Privacy Policy

1. Who we are and what this policy covers

This policy covers personal information Panelist handles through panelist.com and its subdomains, event websites and registration pages hosted on Panelist (including on a Host's own domain), our mobile apps, our emails, text messages and calls, and Hugo (together, the "Service"), and through Factor, our own events business.

We are bound by the Privacy Act 1988 (Cth), including the Australian Privacy Principles ("APPs") and the Notifiable Data Breaches scheme, and, for health information, by the Health Records and Information Privacy Act 2002 (NSW). We design our own marketing to comply with the Spam Act 2003 (Cth) and expect our Customers to do the same. Separate sections cover the GDPR and New Zealand law.

This policy covers the matters APP 1.4 requires, and it is our collection notice under APP 5.

"Personal information" and "sensitive information" (which includes health information) have their Privacy Act meanings, and "Host", "Member" and "Workspace" have the meanings in our User Agreement and Host Agreement. A "Customer" is an organisation that uses Panelist's business tools, including a Host, and a "Contact" is a person whose details a Customer keeps in Panelist.

This policy does not cover other people's services, even if you reach them through Panelist, or how a Host or Customer handles information outside Panelist.

2. When we act for our customers

For our own purposes, such as Member accounts, our website and apps, billing, security, our marketing and Factor, we decide how personal information is handled and are responsible for it. For Customer Data, we act on the Customer's behalf and instructions, and the Customer is responsible for it.

"Customer Data" is personal information that a Customer, its people or anyone acting for it puts into the Service, or that the Service collects for the Customer, including its event registrations, CRM records, imports, enrichment results, campaigns, calls and recordings, files, and data from mailboxes and calendars connected to its Workspace. A connected mailbox is visible to your Workspace team, including administrators, under the Workspace's permission settings (see Shared inboxes). A Member's own account and profile are not Customer Data, even where the same details appear in a Customer's records.

Customers are responsible for how they use Panelist

Each Customer decides what personal information it collects through Panelist and how it uses it, and that is the Customer's responsibility, not Panelist's. This includes whom it adds, imports, enriches, messages, calls or records, what its messages say, whom it shares information with and how long it keeps it. Its practices may differ from ours. If an organisation holds your details in Panelist or has contacted you through it, contact that organisation first, because it controls the information.

Our Host Agreement and Acceptable Use Policy require each Customer to collect personal information lawfully, fairly and only where necessary; to give the notices and obtain the consents the law requires, including for marketing, recording, sensitive information and access to employees' mailboxes; to honour opt-outs and check telemarketing calls against the Do Not Call Register; to tell attendees which sponsors receive their details; not to collect information about children; to control who in its Workspace sees which records and mailboxes, and remove access when people leave; to disclose AI where the law requires, not use it to mislead, and have a person review significant decisions; to respond to requests about information it controls; and to comply with the Privacy Act, even if it would otherwise be exempt as a small business, and every other law that applies to it.

We do not check every record a Customer uploads or every message it sends. If you believe someone is using Panelist to harass you or seriously invade your privacy, report it to user-compliance@panelist.com or as our Acceptable Use Policy describes, and we may act on it.

Our own obligations still apply

Australian privacy law has no exemption for handling information for someone else, so the APPs apply to what we hold for Customers. We use and disclose it only to provide the Service to that Customer and for the other purposes in this policy, such as security, support, legal compliance and improving the Service with aggregated or de-identified information, and we do not use a Customer's Contacts for our own marketing or for another Customer. We deal with access and correction requests under APPs 12 and 13, and may consult the Customer or refer you to it.

3. The personal information we collect

Information you give us

• Account and profile: name, email address, phone number, password (stored as a salted hash), job title, company, industry, seniority, location, photo, biography, social profile links and interests.
• Event activity: registrations, tickets, answers to a Host's questions, dietary or accessibility needs you choose to share (which may be health information), meeting requests, availability, agenda choices, check-ins and attendance.
• Content: messages, chat, posts, questions, poll answers, files, and emails and text messages you send or receive through the Service.
• Payments: billing name, address, tax details and transaction records. Stripe collects card details, and we do not store full card numbers.
• Hugo: what you type, dictate or say to Hugo, the files and records you ask it to use, and its replies and drafts.
• Support: what you tell us when you contact us or answer a survey.

Information you let us access

• Connected mailboxes and calendars from Google or Microsoft (see the Google and Microsoft sections).
• Other connected apps: the data an app you connect makes available under the permissions you grant.
• Device permissions, if you allow them: notifications, camera, microphone and photos.

