Cognitive Institute Privacy Policy

This privacy notice provides you with information as to how the Cognitive Institute collects, handles, stores, processes, and protects personal information. This notice also contains information about your rights, and how you can contact us if you have any questions on how we handle your information. We collect and manage data in accordance with the Australian Privacy Principles.

This website is operated by. the Cognitive Institute, which is a trading name of the Cognitive Consulting Group Pty Ltd (ABN 47 070 825 188).

Who we are

In this privacy notice, references to “we” or “us” or “our” are to the Cognitive Institute. Consulting Group Pty Ltd is a subsidiary of the Medical Protection Society Limited, a company registered in England with company number 36142 at Level 19, The Shard, 32 London Bridge Street, London, SE1 9SG (“MPS”, and along with its subsidiaries, the “MPS Group”).

This privacy notice applies to those who use and visit our website and/or use our services. We respect the privacy of visitors to our website and those who use our services and recognise that when you choose to provide us with information about yourself, you trust us to act in a responsible manner. That’s why we have put a policy in place to protect your personal information. Please read on for more details about our privacy practices.

How we obtain your information

We may collect personal information from you when you interact with us, for example, when you use our websites or when you provide information in the course of using our services, such as if you register to attend one of our courses or events or subscribe to receive email updates from us.  We may also request personal information from you if you need assistance from us in relation to our services.

  • Through your use of our website: you provide us with information such as your IP address when you visit our website.
  • When you register to attend one of our courses or events: we ask you to provide us with information in order to facilitate your attendance.
  • Through our provision of services to you: e.g. if you work for one of our clients through any correspondence and transactions between us, or if you use any of the services that we provide.
  • From third parties: we may receive information about you from your employer, for example if they have purchased educational services from us
    • Through cookies: we use a variety of cookies to perform different functions, including to welcome you back when you return to the website, helping us to provide a better, faster, and safer browsing experience and tracking your usage of our websites. More information relating to cookies can be found here. You can read more about the different types of cookies that we use on the cookies page.

    The information we collect

    In the course of your use of our websites and our provision of services we will obtain information about you. The types of information we collect depends the circumstances. Click more below to find out more about the types of information we collect in different circumstances.

    Website Users: If you use our websites, we will normally only collect your IP address, information collected by our cookies and information that you otherwise provide to us in making use of website functionality (e.g. contact forms).

    Registrants or delegates at our events or workshops:     If you register or are registered to attend one of our events, workshops or educational events, or if you work for one of our clients, we may collect the following information:

    • your name, title, address, e-mail address, telephone and fax number(s)
    • information related to your occupation such as details of your specialty, professional practice, career and/or research history
    • any other information you may provide to us during your relationship with us, for our operational or business purposes, or which we require to provide you with our services.

    Purposes and legal basis for our use of information

    We use your personal information and information we obtain from other sources for administration and so that we can provide our services. In addition, we use your personal information for marketing and research purposes and to ensure that the content, materials and advertising that we offer are tailored to your requirements.

    We use personal information on the basis that it is necessary for the performance of a contract, is in our or a third party’s legitimate interests or it is required or permitted by applicable law. Please click below to read more.

    We process personal information on the legal basis that it is:

    • necessary for the performance of a contract: if you are a current or former registrant or delegate, we will process your personal information in order to fulfill a contract with you or your employer (i.e. to provide you with workshop, event and/or wider educational services).
    • in our or a third party’s legitimate interests: details of those legitimate interests are set out in more detail below. 
    • where we are required to do so or it is otherwise permitted by law
    • with your consent (e.g. for marketing)

    The legitimate interests for which we process personal information are:

    • where you use our website, in order to respond to any requests that you make via our website and to analyse use of our website and improve the content and function of our website
    • generally:
      • to provide you with marketing as permitted by law
      • to protect our rights, privacy, safety or property, or those of other persons
      • in order to comply with laws and regulations that apply to us and the third parties with whom we work, and to exercise our rights and defend ourselves from claims
      • in order to participate in, or be the subject of, any sale, merger or acquisition or all or part of our business.

    Marketing

    We may use your personal information to contact you about our products and services where we believe they may be of interest to you. We may also contact you about special offers, new courses and industry related news offered by us or by any of our service providers.  If you do not wish to receive this information, you may advise us at any time.

    Security

    We recognise the importance of protecting individuals’ personal data and the responsibility we all have in ensuring the security of the data we hold. Cognitive has robust technical and organisational information security measures in place with guiding principles and responsibilities to protect the confidentiality, integrity and availability of the data we hold.

    How we share information and overseas disclosure

    Your personal information and data may be disclosed to our parent company, MPS, as part of the general operation of our business. To find out more about how MPS collects, uses and handles personal information and data, please see the MPS privacy policy.

    How do we protect your information?

    We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

    Other information

    You should note that if our business (or any part of it) is sold or transferred at any time, the information we hold may form part of the assets transferred although will still only be used in accordance with this policy.

    You are entitled to ask for a copy of the information we hold about you (for which we may charge a small fee) and to have any inaccuracies in your information corrected. For quality control and training purposes, we may monitor or record your communications with us.

    We share your information within the MPS Group, with those we work with in the course of providing our services (e.g. an employer), with others who help us to provide our services (e.g. consultants), provide services to us (e.g. system and cloud hosting service providers). We also share your information in accordance with the law. For more information on who we share your information with click read more below.

