Privacy Statement
Last updated: 18 May 2026
Privacy Policy
1. Purpose
Australian Energy Producers Limited ACN 000 292 713 (“the Company”, “we”, “us”, “our”) is committed to protecting the privacy of individuals and handling personal information in an open and transparent manner.
This Privacy Policy explains how we collect, hold, use, disclose and safeguard personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, legislative amendments to the Privacy Act, and contemporary regulatory guidance.
By visiting our website or providing us with your personal information, you consent to your personal information being collected, stored, used and disclosed in accordance with this Privacy Policy, and as otherwise permitted under the Privacy Act.
We are committed to ensuring personal information is handled lawfully, fairly and in a way that is reasonable in the circumstances, having regard to the nature and sensitivity of the information, the reasonable expectations of individuals, and the purposes for which the information is collected and used.
2. Scope
This policy applies to personal information collected through:
• our website and digital platforms
• events, forums and industry engagement activities
• policy consultations and submissions
• stakeholder communications
• recruitment processes
• contractor and supplier engagements
• publicly available sources where lawful
This policy does not apply to third-party websites that may be accessible through links on our website. Those third parties are responsible for their own privacy practices.
3. Definitions
Personal information means any information or an opinion about an identified individual, or an individual who is reasonably identifiable. The information or opinion does not have to be true or recorded in a material form.
Sensitive information includes information relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership or other professional body, sexual orientation, criminal record, health information or biometric information.
De-identified information means information that no longer reasonably identifies an individual.
4. Types of Personal Information We Collect
The personal information which we collect, and hold depends on the nature of your interaction with us and that is reasonably necessary for our functions and activities.
The Company will ordinarily identify at the time of collecting your personal information which specific types of information are required to facilitate your interaction with us. We may collect personal information such as:
• Name
• Job title or position
• Organisation or workplace
• Phone number
• Email address
• Postal address
• Employment or professional information
• Academic background
• Event participation details
• Dietary or accessibility requirements
• Photographs, video or audio recordings captured at events
The Company generally does not collect sensitive information unless it is voluntarily provided and/or you have given your consent. In some cases, you may provide sensitive information for the purposes of a job application (if you are a candidate).
5. Contexts in Which We Collect Personal Information
The types of personal information collected will depend on your interaction with the Company. Some examples are set out below.
Events
Personal information collected when you register for an event organised by Australian Energy Producers includes your name, contact details, job title and the organisation. Depending on the event, the Company may also collect your dietary requirements.
Photographs and recordings
Information may be collected in the form of extracts of speeches given at events, as well as photographs, audio recordings, and video recordings of attendees. This information is collected for the purpose of promoting activities and publishing event materials. This may include publication of keynote speeches and use photographs in its print and digital publications, on websites, and on social media channels.
Industry-related submissions
From time to time, media releases or submissions may be made to promote the Company’s interests in the broader public forum. In doing so, comments or opinions provided by individuals may be used or reproduced. Such comments or opinions may contain personal information.
Recruitment and contractors
Personal information may be collected from job applicants, including name, address, contact details, employment history, and educational qualifications, for the purpose of assessing and processing applications.
Personal information may also be collected from contractors and suppliers, including name, contact details, Australian Business Number (ABN), and bank account details, for the purpose of managing engagements and processing payments.
6. How We Collect Personal Information
Personal information is generally collected directly from you in the course of your interactions with us, including when you contact the Company, register for an event, subscribe to newsletters, submit enquiries, apply for employment, or engage as contractors or suppliers.
Personal information may also be collected through third-party service providers, such as online booking platforms used to register for events or recruitment agencies that provide job applications.
In some circumstances, personal information may be collected from third parties, such as an authorised representative where you have permitted another person to act on your behalf (for example, to register you for an event).
We may collect personal information from publicly available sources where relevant to our functions and activities and where lawful to do so.You may choose to interact with us anonymously or using a pseudonym. However, in many circumstances we require identifying information to respond to enquiries or provide services.
If you choose not to provide personal information, we may be unable to provide certain services.
7. Unsolicited Personal Information
If we receive personal information that we did not request, we will determine whether we could have lawfully collected the information under the Australian Privacy Principles.
If we determine that we could not have collected the information, we will take reasonable steps to destroy or de-identify it as soon as practicable.
8. Children and Minors
The Company does not knowingly collect personal information from individuals under the age of 18.
If we become aware that personal information relating to a child has been collected without appropriate consent, we will take reasonable steps to delete the information.
9. Website Data, Cookies and Analytics
When you access our website, we may collect anonymous browsing information including:
• browser type
• referring website
• pages visited
• date and time of access
We may use cookies and analytics tools such as Google Analytics or similar technologies to:
• improve website functionality
• understand usage patterns
• improve communications
• enhance user experience
The Company uses this information only for analytics and to improve our website. It is used on an anonymous basis and is not used it to personally identify you.
You may configure your browser to reject cookies, or to notify you when a cookie is received, allowing you to accept or decline in each instance. If you choose to reject cookies, certain features or services of the website may not function properly or may be unavailable.
10. How The Company Will Use Personal Information
We collect personal information only where reasonably necessary for one or more of our functions or activities, or where otherwise permitted or required by law.