Information from others

Other people and organisations, such as Customers, other Members, business data providers and EnrichLayer, may give us information about you, as our notice to you sets out. For Factor, we also buy work and personal email addresses and mobile numbers from business data providers.

Information collected automatically

• Usage and device data: pages and features used, clicks, browser, device, operating system, app version, IP address and approximate location, and crash and error reports.
• Engagement: whether messages sent through the Service were delivered, opened or clicked, and replies, bounces and unsubscribes.
• Cookies: see our Cookie Policy.
• Sessions and calls: audio, video and contributions in live sessions, and call details, recordings and transcripts.
• Derived information: suggested matches, estimates of how engaged a Contact is, and Hugo's profile of a connected mailbox.
• Push data: push identifiers and notification preferences.
• Security and audit records: sign-ins, changes to records and settings, actions Hugo takes, and administrative actions.

Unsolicited information that we could not have collected under the APPs is destroyed or de-identified as soon as practicable where lawful and reasonable.

Anonymity. You can browse public event pages without identifying yourself and use a display name where a feature allows, but most features, such as buying a ticket, need you to identify yourself.

Government identifiers. We do not adopt a government identifier, such as a tax file number, as our own identifier for you, but may record an ABN for billing.

4. How we use personal information

We collect, hold, use and disclose personal information to:

• provide the Service and the features you use, including events, matchmaking, live sessions, CRM, campaigns, calls, shared inboxes and Hugo;
• show Hosts, sponsors and other Members what you have chosen to share with them;
• send service messages, such as confirmations, reminders, security alerts and receipts;
• process payments, prevent fraud and keep the records the law requires;
• provide support and respond to requests and complaints;
• protect the Service, our users and the public, including from spam, abuse and security incidents;
• understand, fix and improve the Service, using aggregated or de-identified information where we can;
• market Panelist and invite people to Factor events, where the law allows; and
• comply with the law, enforce our agreements and deal with legal claims.

We may also use it for a related purpose you would reasonably expect (for sensitive information, a directly related one), or as the Privacy Act otherwise permits.

How we hold it. Electronically, in databases and file storage on Amazon Web Services in Sydney, Australia, and in the systems of our service providers. We keep no paper records of Service data.

If you do not provide it, we may be unable to create your account, register you, take payment or provide a feature, and a Host may be unable to admit you.

De-identified information. We may create aggregated or de-identified information, such as registration counts, to understand and improve the Service. Information from which no individual is reasonably identifiable is not personal information, and if it may have become identifiable again, we treat it as personal information.

5. Legal bases where the GDPR applies

The GDPR (EU or UK) may apply to some of our handling, for example where we offer the Service to people in the European Union or the United Kingdom. Where it does, we rely on the legal bases below. This section does not extend the GDPR to anyone it does not otherwise cover.

Where we rely on legitimate interests, we have weighed them against your rights and freedoms, and you can ask about that assessment and object. For Customer Data, the Customer is the controller and decides the legal basis, and we process the data as its processor under the data processing schedule in our Host Agreement, with standard contractual clauses where needed.

Your data is processed in Australia and the countries listed in Overseas disclosure. Neither the European Commission nor the United Kingdom has recognised Australia as providing adequate protection; contact us about the safeguards that apply.

If the GDPR requires us to appoint a representative in the EU or UK, we will do so and name them here.

Your GDPR rights are set out in Accessing, correcting and deleting your information, and you can complain to your local data protection authority.

6. If you are in New Zealand

The Privacy Act 2020 (NZ) may apply to personal information we collect or hold in the course of business in New Zealand. Where it does, you can ask for access and correction (see your rights), and complain to us and then to the New Zealand Privacy Commissioner at www.privacy.org.nz. We will notify the Commissioner and affected people of a notifiable privacy breach, as that Act requires. Customers that send commercial messages to people in New Zealand must also comply with the Unsolicited Electronic Messages Act 2007 (NZ).

7. Events, registration and matchmaking

Hosts use Panelist to publish event pages (some on their own domains), sell tickets, check attendees in and run surveys.

• Registering: the Host receives what its form asks for, your answers, your ticket and your status. The Host decides what to ask.
• Speakers: your name, photo, title, company and biography appear on the event's pages as the Host chooses.
• Attendance: the Host receives your check-ins, session attendance and survey, poll and Q&A answers. Questions and poll answers in live sessions may be visible to other attendees, and so may your name and role unless the event lets you hide them.
• Matchmaking: if a Host turns it on, Panelist suggests people to meet from profiles, registration answers, chosen sessions and meeting history. The Host decides who takes part and what they can see. A connected calendar lets Panelist check your availability and add confirmed meetings.
• Hugo: if a Host turns it on, Hugo can approve or decline meeting and roundtable requests, and cancel a registration when a reply to the Host reads as a refusal, such as "I can't make it". If you think a decision is wrong, contact the Host.
• After the event: the Host keeps your registration and attendance records, even if you delete your Panelist account. At Factor events, Factor is the Host.