    We share your information for the purposes set out in this privacy notice, with the following categories of recipients:

    • MPS in the United Kingdom, as part of the general operation of our business. To find out more about how MPS collects, uses and handles personal information and data, please see the MPS privacy policy
    • third party suppliers who help us deliver services (e.g. advisors) or who provide services to us (e.g. system and cloud hosting service providers) (together, “Suppliers”)
    • third parties, including the police and other law enforcement agencies in the exercise of their functions, where we have a duty to or are required by law or a court order to disclose your personal information
    • where applicable, potential buyers of all or part of our business

    Where we share your personal information, appropriate protections will be in place as required by the applicable Australian Privacy Principles. More information about these protections, which are often in contractual form, can be obtained by contacting us.

    How long we keep your information

    We retain your information in accordance with time periods and criteria that reflect our reasonable needs to retain information. Click read more for further information.

    We set out below the general retention periods that apply to the personal information we hold. These periods may sometimes be extended where recommended by a regulator, prescribed by law or required in order for us to exercise our rights or defend ourselves from claims.

    • If you are a visitor to our websites: we retain this information whilst you are viewing our websites and for a reasonable period afterwards, taking into account the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of your information, the purposes for which we process your information and whether we can achieve those purposes through other means, and the applicable legal requirements.
    • If you are a registrant or delegate at one of our events or workshops, or if you work for one of our clients, we keep your information for a reasonable period following the event, workshop or contractual relationship with the client has ended.

    Use of Cookies

    We may use information obtained about you from cookies (files which are sent to us by your computer or other access device) which we can access when you visit our website in future. We do this to allow us to identify users and personalise the website wherever possible. For a list of the cookies we use please click read more.

    The cookies store small pieces of information about our visitors. This means that on future visits to our websites, we can identify past visitors and welcome them back, helping us to provide a better, faster, and safer browsing experience.

    We may access cookies stored on your computer when you visit our website in future.  We are able to do this by including web beacons (also known as clear GIFS or web bugs) in our emails. Our web beacons do not store additional information on your computer but, by communicating with our cookies on your computer, they can tell us when you have opened emails from us and what pages you look at.

    You may opt-in, opt-out, or adjust your cookie preferences by selecting the appropriate settings on your browser or by clicking on the ‘Cookie preferences’ in the footer of our websites where applicable. The cookies we use can be categorised as follows:

    • Strictly Necessary Cookies: These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personal data
    • Functional cookies: These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third-party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.
    • Targeting cookies: These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal data, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.
    • Performance cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

    Note that cookies stay on your device(s) for differing amounts of time, depending on whether it is a “persistent” or “session” cookie:

    • Persistent cookies: These cookies are used to remember your preferences on the website, to analyze user behavior to establish patterns of usage and preferences, and to improve the functionality of the website. They remain on your computer or device until they expire or they are deleted by you. They persist even after you close the browser and restart your computer.
    • Session cookies: These cookies are used to remember your activity during the course of the current website visit. They are temporary and only stay on your computer or device only until you stop the current browsing session.

    For further details on the specific cookies we use, including their categorisation, whether they are persistent or session cookies and the purposes for which we use them, please click here.

    If you want to delete any cookies that are already on your computer, you can find out more at AboutCookies.org.

    Alternatively, please refer to the instructions for your file management software to locate the file or directory that stores cookies. If you want to stop cookies being stored on your computer in future, please refer to your browser manufacturer’s instructions by clicking “Help” in your browser menu. Further information on deleting or controlling cookies is available at AboutCookies.org.

    When you visit our websites, we may also log your IP address, a unique identifier for your computer or other access device.

    Your rights in respect of your information which we hold

    You have the right to access your information and ask us to rectify, erase and restrict use of your information. You also have rights to object to the use of your information (including for marketing purposes), to ask for the transfer of information you have made available to us, and to withdraw consent to the use of your information. For further information on your rights click read more.

    • The right to obtain a copy of any of your personal information which we hold
    • The right to request that we correct any of your personal information
    • The right to request that we delete your personal information
    • The right to request a restriction is placed on the processing of your personal information
    • The right to object to the processing of your personal information, including the right to object to marketing
    • The right to ask for personal information you have made available to us to be transferred to you or a third party in machine-readable formats
    • The right to withdraw any consent you have given us to the processing of your personal information
    • The right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects on you or similarly significantly affects you.

    These rights are not absolute: they do not always apply and exemptions may be engaged. Please note that, before we are able to provide you with any information or correct any inaccuracies, we may ask you to verify your identity and to provide other details to help us identify you and respond to your request. If we do not comply with your request, we will explain why.

    Data Protection Contacts

    If:

    • your personal information changes
    • you wish us to tell you what information we hold about you
    • you change your mind about any of your marketing preferences
    • you have any queries about how we use your information

    please let us know by contacting us.

    In addition, please contact us with any comments or suggestions in relation to the way we handle personal information; our goal is to respect your privacy and to help us improve our privacy practices we welcome your feedback. 

    Our contact details are:

    Cognitive Institute
    PO Box 1013,
    Milton QLD 4064 Australia
    Phone: +61 7 3511 5000
    Email:

    If you have a complaint about the way we have handled your personal information, please contact us to discuss the complaint with our privacy officer.  Alternatively, you may put the complaint in writing.  Our contact details are above.  We will respond to your complaint quickly.  If you are not satisfied with our response to your complaint, then you may contact the Privacy Commissioner.  Contact details for the Privacy Commissioner are available on the Privacy Commissioner’s website here.

    You can also contact the MPS Group’s Data Protection Officer at: ; or at Data Protection Officer, The Medical Protection Society Limited, Level 19, The Shard, 32 London Bridge Street, London SE1 9SG, UK.

    Updating this privacy notice

    As we strive for continuous improvement in our services and processes, we will update this privacy notice from time to time to reflect our business activities and will show the latest version of it on our website. We will provide you with notice of any significant updates in accordance with data protection laws.

    Last updated: July 2023

     

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