The Limbic Privacy policy and cookies notice

1. Introduction

This privacy policy aims to inform you about how Limbic Digital Media Pty Limited, which operates https://thelimbic.com, (referred to as “The Limbic”, “we”, “us” or “our” in this privacy policy) processes your personal information and tells you about your privacy rights under The Privacy Act. We respect the privacy and confidentiality of the information provided by you and adhere to the Australian Privacy Principles.

About The Limbic:

The Limbic operates an online publication for healthcare professionals providing news, articles, journals and other features on medical matters for healthcare professionals.

The Limbic is an editorially independent publication for healthcare professionals. It delivers the latest news, expert insight and medical education relevant to your specialty in an easy to read online format.

Our news covers research from peer-reviewed journals as well as medical conferences at home and overseas. Our medical education programs cover international congress, hot topics, management issues and case studies.

The Limbic is part of the M3 Group of Companies.

About the M3 Group:

The M3 Group, named to represent Medicine, Media, and Metamorphosis, was founded with the goal of changing the world of medicine through full use of the power of the Internet. The M3 Group operates in the US, Asia, and Europe with over 2 million physician members globally via its physician websites such as: m3.com, mdlinx.com, m3globalresearch.com, m-panels.com, doctors.net.uk, ekas.com.au, networksinhealth.com, medigate.net, medlive.cn, pharma-insight.com and www.medplanet.biz.

M3 Inc. is a publicly traded company on the Tokyo Stock Exchange (jp:2413) with subsidiaries in major markets including USA, UK, Sweden, Japan, S. Korea, India, Australia and China. M3 Group provides services to healthcare and the life science industry. These services include market research, medical education, ethical drug promotion, clinical development, job recruitment, and clinic appointment services.

2. How we use your personal information

In this Section 2 we have set out:

• the general categories of personal information that we process;
• in the case of personal information that we did not obtain directly from you, the source and specific categories of that data; and
• the purposes for which we may process personal information.
• Usage data: We process data about your use of our website and services. The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking systems and system logs. We process usage data for the purposes of analysing the use of the website and services and serving targeted content to you.
• Account data: We process personal information that you provide when registering to become a member of the limbic.

We collect the personal information you provide on the registration form; your name, post code, telephone number (for event registration only), email address, and information on your occupation as a Healthcare Professional.

We will use the data that you provide as part of registration for the purpose of verifying that you are a registered healthcare professional (HCP). We may use 3^rd party websites and databases to support verification.

We will also use this data for the purposes of creating an account for you, authenticating access to your account, identifying you as the account holder, controlling and enabling you to access areas of our website and services that are restricted to members.

• Use of your account data for marketing and communications purposes : We will use your account data including your email address to send marketing and communications that is relevant to our products and services.

You can opt-out from any specific communications by using the unsubscribe facility in the communication itself or via the Limbic website.

We will also use your account data to serve you with targeted advertising on behalf our clients and other advertisers on our website.

• Enquiry data: We will process information contained in any enquiry you submit to us regarding products and/or services advertised on our website or seeking support from us.
• Collection of personal data from other sources. We may receive some of your personal information from third parties or publicly available sources. This may include contact Information and Payment Information from our selected third-party suppliers and data brokers, or from publicly available sources such as the Australian Health Practitioner Regulation Agency (AHPRA) and other professional registers. We may also website, Device and Technical Information from third parties such as analytics providers (like Google).
• Using your personal information for other purposes:In addition to the specific purposes for which we may process your personal information set out in this Section 2, we may also process any of your personal information where such processing is necessary for:

• compliance with a legal obligation to which we are subject;
• protecting your vital interests or the vital interests of another natural person;
• obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice; and/or
• the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

3. Automated decision-making

We will use your relevant account data for the purposes of automated decision-making in relation to deciding what content you will see on the site and what content will be delivered to you. This will usually require an element of screening against your specialty and seniority for the purposes of delivering relevant and suitable content.

The significance and possible consequences of this automated decision-making are that it will affect what content you will see on our site. You may contact our team at any time to discuss this screening process.

We encourage you to keep your account data up to date, to ensure that the content delivered to you are relevant and suitable.

