ASHM Education Activity Terms and Conditions 


This page outlines the terms and conditions of registration and participation in education activities delivered by Australasian Society for HIV, Viral Hepatitis and Sexual Health Medicine (‘ASHM’). 



Upon completion of the registration process, you will receive an automatically generated email to confirm we have received your registration or expression of interest for the activity. Following this, you will receive an email from an ASHM staff member to confirm your place in the activity or (if the activity is at maximum capacity) the addition of your name to a waitlist.   

Registration Cancellations & Amendments 

Registration cancellations and amendments must be notified via email to As places are limited and courses in high demand, if you are unable to participate, please notify ASHM via email as early as possible and at least 3 days before the scheduled activity to ensure another can attend in your place. 


Alternatively, you are able to transfer your registration to another person. To do so, please email the name, position, phone and email address of the substitution to We may then contact your substitute if additional information is required.  

Registration does not include insurance of any kind other than that required by law. In the event of loss arising from circumstances outside of ASHM’s control, including theft of personal property, industrial action, natural disaster, or during travel to and from the activity, ASHM does not accept responsibility for any financial or other losses incurred by you. ASHM does not take responsibility for injury or damage to property or persons occurring during the education activity except as required by law.  


Privacy Policy 

ASHM is committed to providing quality services to you and our Privacy Policy outlines our ongoing obligations to you in respect of how we manage your Personal Information. 

ASHM is bound by the Privacy Act 1988 (Cth) and is committed to complying with the Act, including the Australian Privacy Principals, and to protecting the privacy of the personal information that ASHM holds. By participating in this activity, you agree to the provisions contained in ASHM’s Privacy Policy. 

To view ASHM’s full privacy policy please view the following link:

ASHM is subject to and in compliance with Zoom’s Privacy Policy for online activities. To view the full Policy please view the following link:

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at  


Photo and Video Consent 

ASHM (as Host) may elect to record online meetings and webinars when contractually required by funding bodies. The recording may include video, audio and chat records. Recordings may be published online, for the purpose of education only. You will receive a notification (visual or otherwise) when recording is enabled. If you do not consent to being recorded, you can choose to leave the meeting or webinar. 

Additionally, ASHM may take photographs, videos and audio recordings of the activity for use in news and promotional materials in print, digital, email and other media, including ASHM’s website and social media platforms. Wherever possible, ASHM will notify and seek permission from participants for such recording, however due to activity format or size this may not always be practical. In instances where photo, video and/or audio recording occurs without notification, your agreement to these terms and conditions confers to ASHM the right to use any image, photograph and voice without compensation. All media become the property of ASHM and may be displayed, distributed or used by ASHM. If you have any questions regarding the collection of photographs, videos or audio recordings at online or face to face activities or do not wish for your media to be used as described, please contact  


Use and storage of your data 

We are committed to protecting the privacy of all personal data you provide us for this registration. The following statements describe how we handle, store and use your data. Details are contained in the ASHM Privacy Policy. 

Why are we processing your personal data?   
We ask for your personal data to facilitate your registration for this event, to measure the effectiveness of our education, for reporting purposes and to ensure ongoing quality improvement of our programs. All data shared publicly (e.g. for the purpose of reporting) will be deidentified to protect your privacy.  

Other third parties that will have access to your personal data  

In registering for this activity, some of your data may be shared with activity venues, e.g. details of dietary requirements. In addition, from time to time, ASHM may partner with third party/ies to undertake research and evaluation activities, for example to measure the association between our education activities and changes in clinical prescribing practice. If satisfied that data handling procedures of these third party/ies meet or exceed those of ASHM, ASHM may share identifiable data with the party/ies for the purpose of data linkage and analysis. In this instance, data will be shared only under a defined data sharing agreement and only to fulfill the requirements of the research or evaluation activity. You are given the option to opt out of any data sharing of this nature upon course registration. Deidentified aggregate data may also be shared externally, for example to fulfill reporting requirements. Details of how we handle your personal data are contained in the ASHM Privacy Policy. 


The right to inquire about your personal data 
You retain the right to ask us about your personal data at any time.  You may access the personal information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your personal information, please contact us in writing at 

Maintaining the quality of your personal information 

It is important to us that your personal information is up to date. We will take reasonable steps to make sure that your personal information is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you. 

You can ask us to forget or anonymize your personal details 

You retain the right to request that we forget or anonymise your personal data. We will retain any financial, tax or course records for reporting reasons, but will remove all personal data from our database, leaving an “anonymised” record for reporting reasons. 


You can withdraw your consent 

You retain the right to withdraw consent of use of your personal data at any time. Please be aware that a withdrawal of consent may result in cancellation of your course registration. 

Please contact us at with any inquiries you may have. 


Level 3, 160 Clarence Street 
Sydney, NSW 2000  
P: +61 2 8204 0770  
Point of Contact: ASHM Education