Each Host runs its own event and is solely responsible for the information it collects, how it uses and shares it, and for telling you about that, on Panelist and outside it.

8. Sensitive and health information

Some Hosts ask for dietary requirements or accessibility needs, which can be health information under the Privacy Act and the Health Records and Information Privacy Act 2002 (NSW). The Host decides whether to ask, is responsible for collecting it lawfully and with your consent, and decides how it is used and how long it is kept. Panelist stores it for the Host and does not use it for marketing or for its own purposes.

Panelist collects sensitive information for its own purposes only with consent. Please do not give sensitive information that a form does not ask for.

9. Sponsors and exhibitors

Sponsors and exhibitors take part in events at the Host's invitation. The Host decides what attendee information its sponsors receive and when, for example when you book a sponsor meeting, join a sponsor's session or let a sponsor scan your badge, and the Host is responsible for telling you.

A sponsor that receives your details handles them under its own privacy policy and is responsible for its own marketing. To ask what a sponsor received, or to stop its messages, contact the Host or the sponsor.

10. Live sessions, video meetings and recordings

Panelist runs live and virtual sessions, breakouts, roundtables and video meetings, carried by 100ms and Amazon Chime.

• What is processed: your camera, microphone and screen if you turn them on, your name and photo, and your chat, questions, reactions and poll answers.
• Who sees it: the people in the session, the Host and its moderators, and anyone watching a stream the Host publishes.
• Recordings: a Host can record or stream a session. A recording may include your voice, image, name and contributions, and the Host decides who can watch it and how long it is kept. Panelist handles recordings for the Host and does not use them for its own purposes, such as training AI models.
• Your choices: you can keep your camera and microphone off where the session allows, and your browser or device asks before Panelist can use them.

The Host is responsible for telling attendees before it records or streams a session, and for any consent the law requires. To have a recording edited or removed, contact the Host.

11. The CRM and imports

Customers use Panelist's CRM to keep records of contacts, companies, deals, pipelines, tasks and segments, with the email, call, event and campaign history linked to each.

• Sources: records a Customer types in, uploads in a CSV file, imports from another system, or adds from its events, target account lists, connected mailboxes and calls.
• Contents: name, email addresses, phone numbers, employer, job title, location, social profile links, deals, notes, tasks, tags, segments, call recordings and transcripts, and linked activity history.
• Control: the Customer controls its records and is responsible for their lawfulness and accuracy and for how it uses its CRM. If you are a Customer, the Service is designed so that other Customers cannot see the records in your CRM.
• One record per person: each person is stored once on Panelist. If you have a Panelist account and a Customer keeps a record about you, the two may be linked, so the Customer sees, for example, that you registered for its event, but it does not get access to your account.
• Email logging: Emails with CRM contacts are logged on those contacts' records, where anyone who can see the contact can read them.
• Updates by Hugo: Hugo can correct or fill in details on a record, such as a job title from a reply. It does so without asking a person first only if the Customer turns that on.

12. Contact enrichment and information from third parties

Customers can choose to complete or update CRM records with business information from EnrichLayer, a business data provider in Singapore whose data is derived from public professional profiles. We collect information through EnrichLayer only at a Customer's request, and for Factor.

• What we send: the person's LinkedIn profile address or email address or, if neither is available, their name and employer.
• What comes back: current job title, employer, location and LinkedIn profile address, where EnrichLayer finds a match, but not email addresses or phone numbers. Enrichment is designed to fill only empty fields.
• Who decides: nothing is enriched for a Customer unless someone in its Workspace asks, directly or through Hugo.
• Accuracy: enriched information can be wrong or out of date, and you can ask for it to be corrected.

For Customers

Enriched information comes from third-party sources. We do not promise it is accurate or complete, or that you may lawfully use it for your purpose. How you use it is your responsibility. Use it only for legitimate business contact, and not to profile private individuals.

Enrichment collects information from someone other than you, as our notice to you explains. Where a Customer enriches a record, it is responsible for giving you its own notice.

