Privacy Policy

Last updated: June 2026

This Privacy Policy explains how Zeus ICT Services Pty Ltd t/a Manage Associations (ABN: 47 654 725 434) ("we", "us", "our") handles personal information in connection with the Manage Associations platform ("Platform"). We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

About this policy. Manage Associations and Manage Events are both operated by us (Zeus ICT Services Pty Ltd) as a single integrated service — Manage Events provides your account, sign-in and identity, and we process your information across both as needed to provide the service. Within Manage Associations, your Organisation decides what governance information to collect about its members and officers, so your Organisation is responsible for its own privacy obligations to those people, and we handle that information on your Organisation's behalf.

1. Information we collect

Depending on how the Platform is used, we may hold:

Account & identity information — provided via Manage Events single sign-on (name, email and similar), used to authenticate you.
Membership records — member and contact details, membership categories, status and financial-member history.
Governance records — committees, office-bearer roles, meeting attendance, agendas, minutes, motions, votes, resolutions and actions.
Sensitive governance information — registers of interest, related-party transactions, and eligibility declarations (which may include details such as date of birth and disclosures about disqualifying matters).
Meeting audio & transcripts — where recording/transcription features are used, audio and the transcripts and draft minutes derived from it.
Technical information — log data such as IP address and browser information, including details captured when signing certain declarations.

2. How we collect information

We collect personal information directly from you (for example when you sign in or use a feature), from your Organisation and its Office Bearers (who upload member and governance records), and automatically through your use of the Platform (such as log and device information). We may also receive information from the related services we operate and from the third-party providers described below.

Because the Platform is used to maintain identified governance records, it is generally not practicable to deal with us anonymously or under a pseudonym when using it.

3. How we use information

to provide, maintain and secure the Platform and its features;
to enable your Organisation's governance — meetings, elections, minutes, compliance and reminders;
to generate transcripts and draft minutes from meeting audio where you use those features;
to communicate with you, including service notifications and reminders; and
to meet our legal obligations and protect our legal interests.

4. Direct marketing

Most of our communications are service messages (such as meeting reminders and notifications) that are necessary to provide the Platform. We will only use your personal information for direct marketing where permitted by law, and you can opt out of marketing communications at any time using the unsubscribe link in the message or by contacting us. Opting out of marketing does not stop essential service messages.

5. Disclosure and third-party services

We do not sell personal information. Manage Associations and Manage Events are operated by the same entity (us), so information processed across the two is handled internally by us — it is not a disclosure to a third party. We share information with genuine third parties only as needed to operate the Platform — for example our hosting providers, transcription and AI providers (used to produce transcripts and draft minutes from meeting audio), email-delivery providers, and payment processors — under arrangements that require them to protect it. Where you use recording or transcription, your Organisation is responsible for disclosing that third-party processing to participants. We may also disclose information where required or authorised by law.

6. Overseas disclosure

Some of our third-party providers (for example certain AI and transcription providers) may store or process information outside Australia, including in the United States. Where we disclose personal information overseas, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.

7. Data security

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure, including encrypting certain sensitive fields (such as interest descriptions and related-party transaction details) at rest. However, no system is completely secure and we cannot guarantee the security of information transmitted to or stored on the Platform. If a data breach occurs that is likely to result in serious harm, we will respond in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth), including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required. Your Organisation is responsible for managing access within its own account and for its own breach-response obligations to its members and officers.

8. Data retention

Governance records are retained for as long as your Organisation maintains them on the Platform, so that they remain available as part of the Organisation's records. Meeting audio captured for transcription is not retained indefinitely and may be deleted after processing or when a related add-on lapses. Your Organisation remains responsible for retaining records for the period its regulator requires (for example ACNC record-keeping obligations) and for deleting them when no longer required.

9. Access, correction and complaints

Under the Australian Privacy Principles you may request access to, or correction of, personal information we hold about you. Because much of the information on the Platform is held on behalf of your Organisation, please direct requests about governance records to your Organisation in the first instance; we will assist your Organisation to respond. We may need to verify your identity before acting on a request, and will respond within a reasonable time. If we decline access or correction, we will give reasons except where the law provides otherwise.

If you have a privacy concern or complaint, please contact us using the details below and we will work to resolve it. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

10. Public and shared links

Some features generate links that let a recipient view information or act without signing in (for example reading distributed minutes or lodging a proxy). Anyone with such a link can access what it permits, so these links should be kept private and not forwarded. See our Terms and Conditions for more detail.

11. Cookies

The Platform uses cookies and similar technologies that are necessary for it to function — for example to keep you signed in and to remember preferences such as your light or dark theme.

12. Children's privacy

The Platform is intended for use by organisations and their officers and members in the course of governance, and is not directed at children.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will publish the updated version here and update the date above.

14. Contact

For privacy questions or requests, please reach us through our Contact page.