Privacy Policy

This Privacy Policy explains how Indonesian Australian Students Association (PPI Australia) collecting, using, storing, and protecting your personal data.This policy applies to all activities of PPI Australia, includingofficial website, registration forms, membership, and events organized by PPI Australia.organized by PPI Australia.

PPI Australia is subject to Indonesian Law No. 27 of 2022 on Personal Data Protection (UU PDP) as provided in Article 2 of the UU PDP, which states that these provisions apply to persons outside the Indonesian territory that result in legal consequences in Indonesia and/or to Indonesian citizens outside the Indonesian territory.

This Privacy Policy also considers relevant provisions in Australian Privacy Act 1988. If there are changes to the applicable legislation, the provisions in this Privacy Policy will be adjusted accordingly.

1. Personal Data Controller

As provided in Article 1, paragraph 4 of the UU PDP, PPI Australia is a Personal Data Controller for all data collected in the conduct of organizational activities.

• Personal Data Controller: Indonesian Australian Students Association (PPI Australia)
• Managed by: Data Team PPI Australia
• Email: infotech@ppi-australia.org

2. Personal Data We Collect

PPI Australia collects Personal Data in accordance with the provisions of Article 4 of the UU PDP, which consists of General Personal Data, Specific Personal Data, and technical data collected automatically through the website.

2.1 General Personal Data

General Personal Data that we can collect includes:

• Full name
• Gender
• University or educational institution
• Study program
• Year of study
• City or residence area
• Email address
• WhatsApp or phone number
• Nationality
• Religion, if relevant to specific activities

2.2 Specific Personal Data

In certain circumstances and only if required, we can collect Specific Personal Data as provided in Article 4, paragraph (2) of the UU PDP.

• Health information or medical condition, such as allergies or disabilities.
• Financial information if required in a specific context with your consent.
• Food preferences or restrictions if related to health conditions, such as allergies.

2.3 Data Collected Automatically Through the Website

When you visit the PPI Australia website, we can collect technical information automatically, including:

• IP address.
• Device information.
• Browser type and version.
• Visited pages.
• Visit duration.
• Access date and time.
• Other diagnostic data.

These data are used solely for analytical, security, and quality improvement purposes of the website. PPI Australia does not collect Specific Personal Data automatically through the website.

3. Cookies and Tracking Technologies

The PPI Australia website uses cookies to enhance user experience and help us understand how our services are used.

Types of Cookies

• Session Cookies — automatically deleted when the browser is closed and used to keep the user session active.
• Persistent Cookies — stored on the device until expiration or manually deleted to remember user preferences.

Types of Cookies

• Essential Cookies

  Required for the website to function properly. These cookies cannot be disabled.

• Functional Cookies

  Used to remember user preferences, such as language or specific settings.

• Analytic Cookies

  Help us understand how the website is used through third-party analytic services such as Google Analytics. The information collected is aggregated and anonymous.

You can configure your browser to reject all cookies or notify you when cookies are sent. However, some website features may not function properly if cookies are disabled.

4. Legal Basis and Purpose of Processing

PPI Australia processes Personal Data based on a valid legal basis as provided in Article 20 of the UU PDP.

• Explicit consent from the Data Subject.
• Performance of the PPI Australia membership agreement.
• Legitimate interest in the organization of student activities.

The purposes of processing data include:

• Registration and management of membership.
• Registration and organization of events.
• Official organizational communication.
• Verification of membership identity.
• Website analytics and service improvement.

5. How We Use Your Data

Personal Data is only used for the purposes described at the time of data collection.

PPI Australia commits to:

• Not using Personal Data for other purposes without your new consent.
• Not selling or otherwise transferring Personal Data to any third party.
• Not sharing Personal Data with sponsors, partners, or external parties without your explicit consent.
• Only providing access to team members with a legitimate interest and who have signed the Data Confidentiality Agreement.

6. Storage and Security of Data

Your Personal Data is stored on a secure platform, including Google Workspace (Google Forms, Google Sheets, and Google Drive) managed exclusively by the Data Team PPI Australia. Access to data is restricted to authorized parties only.

Security Measures

• Access control based on roles so that only parties with authority can access Personal Data.
• All parties accessing sensitive data must sign the Data Confidentiality Agreement (NDA Induk). Access to Specific Personal Data requires additional consent according to internal PPI Australia procedures.
• Regular review of access rights and security of data storage systems.
• Application of reasonable security practices to maintain confidentiality, integrity, and availability of Personal Data.

While we strive to implement the best security standards, there is no storage or transmission method via the internet that can be guaranteed to be completely secure. Therefore, PPI Australia cannot guarantee absolute security over Personal Data processed.