13. Factor, our own events business

Factor is our own events business. FCR RSC Pty Ltd runs it and is responsible for the personal information it handles, which is not Customer Data. Factor's event pages name the organiser.

Where Factor gets personal information

• Public sources: business contact details that people or their employers have published, such as on company websites and professional profiles.
• Business data providers we buy from: names, job titles and employers, and work and personal email addresses and mobile numbers.
• EnrichLayer: current job title, employer, location and LinkedIn profile address (see Contact enrichment).
• Attendees: what people give us when they register for or attend a Factor event, and how they take part.

Factor uses this information to invite people to its events by email, text message and phone where the law allows, to run its events and to keep its records accurate.

Your choices

• Factor invitations identify us and tell you how to stop. You can ask us where we got your details, and we will tell you.
• Requests to stop take effect within five working days. Use the opt-out instructions in an invitation, reply to it, or email user-compliance@panelist.com.
• You can ask for access to, correction of or deletion of your details (see your rights).

We usually delete the details of people who have not engaged with Factor for 24 months, except a record of any request not to be contacted.

This section forms part of our collection notice.

14. Information we collect from others, and our notice to you

We collect personal information only by lawful and fair means, and from you directly where reasonable and practicable. We collect it from others where that is how a feature works, or where collecting it from you would be unreasonable or impracticable.

Our notice to you

If we collect information about you from someone else, or you may not know we have it, this policy is our notice to you under APP 5 and, where they apply, the GDPR and the Privacy Act 2020 (NZ). It tells you who we are and how to contact us, when and why we collect information, what happens if it is not collected, to whom we usually disclose it, including overseas and in which countries, how to access and correct it and complain, and how we deal with complaints.

Whether the law requires us to collect it. Australian law does not generally require us to collect personal information, but tax law requires some details on tax invoices, such as the buyer's identity or ABN for purchases of $1,000 or more, and tax and corporations law require us to keep financial records.

Where a Customer collects information about you, for example by importing, enriching or buying it, it is responsible for giving you its own notice. You can ask us where we obtained information about you, and where we hold it for a Customer, we will tell you which Customer.

15. Email and SMS campaigns and engagement tracking

Customers can send email campaigns, sequences, individual emails and text messages to their Contacts. Each is sent by and for the Customer named in it, which chooses the recipients and content and is responsible for having the consent the Spam Act and other laws require.

• Email goes through Panelist's own mail servers on Amazon Web Services, or through a mailbox the sender has connected from Google or Microsoft.
• Text messages go through Mobile Message, an Australian SMS gateway, and then mobile carriers.
• Hugo can send follow-up messages for a Customer, as Hugo and other AI features explains.
• Unsubscribing: every commercial message must include a way to unsubscribe. The unsubscribe link Panelist adds to bulk campaigns sent through its mail servers is designed to stop further campaign messages from that Customer to your address. If a message has no working opt-out, contact the sender, or tell us.

Engagement tracking

Emails sent through Panelist may contain a small image (a "pixel") and links that pass through Panelist, which tell the sender whether and when an email was delivered, opened or clicked. Panelist also records replies, bounces, unsubscribes and read receipts, and adds this information to the recipient's record in the sender's CRM and its campaign reports. Opens can be over- or under-reported. You can usually block pixels by turning off automatic image loading in your email app (see our Cookie Policy).

16. Phone calls and call recording

Customers can call their Contacts through the Service. Twilio, in the United States, carries the calls and processes the phone numbers, call times, length and status, and the audio.

The Customer decides whether to record a call, and a recording and its transcript are kept with the Contact's record in the Customer's CRM. Before recording, the Customer must tell everyone on the call and obtain their consent: recording a call without the knowledge of the people on it can be an offence under the Telecommunications (Interception and Access) Act 1979 (Cth), and surveillance devices laws can require everyone's consent. The Customer is also responsible for complying with the Do Not Call Register Act 2006 (Cth) and the telemarketing industry standard.

To have a recording deleted, contact the Customer that made the call, or us. You can register your number on the Do Not Call Register at www.donotcall.gov.au.

17. Shared inboxes and company mailbox grants

Panelist's inbox lets people read, answer and manage email from connected Google and Microsoft mailboxes, link messages to CRM records and work on them as a team.