4. Providing your personal information to others

We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.

Members of our group include:

• M3 Inc (Japan)
  • Limbic Digital Media Pty Limited (Australia)
  • Limbic Digital Media UK t/a The Limbic Ltd (UK)
• M3 Medical Holdings Ltd
  • QQFS (Sweden)
  • Vidal Group Holdings Ltd including subsidiaries in France, Germany and Spain
  • IQUS Ltd t/a Rotamaster (UK)
  • OneHealth Communications and Data4Health (UK)
  • Ekas Marketing Research Services (Australia)
  • iDoctus (Spain)
  • Remedium (UK)
  • Pharma-insight (Germany)
  • Med Planet (France)
• M3 USA
• M3 (EU) Ltd which includes trading styles:
  • Doctors.net.uk (UK)
  • medeConnect (UK)
  • M3 Global Research

We may also share your personal information with:

• Service providers that The Limbic has retained to perform services on its behalf, such as, but not limited to, IT and financial service providers. Service providers are not permitted to use the personal information for their own purposes and are prohibited from onward transfer of the personal information without our written consent in each instance; and
• Law enforcement and other government authorities if required by law or reasonably necessary to protect the rights, property, and safety of others or ourselves. This includes lawful requests by public authorities, including to meet national security or law enforcement requirements.

5. International transfers of your personal information

The Limbic stores your personal information on secure servers (physical and the cloud) within Australia.

Where your personal information may be shared to a country outside of Australia for purposes listed in section 4, we endeavour to apply suitable safeguards to protect the privacy and security of your personal information.

6. Retaining and deleting personal information

This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

Personal information that we process for any purpose shall not be kept for longer than is necessary for that purpose.

We will retain your personal information for the duration of you holding an account with The Limbic. Your usage data is anonymised and will be retained.

Notwithstanding the other provisions of this Section 6, we may retain your personal information where such retention is necessary for compliance with a legal obligation to which we are subject, or to protect your vital interests or the vital interests of another natural person.

7. Security of personal information

We take appropriate technical and organisational precautions and apply industry best practice to secure your personal information and to prevent the loss, misuse or alteration of your personal information, storing all your personal information on secure servers, personal computers and mobile devices.

You are responsible for keeping the password you use for accessing our website confidential and your password will only be used when you log in to our website. We will never ask you for your password.

8. Amendments

We may update this policy from time to time by publishing a new version on our website.

This Privacy Policy was last updated on 13 March 2025.

9. Your rights

As an individual, the Privacy Act gives you greater control over the way that your personal information is handled. The Privacy Act allows you to:

• know why your personal information is being collected, how it will be used and who it will be disclosed to;
• have the option of not identifying yourself, or of using a pseudonym in certain circumstances;
• ask for access to your personal information;
• stop receiving unwanted direct marketing;
• ask for your personal information that is incorrect to be corrected; and
• make a complaint about an organisation or agency the Privacy Act covers, if you think they’ve mishandled your personal information.

You may exercise any of your rights in relation to your personal information by contacting us at [email protected] or at 3 Spring Street, Sydney, NSW, 200

10. Third party websites

Our website may contain links to other websites. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting other websites and these other websites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.

11. Personal information of children

Our website and services are targeted at persons over the age of 18. If we have reason to believe that we hold personal information of a person under that age in our databases, we will delete that personal information.

12. Updating information

Please let us know if the personal information that we hold about you needs to be corrected or updated.

13. Cookies that we use

A cookie is a small file placed in your web browser that collects information about your web

browsing behaviour. Use of cookies allows a website to tailor its configuration to your needs

and preferences. Cookies do not access information stored on your computer or any personal

information (e.g. name, address, email address or telephone number). Most web browsers

automatically accept cookies but you can choose to reject cookies by changing your browser

settings. This may, however, prevent you from taking full advantage of our website.

 

We use cookies for the following purposes:

1. authentication – we use cookies to identify you when you visit our website, if you are logged in, as you navigate our website, and to protect our website and services generally.
2. personalisation – we use cookies to store information about your preferences and to personalise our website for you.
3. advertising – we use cookies to help us to display advertisements that will be relevant to you.
4. analysis – we use cookies to help us to analyse the use and performance of our website and services.
5. Our details

This website is owned and operated by Limbic Digital Media Pty Limited.