The purposes for which the Company will use personal information will depend on its interaction with you. We may use your personal information to:
• respond to your enquiries
• maintain records of interactions
• organise and conduct events
• publish media releases
• enhance website content
• improve website performance
• administer recruitment processes
• communicate with stakeholders
• publish industry materials and updates
• support policy development and advocacy
• undertake research and analysis
• manage supplier relationships
• distribute newsletters and updates
• maintain internal governance and administration
• comply with legal obligations
We may also use personal information for related secondary purposes where individuals would reasonably expect such use or where otherwise permitted by law.
We do not currently use personal information to make solely automated decisions that significantly affect individuals.
We only collect, use or disclose personal information where reasonably necessary for our functions and activities and where handling is fair and reasonable in the circumstances.
Examples of how the Company uses personal information are set out below.
Events management
When you register for an event, the Company will use your personal information to organise, manage and deliver the event. The Company may also use the personal information you provide when registering for an event to send you additional information, including details about upcoming events that may be of interest to you.
Other uses
The Company may use your personal information for purposes related to those for which it was originally collected. For example, if you are a contractor or have applied for employment or a contract, the Company may use your personal information to manage your engagement, process your application, and support related internal human resources and business operations.
11. Direct Marketing
The Company may conduct marketing and promotional activities and send you newsletters and updates about services or information that may be of interest to you.
Communications may be sent by email, phone or post.
You may opt out of receiving such communications at any time by using unsubscribe links or contacting us directly.
12. Disclosure of Personal Information
We may disclose personal information where reasonably necessary for our activities or where required by law. Disclosure may occur to:
• employees
• contractors
• service providers
• event organisers
• IT and cloud hosting providers
• marketing and communications providers
• professional advisers including legal, accounting and consulting providers
• government or regulatory bodies
• industry stakeholders where appropriate
We may disclose personal information where individuals would reasonably expect such disclosure in connection with our functions or activities.
The Company may also use or disclose personal information where required or authorised by law, including under Australian law or by a court or tribunal order, or where reasonably necessary to prevent a threat to life, health, or safety, or for law enforcement purposes.
In some circumstances the Company may seek your consent to disclose your personal information to third parties. Consent to disclosure may be expressly given or implied depending on the circumstances.
We do not sell personal information.
13. Overseas Disclosure
The Company does not generally disclose personal information to overseas recipients.
However, some service providers may store or process data outside Australia, including cloud-based technology providers. As such, your personal information may be provided to those third parties for purposes that include data storage and the use of cloud-based enterprise resource management.
Where overseas disclosure occurs, the Company will take reasonable steps to ensure recipients comply with the Australian Privacy Principles through:
• contractual safeguards
• confidentiality obligations
• due diligence processes
• appropriate technical security controls
14. Data Security
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
Security measures include:
• access controls and authentication requirements
• role-based permissions
• encryption of data where appropriate
• network monitoring and system protections
• secure document management systems
• confidentiality obligations for staff and contractors
• regular review of privacy and security practices
• staff training on privacy obligations
15. Data Quality, Retention and De-Identification
We take reasonable steps to ensure personal information we collect, use or disclose is accurate, complete and up to date.
We retain personal information only for as long as reasonably necessary to:
• fulfil the purposes outlined in this policy
• comply with legal obligations
• resolve disputes
• support organisational recordkeeping
The Company will take reasonable steps to destroy or de-identify personal information when it is no longer required for any purpose for which it may be used or disclosed under this Privacy Policy.
De-identified information may be used for statistical, research or reporting purposes.
16. Notifiable Data Breaches
If we experience a data breach that is likely to result in serious harm, we will:
• assess the breach promptly
• take steps to contain the breach
• notify affected individuals
• notify the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches scheme.
If you believe your personal information has been involved in a data breach, please contact us immediately using the details provided in this policy.
17. Access to, and Correction of Personal Information
You may request access to, or correction of, personal information held about you by contacting the Company using the details provided in this policy.
We may take reasonable steps to verify your identity before providing access.
The Company will provide access to the information it holds about you, unless an exception applies under the Privacy Act 1988 (Cth). Such exemptions may include where providing access would pose a serious threat to the life, health, or safety of an individual or to public health or safety, where it would have an unreasonable impact on the privacy of others, where the request relates to existing or anticipated legal proceedings, or where access would otherwise be unlawful.
Individuals may request correction of personal information that is inaccurate, incomplete or out of date and we will take reasonable steps to correct information where appropriate.
The Company does not charge a fee for making a request to access or correct personal information.
However, a reasonable administrative fee may be charged for processing an access request.
The Company will respond to requests for access or correction within a reasonable period.
If the Company refuses to provide access to, or correct, personal information, it will provide written reasons for the refusal and information on how you may make a complaint.
18. Privacy Complaints
If you have concerns about how the Company handles personal information, including a potential breach of the Privacy Act or the Australian Privacy Principles, you may contact the Company using the details provided in this policy.
The Company will acknowledge the complaint, investigate the matter and respond within a reasonable period, generally within 30 days.
If you are not satisfied with the response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
www.oaic.gov.au
GPO Box 5288, Sydney NSW 2001
phone 1300 363 992
19. Contact Details
If you require further information about the Company’s Privacy Policy or its handling of personal information, or if you wish to make a request in relation to your personal information, please contact the Company using the details below:
Attention: Privacy Officer
Australian Energy Producers Limited Head Office
PO Box 3560
Manuka ACT 2603
E: contact@energyproducers.au | Ph: +61 2 6247 0960
20. Policy Updates
The Company may update this Privacy Policy periodically to reflect:
• legislative changes
• regulatory guidance
• organisational practices
• technological developments