• Who can see a mailbox: A connected mailbox is visible to your Workspace team, including administrators, under the Workspace's permission settings. Emails with CRM contacts are logged on those contacts' records, where anyone who can see the contact can read them. Connect only a mailbox you are content for your Workspace team to see.
• Company mailbox grants: an organisation can connect a team or company mailbox it controls and let named colleagues read it, reply and send from it, and ask Hugo to draft replies. The organisation decides who gets access and is responsible for authorising it.
• Knowledge and consent: Panelist reads a mailbox only after the account holder, or the organisation that controls it, connects it through Google's or Microsoft's consent screen. The Telecommunications (Interception and Access) Act 1979 (Cth) prohibits access to stored communications without the knowledge of the people they were sent to or by, so an organisation that grants access to a mailbox must make sure its users know, and must comply with workplace surveillance laws before accessing employees' mailboxes (see our Host Agreement).
• People who write to a mailbox: your message and contact details are processed for whoever connected the mailbox, including by Hugo if they use it to summarise your message or draft a reply. A reply you receive may have been drafted, or sent, by Hugo.
• Hugo's mailbox profile: Hugo builds a profile of each connected mailbox from a sample of its sent mail (how you write, and the products, customers and topics you mention) so its drafts sound like you. You can ask us to see, correct or delete your profile, and where inbox settings offer it, you can do this there.
• Disconnecting a mailbox: Panelist stops accessing the mailbox and deletes its credentials at once, cancels scheduled replies from it and, for a Google account, revokes its access at Google. Within 24 hours, Panelist deletes the data it synced from that mailbox, including emails, attachments, timeline entries, suggested replies, Hugo's profile of the mailbox and composer files. A composer file is kept only if it was also sent from another mailbox that is still connected. A colleague's copy of a conversation from their own mailbox, and anything the law requires us to keep, also remain, and backup copies are deleted as backups expire.
• Disconnecting a calendar: Disconnecting a calendar stops Panelist using it and deletes the calendar events Panelist synced from it, except meetings booked through Panelist, which remain in Panelist.
• On your device: the inbox may keep recent conversations and unsent drafts in your browser's storage until you sign out.

18. Hugo and other AI features

Panelist includes an AI assistant, Hugo, and other AI features, such as drafting and summarising emails, matching attendees, answering questions about your data, dictation, voice conversations and images for Pulse features.

• What the AI sees: what is needed for the task you asked for or turned on.
• Text: your message, the conversation so far and the records needed to answer go to Anthropic's Claude models through Amazon Bedrock, in Panelist's own Amazon Web Services account, using Australian regions.
• Voice: your voice is streamed to OpenAI's realtime API, which turns it into text, works out a reply and speaks it back. For dictation, ElevenLabs turns your voice into text. Panelist uses your microphone only while a voice conversation or dictation is active, after your browser or device asks permission.
• Web search: Hugo sends search queries to Tavily. Hugo writes each query from your task, so it may include words from it, such as a name you asked about.
• Images: Replicate generates images for Pulse features from a text prompt and, where a background is removed, receives the generated image. Please leave personal details out of image requests.
• History: conversations and any voice transcripts are kept as history in your account, and Hugo's actions are logged so you and your Workspace can see what it did.

No training on your data

We do not use your content, connected mailbox or calendar data, or Customer Data to train AI models. Amazon Bedrock and OpenAI do not use the inputs we send through their APIs to train their models. We may use information about how AI features are used, such as whether a draft was accepted, to operate, secure and improve the Service.

What Hugo can do, and its limits

• Follow-up messages to people who have not replied ("chases") run automatically unless an administrator sets them to preview. Other messages Hugo writes are drafts for a person to approve, unless that person or their administrator turns on sending without approval.
• Messages Hugo sends without a person's approval are designed to say they were sent with Hugo's help.
• Hugo is designed to ask a person to confirm before it makes a payment or deletes anything, and not to delete meetings or sessions.
• Hugo is designed to work only within the permissions of the person using it.
• If a Host turns it on, Hugo can approve or decline meeting and roundtable requests and cancel registrations (see Automated decisions). If a Customer turns it on, Hugo can update CRM records without asking first.
• If a Customer asks, Hugo can prepare quotes and invoices for a person to send, and chase unpaid invoices with the Customer's clients. The Customer decides whom to chase and is responsible for those messages.
• AI output can be wrong, so check it before relying on it.

Our User Agreement and Host Agreement set out further terms for AI features.

19. Automated decisions

From 10 December 2026, the Privacy Act requires us to describe the kinds of personal information used, and the kinds of decisions made, by computer programs that make, or do something substantially and directly related to making, decisions that could reasonably be expected to significantly affect someone's rights or interests. The table covers each kind the Service supports.

Software in the Service is not designed to make decisions about credit, employment, insurance or access to essential services. A Host or Customer that turns on an automated decision is responsible for its instructions and for reviewing decisions people question.