We are registered in Australia under registration number 61 601 013 969, and our registered office is at 3 Spring Street, Sydney, NSW, 200.

You can contact us:

1. by post, using the postal address given above;
2. by email, using [email protected]

15. Feedback

If you have any concerns or complaints about our privacy policy or the way in which we handle your personal information, please contact us using the details in section 14.

You also have the right to raise concerns with the Office of the Australian Information Commissioner (OAIC) via Lodge a privacy complaint with us | OAIC, if you believe that your data privacy rights have not been adhered to.

The Limbic Ltd Collection Notice (APP 5) Your Personal Information

The Privacy Act 1988 contains Australian Privacy Principles (APPs) which set out standards, rights, and obligations in relation to the handling, holding, accessing, and correction of personal information. Under APP 5 – Notification of the collection of personal information, we must take reasonable steps, before or at the time we collect personal information, to notify you of certain matters or to ensure that you are aware of those matters.

This notice should be read in conjunction with our Privacy Policy, which contains information about how we handle your personal information and how to contact us if you have any questions about our management of personal information. You can obtain a copy of our Privacy Policy directly from our website or by contacting our Data Protection Officer using the details set out below: Further details about the collection of your personal information are provided below.

Collection Notice (APP 5)
Who is collecting your personal information?	Your personal information is being collected by Limbic Digital Media Pty Limited. Our Data Protection Officer handles enquiries and requests relating to handling of personal information and can be contacted if you have any questions about our management of personal information or compliance with the Privacy Act: In writing to: 3 Spring Street, Sydney, NSW, 200 By email: [email protected]
Collection of your personal information	We will collect your personal information from you directly whenever it is reasonable and practical to do so. There are a number of ways we may collect your personal information , including when you: • Submit information to us through our website • Deal with us face-to-face, in writing (by letter or email), or by telephone • Participate in any of our events, promotions, competitions, or subscribe to any of our publications • Visit our website (such as through the use of ‘cookies’ to record the way you use our website) We may also collect personal information from you in the course of supplying products and services to you or through our other dealings with you.
Collection of personal information from third parties	In some cases, we may collect your personal information from publicly available sources, regulatory bodies, or non-related third parties.
The purpose of collecting your personal information?	We collect, use, and disclose personal information reasonably necessary for our business purposes. Those purposes may include: • Verifying your identity • Supplying you with products and services • Managing relationships with our members • Responding to enquiries • Conducting competitions, direct marketing and promotional activities • Conducting checks for verification of Healthcare Professional Status • Assessing job applications or expressions of interest from potential candidates • Dealing with complaints • Conducting research, development, and marketing (including direct marketing) • Confidential dispute resolution, legal proceedings, or otherwise establishing, exercising or defending a legal or equitable claim • Complying with legal and regulatory requirements. We may also use or disclose your personal information for another purpose related to the primary purposes set out above. For example, we may use the information you have already given us to supply you with further products and services. However we will only use or disclose information for another purpose with your consent or if you would reasonably expect us to do so.
What may happen if we do not collect your personal information?	If we do not collect your personal information we may be unable to provide you with our products or services.
Who will we disclose your personal information to?	We may disclose your personal information to our third parties for the purposes set out above. The third parties to whom we may disclose your personal information include: • any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary • Service such as, but not limited to, IT and financial service providers. • Insurers, assessors, and underwriters • Professional advisors and consultants (such as lawyers, accountants, and auditors) • Government and regulatory authorities (as required by law) • Website hosts
Access to and correction of your personal information	Our Privacy Policy contains information about how you can access the personal information we hold about you and seek correction of that Information.
Privacy complaints	Our Privacy Policy contains information about how you may complain about a breach of the APPs and how we deal with these complaints
Overseas disclosure of your personal information	Your personal information will only be disclosed overseas with your consent or where we have a legal obligation to do so. We will ensure safeguards are in place before any transfer.