7 years from the event date (for accounting and legal compliance)
  • Marketing contact lists: Until you unsubscribe or we determine the information is no longer relevant
  • Email correspondence: 7 years from last contact
  • Website analytics and cookie data: Up to 26 months

After these periods, we will securely delete or de-identify your information unless we are legally required to retain it.

Marketing communications and opt-out

We may send you marketing communications about our events and services if you have:

  • Registered for one of our events
  • Subscribed to our mailing lists
  • Provided your consent
  • A reasonable expectation that we would contact you (based on your professional role and our business relationship)

You can opt out of marketing communications at any time by:

  • Clicking the “unsubscribe” link in any marketing email
  • Contacting us at gavins@ashtonmedia.com.au
  • Calling us on (02) 8228 6900

If you received promotional communications from our event partners or sponsors as a result of registering for an Ashton Media event, and wish to opt out from those communications, please contact us at gavins@ashtonmedia.com.au and we will assist with your request.

Please note that even if you opt out of marketing communications, we may still send you essential event-related communications if you are registered for an upcoming event.

Your rights and choices

Under the Privacy Act 1988, you have the right to:

  • Access: Request access to the personal information we hold about you
  • Correction: Request correction of inaccurate or out-of-date information
  • Deletion: Request deletion of your information (subject to legal retention requirements)
  • Complaint: Lodge a complaint about how we handle your personal information

To exercise these rights, please contact our Privacy Officer using the details below. We will respond to your request within 30 days. In some cases, we may charge a reasonable fee for providing access to your information.

We may deny access or correction in certain circumstances permitted by law, such as where granting access would unreasonably impact another person’s privacy or where the information is subject to legal privilege.

Data breach notification

If we experience a data breach that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required by law. We will provide information about the breach, the type of information involved, and steps you can take to protect yourself.

Cookie Policy

What are cookies?

Cookies are small text files that are placed on your device when you visit our website. They help us understand how you use our site and improve your experience.

What cookies do we use?

We use the following types of cookies:

Essential Cookies: These are necessary for our website to function properly. They enable basic features like page navigation and access to secure areas.

Analytics Cookies: We use Google Analytics to understand how visitors interact with our website, including pages visited, time spent, and traffic sources. This helps us improve our website and services.

Marketing and Advertising Cookies: We use cookies from the following advertising platforms:

  • Google Ads: To deliver targeted advertising and measure campaign performance
  • LinkedIn Insight Tag: To track conversions, retarget website visitors, and unlock additional audience insights
  • AdRoll: To deliver retargeting advertisements across various websites and platforms

These cookies enable us to:

  • Show you relevant advertisements for our events based on your interests and browsing behaviour
  • Retarget you with advertisements after you visit our website
  • Measure the effectiveness of our advertising campaigns
  • Build custom audiences for targeted marketing
  • Track conversions and event registrations

Third-Party Cookies: Our website may also include cookies from third-party services such as embedded videos, social media sharing buttons, and event registration platforms.

How long do cookies last?

Some cookies are deleted when you close your browser (session cookies), while others remain on your device for a set period or until you delete them (persistent cookies). Our advertising cookies typically last for up to 180 days.

Managing cookies

You can control and manage cookies in several ways:

Please note that disabling cookies may affect the functionality of our website and your ability to access certain features.

Changes to this policy

We may update this privacy and cookie policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. We will post the updated policy on our website and update the “Last updated” date. For significant changes, we may notify you via email or through a prominent notice on our website.

We encourage you to review this policy periodically.

Contact us

If you have any questions about this privacy and cookie policy, wish to access or correct your personal information, make a complaint about how we handle your privacy, or need further information about our information management practices, please contact:

The Privacy Officer
Ashton Media Pty Ltd
Level 1/85 William St
Darlinghurst NSW 2010
AUSTRALIA

Email: gavins@ashtonmedia.com.au
Phone: (02) 8228 6900

We will acknowledge receipt of your complaint within 7 days and provide a substantive response within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001

Phone: 1300 363 992
Website: www.oaic.gov.au