If you think an automated decision about you is wrong, contact the Host or Customer that made it, or us if the decision is ours.

20. Data from Google accounts

If you connect a Google account to Panelist, you choose which permissions to grant on Google's consent screen. Depending on the features you use, Panelist may request:

How we use it. We use Google user data only to provide and improve the user-facing features of Panelist that you use: displaying and answering your inbox, sending your emails, syncing your mailbox and calendar, logging email activity against your CRM records, and AI drafting and summaries for you. We do not use Google user data to serve advertisements, including retargeting, personalised or interest-based advertising. We do not sell it. We do not use it to determine credit-worthiness or for lending purposes.

Who we share it with. We do not sell Google user data. We transfer it to others only to provide or improve these features, to comply with the law, as part of a merger, acquisition or sale of assets (with notice to you), or with your consent. The service providers that process it for us are Amazon Web Services (hosting, storage and the Amazon Bedrock AI service); OneSignal, which delivers notifications that may quote the first words of a reply you received; OpenAI, only if you use a Hugo voice conversation about your email; ElevenLabs, if you dictate to Hugo about your email; and Tavily, which receives only the search query Hugo writes, which may contain words from your email if you ask Hugo to research something in it. Error-monitoring providers (Sentry and New Relic) may receive parts of it, such as an email address or a message excerpt, in technical logs and error reports. A connected mailbox is visible to your Workspace team, including administrators, under the Workspace's permission settings. Emails with CRM contacts are logged on those contacts' records, where anyone who can see the contact can read them. This is part of the shared inbox and CRM features you choose to use, and we tell you about it when you connect.

Limits on our staff reading it. No one at Panelist reads your Google user data unless you ask us to (for example in a support request) and agree; we need to for security purposes, such as investigating abuse or a vulnerability; it is necessary to comply with the law; or the data has been aggregated and de-identified and is used for internal operations.

No AI training. We do not use Google Workspace data, or any other Google user data obtained through Google APIs (including Gmail and Google Calendar data), to develop, improve or train generalised or non-personalised AI or machine-learning models.

Storage and security. Google user data is stored on Amazon Web Services in Australia and protected in transit with TLS, and the providers above may process it in the countries in our provider table. The tokens that let Panelist reach your Google mailbox are encrypted.

Keeping and deleting it. We keep Google user data while your account is connected and for as long as needed to provide the features you use. When you disconnect your Google mailbox, Panelist stops accessing it, deletes its credentials at once and revokes its access at Google, and within 24 hours deletes the data it synced from that mailbox, as Shared inboxes describes. Disconnecting a calendar stops Panelist using it and deletes the calendar events Panelist synced from it, except meetings booked through Panelist, which remain in Panelist. You can ask us to delete all data we obtained from your Google account by emailing user-compliance@panelist.com, and we usually delete it from our active systems within 30 days. You can remove Panelist's access at any time in your Google Account permissions.

Panelist's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

21. Data from Microsoft accounts

If you connect a Microsoft work, school or personal account (Outlook, Exchange Online or Microsoft 365), Panelist requests delegated Microsoft Graph permissions so it can act for you and for colleagues you or your organisation authorise:

Microsoft account data is used only to provide the features you turned on, and is not used for advertising, our own marketing or to train AI models. Our staff read it only in the limited cases set out for Google user data, and it is shared, stored, kept and deleted in the same way. Disconnecting a Microsoft mailbox also ends Panelist's mail subscription. Disconnecting a calendar stops Panelist using it and deletes the calendar events Panelist synced from it, except meetings booked through Panelist, which remain in Panelist.

To remove Panelist's access at Microsoft, use account.live.com/consent/Manage for a personal account or myapps.microsoft.com for a work or school account, where your administrator may also need to act. If your organisation's administrator approves Panelist for your work mailbox, or grants colleagues access to a shared mailbox, your organisation is responsible for authorising that access.

22. The mobile app and push notifications

The Panelist app for iOS and Android uses the same account as the website. It asks your permission before using notifications, your camera, microphone or photos, which you can change in your device settings. It records technical information such as the app version, device type and crash reports, and keeps sign-in details and settings on your device. Branch helps open event and profile links in the app.

If you allow push notifications, they are delivered through OneSignal. OneSignal receives a push identifier for your device, your account, the notification content and whether it was delivered and opened. Hosts can send notifications to attendees of their events. You can turn notifications off in your device or browser settings.