Data Retention Schedule

7. International Data Transfer and Third-Party Data Processors

In accordance with Article 56 of the UU PDP, PPI Australia informs that your Personal Data is stored and processed using the Google Workspace platform, including Google Forms, Google Sheets, and Google Drive, operated by Google LLC based in the United States.

The use of these services means that your Personal Data may be stored on servers located outside of Indonesia or Australia.

PPI Australia treats Google as a Data Processor in accordance with Article 56 of the UU PDP and relevant principles in the Australian Privacy Principle 8 (APP 8) under the Privacy Act 1988.

Further information on Google's privacy practices can be found at:

https://policies.google.com/privacy

8. Your Rights as a Data Subject

Based on Law No. 27 of 2022 on the Protection of Personal Data, you have the following rights:

• Access Right (Article 7)

  Request a copy of the Personal Data we hold. The request will be processed within 30 working days.

• Correction Right (Article 6)

  Request correction of inaccurate or incomplete Personal Data. The request will be processed within 14 working days.

• Deletion Right (Article 8)

  Request deletion of Personal Data unless such deletion is prohibited by law or other regulations.

• Portability Right (Article 13)

  Request Personal Data in a machine-readable format for transfer to another party.

• Withdrawal of Consent (Article 9)

  Withdraw consent at any time without affecting the validity of previously processed data.

• Objection Right (Article 10)

  Submit an objection to a decision made automatically based on the processing of Personal Data.

• Restriction of Processing (Article 11)

  Request restriction or suspension of the processing of Personal Data according to the conditions prescribed in the regulations.

• Complaint Right

  Submit a complaint to an authorized body if you believe your rights as a Data Subject have been violated.

To exercise these rights, please contact:

Email: infotech@ppi-australia.org

9. Consent

In accordance with Article 22 of the UU PDP, consent must be given explicitly, verifiable, and expressed in a simple and easily understandable language.

• Read the privacy notice summary that explains the purpose of data collection, the types of data processed, and the storage period.
• Access the complete Privacy Policy through the available link.
• Give active consent by checking the consent box before submitting the form.

You can withdraw consent at any time by contacting:

Email: infotech@ppi-australia.org

Withdrawal of consent does not affect the validity of the processing of Personal Data previously conducted.

10. Privacy of Children

In accordance with Article 4 paragraph (2) letter (e) of the UU PDP, PPI Australia acknowledges thatPersonal Data of children requires special protection. The main website and services of PPI Australia are intended for individuals aged 18 years and above.

In certain situations, such as activities involving family members or participants under the age of 18, PPI Australia will only collect and process Personal Data of children based on the consent of their parents or legal guardians as prescribed in Article 25 of the UU PDP.

If you are aware that a child has provided their Personal Data to PPI Australia without the necessary consent, please contact us immediately via:

Email: infotech@ppi-australia.org

We will take reasonable steps to delete the Personal Data as soon as possible.

11. Data Leakage

In accordance with Article 46 of the UU PDP, if a data breach occurs, PPI Australia will notify the Data Subject and the authorized supervisory body within 3 x 24 hours from the time the incident is known.

The notification will include information about:

• Types of Personal Data affected.
• Time and cause of the data breach.
• Potential impact on the Data Subject.
• Steps already taken and will be taken to reduce the impact of the data breach.

To report suspected data breaches, please contact:

Email: infotech@ppi-australia.org

12. Third-Party Website Links

The PPI Australia website may contain links to third-party websites that are not operated or controlled by PPI Australia.

We strongly recommend that you read the Privacy Policy of each website you visit.

PPI Australia does not have control or responsibility for the content, privacy policies, or data processing practices of the third-party websites.

13. Changes to Privacy Policy

PPI Australia may update this Privacy Policy from time to time as necessary for organizational purposes or changes in applicable laws.

If there are significant changes, we will notify you via email or official announcement on the PPI Australia communication channel before the changes take effect.

The last update date will always be displayed at the beginning of this Privacy Policy.

If the changes are material, including changes to the purpose of processing, types of Personal Data collected, or your rights as a Data Subject, PPI Australia will request new explicit consent in accordance with Article 22 of the UU PDP.

Consent is not considered given simply because you continue to use PPI Australia services after the changes are made.

14. Legal Basis

This Privacy Policy is prepared based on the regulations and laws that are applicable, including:

• Law No. 27 of 2022 on the Protection of Personal Data (UU PDP).
• Australian Privacy Act 1988 and Australian Privacy Principles (APPs).

15. Contact Us

If you have questions about this Privacy Policy, requests for exercising your rights as a Data Subject, or wish to report suspected privacy violations, please contact:

• Data Team PPI Australia
• Email: infotech@ppi-australia.org
• Response Time: Maximum 3 working days for general questions.