Privacy Policy

Last updated: October 2026

1. About this Privacy Policy

4W Global Conferences is a division of Frontierer Pty Ltd (“Frontierer”, “4W Global Conferences”, “we”, “us” or “our”).

4W Global Conferences organises conferences, exhibitions, trade shows and related professional events, including the Cruise & Maritime Healthcare Conference.

We respect your privacy and are committed to protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, use, store and disclose personal information when you:

  • visit our websites;

  • register for or attend one of our conferences or events;

  • apply to speak, exhibit, sponsor or participate in an event;

  • subscribe to our communications;

  • make an enquiry;

  • interact with us through email, social media or other digital channels; or

  • otherwise engage with 4W Global Conferences.

Frontierer Pty Ltd is an Australian company and manages personal information in accordance with applicable Australian privacy law, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles, where applicable.

Where other privacy laws apply to individuals in particular jurisdictions, including the European Union, United Kingdom or other countries, we will also seek to comply with those requirements to the extent that they apply to our activities.

2. Personal information we collect

The types of personal information we collect depend on how you interact with us.

They may include:

Contact information

  • name;

  • job title;

  • organisation or employer;

  • postal address;

  • email address;

  • telephone number; and

  • country or region.

Conference registration information

  • conference or event registration details;

  • delegate category;

  • professional role or area of practice;

  • organisation and industry sector;

  • dietary requirements;

  • accessibility requirements;

  • attendance preferences;

  • sessions, workshops or functions selected;

  • networking preferences; and

  • other information you choose to provide in connection with your attendance.

Speaker and program information

If you participate as a speaker, moderator, panellist or contributor, we may collect:

  • professional biography;

  • photograph;

  • professional qualifications;

  • areas of expertise;

  • employer and position;

  • presentation title and description;

  • presentation materials;

  • audio or video recordings;

  • professional social-media details; and

  • other information necessary for programme administration and promotion.

Sponsor and exhibitor information

If you represent a sponsor, exhibitor, supplier or commercial partner, we may collect:

  • business contact information;

  • company information;

  • sponsorship or exhibition requirements;

  • names and contact details of company representatives;

  • invoicing and payment information; and

  • information required to administer your participation.

Payment and transaction information

When you purchase conference registrations, exhibition space, sponsorship packages or other services, we may collect information relating to the transaction.

Payment card information may be processed directly by third-party payment service providers. We generally do not retain complete credit or debit card details where payment is processed through an external payment platform.

Marketing and communication information

We may collect information about:

  • conferences or subjects in which you have expressed an interest;

  • email subscriptions;

  • marketing preferences;

  • communications you have received from us; and

  • your interactions with our emails or digital content.

Website and technical information

When you use our websites, certain information may be collected automatically, including:

  • IP address;

  • browser type;

  • device type;

  • operating system;

  • pages viewed;

  • referring website;

  • dates and times of visits;

  • interaction with website content; and

  • cookie or similar technology identifiers.

Photographs and recordings

Photography, audio recording or video recording may occur during our conferences and events.

Where appropriate, photographs or recordings may be used for event reporting, educational purposes, future conference promotion, social media, websites and other legitimate business communications.

We will provide appropriate notice where event photography or recording is taking place.

3. Sensitive information

In limited circumstances, we may receive information that is considered sensitive information under applicable privacy laws.

For example, delegates may voluntarily provide information concerning:

  • dietary requirements;

  • allergies;

  • disability or accessibility requirements; or

  • health-related requirements necessary to facilitate participation in an event.

We only seek this information where reasonably necessary for the organisation or safe delivery of an event and will handle it with appropriate care.

We do not ordinarily seek detailed medical information from conference delegates.

4. How we collect personal information

We may collect personal information directly from you when you:

  • register for an event;

  • purchase a ticket;

  • complete an online form;

  • subscribe to a newsletter or mailing list;

  • submit a speaker proposal;

  • enter into a sponsorship or exhibition agreement;

  • contact us by telephone or email;

  • participate in surveys or feedback activities;

  • communicate with us through social media; or

  • attend one of our events.

We may also receive personal information from third parties, such as:

  • your employer or organisation registering you for an event;

  • conference partners;

  • professional associations;

  • event registration platforms;

  • ticketing providers;

  • payment processors;

  • accommodation or event service providers;

  • contractors assisting us in delivering an event; or

  • publicly available professional sources.

Where someone registers another person for an event, we expect them to have authority to provide that individual's information to us.