23. Payments

Stripe processes payments on Panelist, including subscriptions and tickets, and uses payment and device information to detect fraud under its own privacy policy. When you buy a ticket, the Host receives your order details. If Panelist collects ticket money for a Host, we use your payment details only to process the payment, refunds and disputes.

24. Who we share personal information with

Hosts, sponsors, Customers and other Members

Hosts receive your registration details, answers, ticket, attendance and in-event activity for their events, under their own privacy policies. Sponsors receive details only as Sponsors and exhibitors describes. Other Members see your profile and posts according to your settings and the space. Your Workspace sees what its permission settings allow, including your connected mailbox (see Shared inboxes). A Customer that keeps a record about you sees the activity the Service links to it, such as emails with its mailboxes, its calls with you and registrations for its events.

Service providers

Our service providers may use personal information only to provide services to us, and must protect it. The main ones are:

We are reducing the personal information that reaches technical logs and error reports, and remove it when we find it. We may change providers and will update this list when we do. Customers get 30 days' notice of a new sub-processor for Customer Data, with a right to object, as our Host Agreement describes. Services a Customer connects to its own account are the Customer's providers, not ours.

Others

We may also disclose personal information to professional advisers; to government agencies, regulators, courts and law enforcement where the law requires or permits; to protect someone's life, health or safety or investigate fraud or unlawful activity, where the law permits; to a buyer or successor of all or part of our business, under confidentiality obligations and subject to this policy; and to anyone else you ask or allow us to share with. We do not sell Customer Data, or data from connected mailboxes and calendars. If you accept advertising cookies, Google may use data from our website for advertising, as our Cookie Policy explains.

25. Overseas disclosure

Our primary data store is in Sydney, Australia. Personal information may be disclosed to recipients in the United States, Ireland and other European Union countries, the United Kingdom, India and Singapore, as our provider table shows, and in any country where a Host, sponsor, Customer or Member you choose to deal with is located. Providers' locations can change, and some process data in other countries for support or resilience.

Before we disclose personal information to an overseas service provider, we take reasonable steps, including contractual obligations, to ensure it handles the information consistently with the APPs, and we remain accountable for that disclosure as the Privacy Act provides.

Mailbox and calendar data stays with Google or Microsoft where your account is hosted, and Panelist copies what it syncs into its systems in Australia. Text messages go through Mobile Message in Australia, and messages or calls to overseas numbers are carried by carriers in those countries.

When you choose to deal with a Host, sponsor, Customer or Member overseas, for example by registering for its event, you disclose your information to it directly or ask us to. We do not control how it handles your information, it may not be bound by the APPs, and APP 8.1 may not apply to that disclosure.

26. Marketing messages

We may send you emails or text messages about Panelist features, events and offers where you have agreed or the Spam Act 2003 (Cth) otherwise allows it. You can unsubscribe from our marketing at any time using the link or instructions in a message, or by emailing us. This is free, and we act on unsubscribe requests within five working days. Unsubscribing does not stop service messages, such as confirmations, security alerts and receipts. Factor's invitations are covered in Factor.

Messages a Host or Customer sends through Panelist are sent on its behalf, and it is responsible for having your consent. Unsubscribing from a Host's messages is designed to stop further campaign messages from that Host. If an organisation keeps contacting you after you opt out, tell us.

Direct marketing under APP 7

• We use personal information for our own direct marketing only where you would reasonably expect it, where you have consented, or, for information collected from others (such as Factor's), where the APPs otherwise allow it.
• We do not use sensitive information for direct marketing without your consent, and we do not use health information for marketing.
• You can ask us not to use or disclose your information to help other organisations send you direct marketing, and we will act on it free of charge within a reasonable period.
• You can ask where we obtained your information for marketing, and we will tell you unless that is impracticable or unreasonable.
• We keep a record of your opt-out so we can keep honouring it, even if other information about you is deleted.

27. How long we keep personal information

We keep personal information while we need it for the purposes in this policy. When we no longer need it for any permitted purpose and the law does not require us to keep it, we take reasonable steps to destroy or de-identify it, as APP 11.2 requires.

We keep information needed for a dispute, legal claim, investigation or other legal obligation until that matter ends.

28. How we protect personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure, as APP 11 requires. Our measures include:

• encrypting data in transit with TLS;
• storing passwords as salted hashes, and encrypting the tokens that let Panelist reach a connected mailbox;
• Workspace roles and permissions that control who sees which records, mailboxes and events;
• limiting access to production systems to staff who need it;
• keeping audit records of significant actions, including administrative actions and actions Hugo takes;
• monitoring for errors, and sending limits designed to protect recipients;
• signing unsubscribe links so they cannot easily be misused; and
• hosting on Amazon Web Services in Sydney.

