The International PermaYouth Convergence – 2025 (IPYC–2025) is a project of Permatil (Timor-Leste, Permatil Global (Australia) and PermaYouth Association (Timor-Leste).

This Policy sets out how the project collects and processes data and how we protect your rights regarding how your personal information is used.

All questions regarding this Policy should be sent to ipyc-2025@permatilglobal.org

This Policy covers our website and any communications or services that we offer.

We will post any changes and updates to this Policy on this page, so please visit this page regularly to make sure you are aware of any updates. We will communicate significant changes in this Policy to you by contacting you through the format to which you have agreed.

This policy was last updated in November 2024.

Data collection

We will inform you about the lawful basis for processing your personal data whenever we collect it. The basis for processing your data may include:

• Your Consent: For example, when you opt into a newsletter.
• Contractual obligations: For instance, when you purchase event tickets, volunteer, or work with us
•  Legitimate Interests: such as responding to inquiries, maintaining IT security, preventing fraud, and managing ‘do not contact’ lists
• Legal Obligations: when required by law, such as disclosures to regulatory authorities, government entities (e.g., HMRC), or court orders.

We only gather data necessary to improve and manage our services. We collect two types of information:

1. Technical Information: this includes IP addresses, pages accessed, and files downloaded, which help us understand how users interact with our website. This data is not linked to individual users.
2. Personal Information: this includes details like your name, organisation name, email and postal mailing addresses, phone number, and job title. Providing this data is optional for browsing our website, but some services may be unavailable without it.

Use of data

We use your data solely to deliver the services you’ve requested and to communicate with you as per your consent (e.g., email, phone). Third-party processors may assist with our newsletter distribution, ticket sales, and data analysis.

Your data will not be transferred outside of Australia, unless we can ensure that the recipient provides adequate data protection in a manner that is consistent with the Australian Privacy Principles (APPs) or other relevant privacy laws. Some third-party providers may also transfer data outside Australia, and links to their full privacy policies are provided below.

Third party processors

We currently use the following third party processors to help us collect, process and analyse data. Click on the links to view the Privacy Policies of these third party processors.

• Mailchimp
• Survey Monkey
• Zoom

We do not sell or exchange your information with other organisation for marketing purposes.

Data storage

We implement security measures to prevent the unauthorised loss, alteration, misuse, or access of your personal information. Only authorised personnel, who are bound by this policy, can access your data.

While we take all reasonable steps to protect your information, please note that data transmission over the internet cannot be guaranteed to be entirely secure.

Data retention

We retain your data only as long as necessary to provide the requested services and information. For example, newsletter consents are periodically reviewed and re-confirmed, and personal information of event participants may be retained post-event solely to analyse engagement and improve future events.

For more information on data usage and storage, please view our privacy page or contact us at ipyc-2025@permatilglobal.org

Your rights

If we process your data based on consent, you may withdraw it at any time. You can also view, update, or request deletion of your data by using the unsubscribe/update links in our newsletters or by contacting ipyc-2025@permatilglobal.org

Additionally, you have the right to:

• Rectify any inaccuracies in your data.
• Restrict processing if there is a dispute about its accuracy or purpose.
• Data portability, to request your data in a machine-readable format or to transfer it to another provider.

To exercise these rights, please contact us at ipyc-2025@permatilglobal.org

Any complaints or concerns regarding the handling of your personal information can be directed to the Office of the Australian Information Commissioner (OAIC). You can find their contact details and further information about your privacy rights here.

Your consent

By using our website and sharing your data, you agree to our processing of your information as outlined in this Privacy Policy.

Cookies

Our website uses cookies to enhance functionality and improve user experience. By continuing to browse, you consent to our use of cookies. Most browsers accept cookies by default, but you may modify your browser settings if you prefer not to allow them, although this may limit website functionality.

Types of cookies we use

Our cookies are solely used to analyse website usage patterns for improvements. No personal data is stored within these cookies.

Third-party links

Our website contains links to external sites that may interest you. Our privacy policy applies only to our website, and we are not responsible for the privacy practices of third-party sites. We recommend reading each third-party site’s privacy policy before sharing any personal data.

Social media

We manage pages on platforms like Facebook, LinkedIn, Instagram and Vimeo. Although this policy governs data use on those pages, the privacy practices of each social media provider will apply to data shared on their platforms. Please review their policies and use privacy settings to control your data.