5. How we use personal information

We may use personal information to:

  • process conference registrations;

  • provide tickets, confirmations and event information;

  • administer attendance at conferences, exhibitions, workshops and functions;

  • communicate changes to programmes, venues or event arrangements;

  • manage speakers and conference programmes;

  • administer sponsorship and exhibition arrangements;

  • process payments and issue invoices;

  • arrange catering and accommodate dietary or accessibility requirements;

  • issue conference badges or credentials;

  • facilitate networking and professional interaction;

  • provide customer service;

  • respond to enquiries;

  • conduct surveys and obtain feedback;

  • improve our conferences, services and websites;

  • maintain business records;

  • prevent fraud or misuse of our services;

  • maintain security at events;

  • comply with legal, regulatory, insurance or accounting requirements;

  • promote future 4W Global Conferences events;

  • send information about conferences, programmes and professional opportunities that may be relevant to you; and

  • operate and develop our conference business.

We may also use information in an aggregated or de-identified form for business analysis, event planning and statistical purposes.

6. Conference communications

If you register for one of our conferences, we will send communications reasonably necessary for your participation.

These may include:

  • registration confirmations;

  • payment information;

  • programme updates;

  • venue information;

  • joining instructions;

  • information about conference functions;

  • exhibitor or sponsor information relevant to the event;

  • important operational announcements; and

  • post-event information or surveys.

These operational communications may be sent regardless of whether you have opted to receive general marketing communications.

7. Marketing communications

We may send information about future conferences, events, programmes or related services where permitted by law.

You may opt out of marketing communications at any time by:

  • using the unsubscribe function contained in an email; or

  • contacting us using the details provided in this Privacy Policy.

Opting out of marketing communications will not prevent us from sending essential communications relating to an event for which you are registered.

8. Sponsors, exhibitors and networking

An important purpose of professional conferences is to facilitate interaction between delegates, speakers, exhibitors, sponsors and other participants.

We will not automatically provide your personal contact information to sponsors or exhibitors simply because they participate in an event, unless this has been clearly disclosed and is permitted under applicable law.

In some circumstances, you may choose to share your information with an exhibitor or sponsor, for example by:

  • allowing an exhibitor to scan your conference badge;

  • providing your details at an exhibition stand;

  • registering for a sponsored session;

  • entering a competition;

  • requesting further information; or

  • otherwise consenting to your details being shared.

Where you deliberately share your information with a sponsor or exhibitor, that organisation may become independently responsible for its subsequent use of your information under its own privacy policy.

We encourage delegates to review the privacy practices of organisations with which they choose to share their information.

9. Delegate lists and event applications

For some events, we may make limited professional information available to other registered participants through a delegate directory, conference application or networking platform.

This may include information such as:

  • name;

  • job title;

  • organisation;

  • country; and

  • professional profile.

Where practicable, delegates will be informed about such functionality and provided with appropriate privacy or visibility controls.

Personal email addresses and telephone numbers will not ordinarily be included in public delegate lists without permission.

10. Photography, video and media

Our conferences may be photographed, filmed or recorded.

Images or recordings may capture delegates, speakers, exhibitors and event activities.

We may use this material for legitimate conference-related purposes, including:

  • event reports;

  • websites;

  • social media;

  • marketing materials;

  • future conference promotion;

  • educational materials; and

  • media communications.

Where reasonable, individuals who do not wish to be photographed or recorded may contact the conference organisers so that appropriate arrangements can be considered.

Specific consent may be obtained where required by applicable law or where an individual is the principal subject of promotional material.

11. Cookies and website analytics

Our websites may use cookies and similar technologies to:

  • enable website functionality;

  • remember user preferences;

  • understand how visitors use our websites;

  • measure website performance;

  • improve content and navigation;

  • measure the effectiveness of communications or advertising; and

  • support security.

Some cookies may be provided by third-party technology, analytics, advertising or social-media providers.

Where required by applicable law, users will be offered appropriate choices regarding non-essential cookies.

You can also control cookies through your browser settings, although disabling certain cookies may affect website functionality.

12. Social media and third-party websites

Our websites may contain links to:

  • social-media platforms;

  • conference venues;

  • hotels;

  • sponsors;

  • exhibitors;

  • industry organisations;

  • payment providers;

  • ticketing services; and

  • other third-party websites.

Those organisations operate independently of us and may have their own privacy policies.

We are not responsible for the privacy practices of third-party websites or organisations merely because our website links to them.

13. Disclosure of personal information

We may disclose personal information where reasonably necessary to organisations assisting us with the delivery or administration of our conferences.

