AMPI Privacy Policy

Last updated: 18 July 2026

1. Introduction

The Australasian Marine Pilots Institute (AMPI, “we”, “us”, “our”) is the professional body representing marine pilots throughout Australasia. We are committed to protecting the privacy of our members, event attendees, subscribers, and website visitors.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and store it, and the choices you have. It applies to information collected through ampi.org.au, our membership and CPD portal, our events and conferences, our publications (including Safe Passage magazine), and any other interactions you have with AMPI.

Although AMPI is a not-for-profit company limited by guarantee and may not be subject to all obligations under the Privacy Act 1988 (Cth), we have adopted this policy consistent with the Australian Privacy Principles (APPs) as a matter of good practice.

2. What personal information we collect

Depending on how you interact with us, we may collect:

• Contact details — name, postal address, email address, phone number.
• Membership information — employer/port authority, role or position, pilotage licence or qualification details, membership category, and any information provided as part of a membership application or renewal.
• Professional development records — training records, CPD activity logs, and related documentation submitted through our member portal.
• Event and conference information — registration details, dietary or accessibility requirements, and payment details for conferences, workshops, and other AMPI events.
• Publication and subscription details — mailing details for members and subscribers who receive Safe Passage magazine or other AMPI communications.
• Payment information — where you pay a membership fee, subscription, or event registration fee, payment is processed by a third-party payment processor. We do not store full card details ourselves.
• Correspondence — information you provide when you contact us via our website contact form, email, or otherwise, including any documents you attach.
• Technical and usage information — such as IP address, browser type, device information, and pages visited on our website, collected automatically when you browse ampi.org.au.

We only collect information that is reasonably necessary for our functions and activities as a professional membership body.

3. How we collect personal information

We collect personal information:

• directly from you, when you apply for or renew membership, register for an event, subscribe to a publication, submit a contact or enquiry form, or otherwise communicate with us;
• through our membership management and CPD portal, which is operated on our behalf by a third-party service provider;
• automatically through cookies and similar technologies when you visit our website; and
• occasionally from third parties, such as a port authority or employer who nominates you for membership, or from publicly available sources, where appropriate.

4. Why we collect, hold, use and disclose personal information

We use personal information to:

• assess and process membership applications and renewals;
• administer membership benefits, including access to the member portal, mentoring programs, and CPD records;
• organise and manage conferences, workshops, and other events, including registration, catering, and accessibility arrangements;
• produce and distribute Safe Passage magazine and other member communications;
• respond to enquiries submitted through our contact form or by email;
• advise regulators and industry bodies on pilotage and port safety matters, on an aggregated or de-identified basis where practicable;
• maintain the security and proper functioning of our website; and
• comply with our legal, regulatory, and reporting obligations.

We will not use your personal information for a purpose other than the purpose for which it was collected, unless you would reasonably expect us to do so, we have your consent, or we are otherwise permitted or required by law.

5. Disclosure of personal information

We may disclose personal information to:

• third-party service providers who help us operate our membership database, CPD portal, event registration, payment processing, email distribution, and website hosting and analytics, solely for the purpose of providing those services to us;
• our committee, staff, and volunteers, on a need-to-know basis, to carry out AMPI’s functions;
• relevant regulators, port authorities, or industry bodies, where you have consented, where necessary for a professional standard or safety matter, or where required by law; and
• our professional advisers (such as accountants or lawyers), where reasonably necessary.

We do not sell personal information to third parties.

Overseas disclosure

Some of our service providers (for example, cloud hosting, membership platform, or email service providers) may store or process information on servers located outside Australia. Where this occurs, we take reasonable steps to ensure those providers handle personal information consistently with this policy and applicable privacy laws.

6. Cookies and website analytics

Our website may use cookies and similar technologies to help the site function properly, remember your preferences, and understand how visitors use the site (for example, through website analytics tools). You can set your browser to refuse cookies, though some parts of the website may not function properly if you do so.

7. Direct marketing and communications

We may send you information about membership renewals, events, Safe Passage magazine, and other AMPI news relevant to your membership or subscription. Where we send electronic marketing communications, we will only do so in accordance with applicable law, and every communication will include a way to opt out or unsubscribe. You can also contact us at any time to update your communication preferences.

8. Data quality and security

We take reasonable steps to ensure the personal information we hold is accurate, up to date, and complete, and we encourage members to notify us of any changes to their details.

We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. No method of storage or transmission over the internet is completely secure, and we cannot guarantee absolute security.

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, or as required by law, after which it is securely deleted or de-identified.

9. Access, correction, and complaints

You may request access to the personal information we hold about you, or ask us to correct it, by contacting us using the details below. We will respond within a reasonable time. In some circumstances we may need to verify your identity or may not be able to provide access (for example, if required by law), in which case we will explain why.

If you have a concern or complaint about how we have handled your personal information, please contact us in the first instance using the details below. We will investigate and respond within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

10. Children’s privacy

Our website and membership services are intended for professional adults involved in marine pilotage. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with a revised “last updated” date. We encourage you to review this page periodically.

12. Contact us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

Australasian Marine Pilots Institute
271 Brunker Road, Adamstown NSW 2289, Australia
Email: admin@ampi.org.au
Web: ampi.org.au/contact-us