Our staff read mailbox content only if the user asks, for example for support, if it is needed for security or to investigate abuse, or if the law requires it. Where the Service offers multi-factor authentication, we recommend that you turn it on.

No system is completely secure. You are responsible for keeping your password and devices secure and telling us promptly if your account may have been misused. Hosts and Customers are responsible for the security of information they export and for removing Workspace access people no longer need. See Data breaches for what we do if a breach occurs.

Scam messages. We do not ask for your password or full card details by email, text message or phone. If a message claiming to be from Panelist or Factor looks suspicious, do not click its links; forward it to support@panelist.com.

29. Data breaches

Panelist is covered by the Notifiable Data Breaches scheme in the Privacy Act. If we suspect a data breach, we act to contain it and reduce the risk of harm, and we take all reasonable steps to complete an assessment within 30 days, and notify affected people and the OAIC where the law requires. Where notifying people directly is not practicable, we publish a notice. A notification tells you what happened, what information was involved and what you can do to protect yourself.

Where a breach affects information we hold for a Customer, we will tell the Customer without undue delay after becoming aware of it, as our Host Agreement provides, and agree which of us will notify where both are responsible.

If a breach affects people in New Zealand, the European Union or the United Kingdom, we will also notify regulators and people there where those laws require. We also make any report the Cyber Security Act 2024 (Cth) requires.

30. Accessing, correcting and deleting your information

You can view and update most of your profile in your account settings. You can also ask us for access to, correction of or deletion of the personal information we hold about you by emailing user-compliance@panelist.com, with "Access request", "Correction request" or "Deletion request" in the subject. We will need to verify your identity, and we aim to respond within 30 days.

We give access in a reasonable form, usually an electronic copy. We correct information that is inaccurate, out of date, incomplete, irrelevant or misleading; if we disagree, we tell you why, and you can ask us to attach a statement that you believe it is wrong. We delete your account and the information we control, except what we must keep (see retention); records Hosts and Customers hold stay with them, and we tell you whom to contact. Where the GDPR applies, you can also restrict or object to processing, ask for portability, and withdraw consent without affecting earlier processing.

Requests, corrections and attaching a statement are free. If giving access would involve unusual cost, we may charge a reasonable fee for access and will tell you first. We may decline a request where the Privacy Act or another law allows, for example where access would unreasonably affect someone else's privacy or we must keep the information, and if we do, we will tell you why and how to complain.

If we correct information we previously disclosed to another organisation covered by the APPs, we will tell it if you ask, unless that is impracticable or unlawful. Someone you authorise, such as a lawyer, can make a request for you with evidence of their authority. For information a Customer or Host holds, you can contact it or us; we may consult it or pass your request on, and will tell you if we do. To stop marketing, see Marketing messages.

We take reasonable steps to keep the personal information we collect, use and disclose accurate, up to date, complete and relevant.

31. Children

The Service is for professionals and is not designed for or directed at children. You must be at least 18 to create a Panelist account, and we do not knowingly collect personal information from anyone under 18. If you believe a child has given us personal information, contact us and we will delete it. Hosts must not use Panelist to register children or collect their information.

32. Questions and complaints

If you have a question or complaint about how we have handled your personal information, email user-compliance@panelist.com with who you are, how to contact you, what happened, what you would like us to do and, if it concerns a Host or Customer, which one. We aim to acknowledge complaints within 7 days and to resolve them within 30 days. We will investigate, may ask for more information, and will tell you the outcome and our reasons.

If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992, which usually expects you to complain to us first and give us 30 days to respond. For health information in New South Wales, you can also complain to the NSW Privacy Commissioner through the Information and Privacy Commission NSW at www.ipc.nsw.gov.au or on 1800 472 679. In New Zealand, you can complain to the Privacy Commissioner at www.privacy.org.nz, and in the European Union or the United Kingdom, to your local data protection authority.

33. Changes to this policy

We may update this policy as the Service, the law or our practices change, and will post the new version here with a new date. If a change materially affects how we handle your personal information, we will tell you in advance by email or in the Service, and ask for your consent where the law requires it. We will not use data from a connected Google or Microsoft account in a new way without your consent.

34. Contact us

FCR RSC Pty Ltd (ABN 37 682 852 213), trading as Panelist, New South Wales, Australia. Factor is run by the same company, and the same contact details apply to it.

Privacy and data requests: user-compliance@panelist.com, with "Privacy" in the subject line. General support: support@panelist.com.