These may include:

  • conference venues;

  • event management providers;

  • registration and ticketing platforms;

  • payment processors;

  • website and hosting providers;

  • IT and cloud-service providers;

  • email communication platforms;

  • event application providers;

  • audiovisual providers;

  • printers and badge-production providers;

  • catering providers;

  • accommodation providers where relevant;

  • professional advisers;

  • auditors and accountants;

  • security providers;

  • conference contractors and suppliers; and

  • government, regulatory, law-enforcement or emergency authorities where required or permitted by law.

Service providers are expected to handle personal information appropriately and only for authorised purposes.

14. International transfers of information

4W Global Conferences operates international conferences and engages with delegates, speakers, sponsors, exhibitors and service providers from multiple countries.

Personal information may therefore be processed or accessed outside Australia.

For example, information may be processed in countries where:

  • a conference is being held;

  • our technology or cloud-service providers operate;

  • conference service providers are located; or

  • our international partners or contractors are located.

The countries involved may vary from event to event.

Where required by applicable privacy law, we will take reasonable steps to ensure that overseas disclosures and transfers are subject to appropriate privacy protections.

15. International attendees

Our conferences may attract participants from many jurisdictions.

If you are located in the European Economic Area, United Kingdom or another jurisdiction providing additional privacy rights, and the relevant privacy legislation applies to our processing of your personal information, you may have additional rights.

Depending on the applicable law, these may include rights to:

  • access your personal information;

  • request correction;

  • request deletion;

  • restrict certain processing;

  • object to certain processing;

  • withdraw consent where processing is based on consent;

  • receive certain personal information in a portable form; and

  • lodge a complaint with an appropriate privacy or data-protection authority.

Where applicable law requires us to identify a legal basis for processing, we may process information on the basis of:

  • performance of a contract, including administering your conference registration;

  • our legitimate business interests in organising and operating professional conferences;

  • compliance with legal obligations; or

  • your consent, where consent is required.

Not all rights apply in every circumstance.

16. Security of personal information

We take reasonable administrative, organisational and technical measures designed to protect personal information from:

  • misuse;

  • interference;

  • loss;

  • unauthorised access;

  • modification; and

  • unauthorised disclosure.

Access to personal information is limited to personnel and service providers who reasonably require it for legitimate business purposes.

No internet transmission or electronic storage system can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

17. How long we retain information

We retain personal information only for as long as reasonably necessary for:

  • conference administration;

  • provision of services;

  • maintaining appropriate business and financial records;

  • legal, taxation and regulatory requirements;

  • resolving disputes;

  • managing contractual relationships;

  • maintaining appropriate records of conference participation; and

  • legitimate marketing activities where permitted by law.

Retention periods vary according to the type of information and the purpose for which it is held.

When personal information is no longer reasonably required, we will take reasonable steps to delete, destroy or de-identify it, subject to applicable legal requirements.

18. Accessing or correcting your personal information

You may contact us to request access to personal information we hold about you or to ask us to correct information that is inaccurate, incomplete, out of date or misleading.

We may need to verify your identity before responding to a request.

There may be circumstances in which access is restricted or refused as permitted by law. If this occurs, we will provide an explanation where required.

19. Privacy complaints

If you believe that we have not handled your personal information appropriately, please contact us using the details below.

We will review your complaint and endeavour to respond within a reasonable period.

If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant privacy regulator.

In Australia, this may include the Office of the Australian Information Commissioner (OAIC).

20. Automated decision-making

We do not ordinarily use personal information to make solely automated decisions that have a significant effect on an individual's rights or interests.

If our practices change and applicable law requires disclosure regarding automated decision-making, we will update this Privacy Policy accordingly.

21. Children's privacy

Our conferences are primarily professional and business events and are not generally directed at children.

We do not knowingly seek to collect personal information from children except where reasonably necessary and appropriately authorised in connection with a particular event.

22. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect:

  • changes to our conferences or services;

  • changes to technology;

  • changes to our information-handling practices; or

  • changes to applicable privacy law.

The current version will be published on our website together with the date on which it was last updated.

We encourage users to review this Privacy Policy periodically.

23. Contact us

For questions, requests or complaints concerning this Privacy Policy or our handling of personal information, please contact:

Privacy Officer
4W Global Conferences
Email: through our website contact page
Postal address:
4W Global Conferences
PO Box 8154
Sunnybank QLD 4109
Australia

For information about privacy rights in Australia, you may also contact the Office of the Australian Information Commissioner.