1. What kind of information do we collect?
Sign-up details: If you register or sign up for events, newsletters or publications on the site, we will ask you for personal information such as your name, email address, and occupation.
Supporter details: If you are asked and agree to become a Supporter of States of Change as an organisation, you will be asked to provide details of your organisation. If you are asked and agree to become a Supporter of States of Change as an individual, you will be asked to provide your name, photograph and position within your organisation.
Feedback and surveys: We may also ask you for feedback about States of Change or to complete surveys.
Research: If you agree to work with us in relation to any research we are conducting we will ask you for your name and contact details, occupation and may ask for further information about you as may be relevant to the particular research you are participating in.
2. What do we do with information we collect and what is our legal basis for this?
Third party processors: As is indicated below, we may use third party platforms and processors to deliver newsletters. In using these third parties we are pursuing our legitimate interest to use third party technology to achieve greater efficiency within our organisation. To balance our interests against yours, we have taken steps to ensure these third parties maintain appropriate technical and organisational measures to keep your personal information secure.
Sign-up details: If you sign-up for us to send you newsletters, publications and other information about States of Change, our partners and activities (see “Marketing” section below), we will use your personal information to send these to you. Our legal basis for doing this is your consent. You have the right to withdraw this consent at any time, as explained in the “Marketing” section below.
Supporter details: If you are asked and agree to become a Supporter of States of Change as an organisation, your organisation name and logo will be displayed publicly on the website. If you are asked and agree to become a Supporter of States of Change as an individual, your personal information will be displayed publicly on the website, and you will be sent newsletters, information and updates about States of Change as it evolves, and details of events.
Events: If you register to attend one of our events we will use your personal information to process your application to attend the event, take payment, if any, for our administration and management of the event and to send you any updates or information regarding the event. Our legal basis for doing so is to fulfil the agreement with you for your attendance.
We currently use Humanitix as a registration system for many of our events. If you wish to know more please see:
If you buy a ticket for an event, we use third party systems to process your purchase and take payment. The payment processing organisation will be the data controller of your information for the purpose of processing the transaction. Please read the terms and conditions before completing your purchase and making payment.
Feedback and surveys: If you agree to give us feedback or complete a survey, we will use the information to improve our work and activities. We usually use Surveygizmo to process surveys, and they only process your information on our instructions. Surveygizmo operate in the US. For more information see: https://www.surveygizmo.com/privacy/. If you agree to participate in any survey that will form part of any research project, we will tell you at the time you take part how your information will be used for the particular research project or programme, and how long it will be kept for.
Research: If you agree to take part in any research we will use your information for the purpose of that research project or programme. Full details of how your personal information will be used will be given to you at the time you agree to participate; this could include to inform the development of a new prize, project, programme or other initiative, being incorporated into reports or other research outcomes, and may include being publicly displayed on web pages relating to the particular research project or programme.
Online activity: The information that we obtain about your device helps us to monitor the website and keep it secure. The cookies we use tell us how you use the site and what pages you have visited. In pursuing these activities, we use our legitimate interest of monitoring and improving the performance of the site, and its security, to help us understand more about our customer’s interests and preferences and to inform our marketing strategy. Some of these cookies are used for remarketing purposes and, if you agree, will be used to send you tailored advertisements. For more information, see “Cookies” below.
For all kinds of information collected: Please make sure that any personal details you provide are accurate and up to date, and let us know about any changes. Please get consent first before giving us anyone else’s information.
The nature of States of Change’s work means we often work in partnership with other organisations, however, we will not share your information with any other organisation unless we have your permission first, unless we have a legitimate interest to do so (see section 5 below).
We may also use your information to carry out analysis and research to improve our publications, events and activities, customise our website and its content to your particular preferences, notify you of any changes to our website or to our activities that may affect you, to prevent and detect fraud and abuse, and to protect other users.
However you choose to engage with or support States of Change, we may retain your information for our own legitimate business interests for statistical analysis purposes, in order to review, develop and improve our business activities. In this situation, we will only keep any personal information if it is necessary to do so, and will always put in place appropriate safeguards, including where possible anonymising or minimising the data retained.
3. How long will we keep your information for?
General principle: We will only keep any personal information that you provide to us for as long as is necessary to fulfil the purpose for which you gave us the information and we will securely delete information when it is no longer needed for that purpose, as explained in more detail below.
Supporter details: We will retain your information for as long as you or your organisation remains a Supporter of States of Change.
Events: If you attend one of our events, we will use your information for the purpose of the event, and will only contact you for any other purpose if you have said we can. We will retain your personal information collected for the purpose of the event for 3 years for evaluation and business development purposes to help us understand our audience and reach, and to improve future events.
If you buy a ticket for one of our events, we will also keep your information on our customer database and to tell you about future similar events. If you do not wish us to contact you about future events please let us know by writing to us or emailing us at the at the contact details below.
Research: If you agree to take part in any research your personal information will be kept for as long as it is of value to States of Change and the wider research community, and for as long as may be specified by any external research funder, patent law, legislative and other regulatory requirements. Research data shall be reviewed at least every 5 years to consider its continued value to States of Change, and personal data anonymised or pseudonymised where possible, unless to do so would affect the integrity of the research data and/or its outcomes, or its future value.
To the extent that Personal Data arising from any research is embodied within a research report or other research outcome, it will be retained in perpetuity as part of the published materials.
Research that supports the development of a project, programme, publication or other research outcome, shall be kept for at least 5 years beyond publication or any other research outcome has been completed. If the research is funded or the subject of any other contract, your personal data may be kept for 6 years after the end of the contract or longer if the contract or funding agreement specifies, which could be up to 12 years after the contract ends.
Consent: We keep records of consent, and any withdrawal of consent, on our files for as long as your personal information is being used in-line with that consent and for a period of 6 years after the consent is withdrawn (unless otherwise requested by you).
Processing for statistical analysis purposes: This type of processing will only be undertaken whilst we retain your personal information in line with the principles explained above.
If you sign up to our mailing list we will use your details to keep you informed about latest news, blogs, programme updates, research, publications, event details, and may request feedback.
We use third party providers to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. We currently use Mailchimp, whose servers are hosted in the USA, but do comply with the EU-U.S. Privacy Shield. If you want to know more about how your information will be stored and processed see:
If you no longer want to receive marketing communications from us, you can unsubscribe from our mailing list at any time by please clicking the unsubscribe link, at the bottom of our emails or by emailing firstname.lastname@example.org detailing your name and email address.
5. Who else has access to your information?
We may share your information with our partners and companies who help us to operate this site, and if you register to attend an event or participate in any research, we may share your details with the companies/organisations and individuals who help us to fund, organise and operate the event or research. Our legal basis for doing this is to pursue our legitimate interest of being able to work collaboratively with other organisations to operate and administer the event.
Nice and Serious, the developer of this website, will have access to personal information that you provide, including your name and where you work, if provided, solely for the purpose of the administration and maintenance of the website. States of Change has an appropriate agreement in place with Nice and Serious to ensure the security of your personal information. For more information see https://niceandserious.com/.
We may disclose your personal information to law enforcement agencies if required by law (in which case our legal basis for doing this is for compliance with a legal obligation), or to protect or defend ourselves or others against illegal or harmful activities (in which case, our legal basis for doing this is the pursuit of these legitimate interests).
This site contains cookies. Cookies are small text files that are placed on your computer by websites you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to site owners. Most web browsers allow some control of most cookies through browser settings.
The site also uses performance cookies which collect information about how you use the site, such as how you are referred to it and how long you stay on certain pages. This information is aggregated and therefore anonymous and is used to improve the performance of the site. If you want, you can block cookies by changing the settings on your browser. Please note that some of the features of the site may not work if you choose to block cookies.
We take steps to protect your personal information and follow procedures designed to minimise unauthorised access or disclosure of your information. If you have a password for an account on this site, please keep this safe and do not share it with anyone else. You are responsible for all activity on your account and must contact us immediately if you are aware of any unauthorised use of your password or other security breach.
8. Contacting us, exercising your rights and complaints
You are legally entitled to know what personal information we hold about you and how that information is processed, which includes the right to:
If you wish to know what information we hold about you, or wish to exercise any of your other rights as detailed above, or have any complaint about how we are using your personal information, then please email us using email@example.com or write to us at Studio 802, Nicholas Building, 37 Swanston St, Melbourne, 3000 and provide enough information to identify yourself (e.g. name and address or any registration details).
If our information is incorrect or out of date, please provide us with information to update it. If you want us to delete, restrict or stop using any information we hold about you, please explain the reasons why you are asking this. If you are unhappy with how we are using your information, again please explain to us the reasons and we will investigate the matter.
You can also write to the same address if you have a complaint about this policy.
If you are unhappy with how any data rights request or complaint has dealt with you have the right to complain to the Office of the Australian Information Commissioner at GPO Box 5218, Sydney NSW 2001 or the following link https://www.oaic.gov.au/privacy/privacy-complaints or Enquiries Line: 1300 363 992.
States of Change Learning (ABN 47 638 095 324) is a charity registered with the Australian Not-for-profit and Charities Commission.
Studio 802, Nicholas Building, 37 Swanston St, Melbourne VIC 3000
Join our mailing list so we can email you updates about States of Change, including: the States of Change newsletter, stories from the community of practice, programme updates, new research and publications and occasional requests to take part in research or surveys.
You can unsubscribe anytime by clicking the link in our emails where indicated, or emailing firstname.lastname@example.org.