Privacy Policy

1. We respect your privacy

1.1 We respect your right to privacy and are committed to safeguarding the privacy of our customers, clients, guests and website visitors. This policy sets out how we collect and treat your personal information.

1.2 We adhere to the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). We have chosen to align our practices with the APPs because we believe it is the right way to handle the information entrusted to us – and to the extent that FAME is or becomes an entity to which the Privacy Act legally applies, this policy also satisfies those obligations.

1.3 You may contact us in writing at hello@fame-events.com.au for further information about this Privacy Policy.

2. What personal information we collect

2.1 What personal information we collect “Personal Information” is defined in the Privacy Act 1988 (Cth). It typically refers to any information that identifies you, or from which you could reasonably be identified. This includes information such as your name, email address, phone number, or any combination of details that points to you as an individual.

2.2 We will, from time to time, receive and store personal information you submit to our website, provide to us directly, or give to us in other forms.

2.3 Depending on our relationship with you, the personal information we collect may include:

(a) If you are a client or enquirer:

• Name, phone number, email address, and home, business or postal address
• Company name and job title
• Event requirements, preferences, and instructions
• Correspondence and notes from our working relationship

(b) If you are a guest or event attendee:

• Full name and preferred name
• Contact details (email address, phone number) where required for event logistics
• Dietary requirements and accessibility or mobility needs (see “Sensitive Information” below)
• Emergency contact details
• Travel details, including flight information, airport locations, and accommodation preferences or bookings
• Employee or registration numbers
• Age, where relevant (for example, where children are attending an event)
• Event registration responses submitted via online platforms
• In-person check-in data (name confirmation and attendance)
• Any other information reasonably required to plan and deliver the specific event

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(c) If you are a vendor or supplier:

• Business name and contact person details (name, phone, email)

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(d) If you visit our website:

• Aggregated, anonymised analytics data via Google Analytics and Google Search Console – this is not linked to any individual

2.4 We do not hold your credit or debit card details. Payments are processed through Stripe (linked to our Xero invoicing) or by bank transfer. In limited circumstances, a client may be required by a venue to complete a credit card authorisation form. If such a form is sent to us, we do not store it – we forward it directly to the venue and delete any copy.

2.5 Additionally, we may collect any other information you provide while interacting with us.

 

3. Sensitive information

3.1 Some of the information we collect is “sensitive information” – a category under the Privacy Act 1988 (Cth) that receives extra protection because of its potential to cause harm or embarrassment if mishandled. Sensitive information includes health information, information about disability, and information that reveals religious beliefs.

3.2 In the course of planning events, we commonly collect information that falls into this category – particularly:

1. • Dietary requirements – which may reveal food allergies, medical conditions, or religious beliefs
   • Accessibility and mobility needs – which may reveal a disability or health condition
   • Medical or health information – such as severe allergies or conditions disclosed in the context of event planning

3.3 We only collect this information with your consent. Guests provide dietary and accessibility details voluntarily when completing event registration forms, which include a notice explaining how their information will be used.

3.4 We do not ask for religious information directly. However, if a guest chooses to share a religious or cultural reason in their dietary notes (for example, “I keep halal” or “I don’t eat pork”), we treat that detail with the same care and use it only to ensure the catering meets their needs.

3.5 We use sensitive information only to deliver the event. It is shared only with the venues, caterers, and suppliers who need it for that purpose – and nothing more. We do not use it for marketing, analysis, or any unrelated purpose.

4. How we collect your personal information

4.1 We collect personal information from you in a variety of ways, including when you interact with us electronically such as via email, or text message, on the phone or in person, when you access our website, when you complete an event registration form, and when we engage in other business activities with you.

4.2 We may also collect personal information through third-party event registration platforms such as RSVPify, Eventbrite, Google Forms, or Microsoft Forms, and through in-person check-in processes at events.

4.3 Collection of guest information from clients. A significant part of what we do involves receiving personal information about guests and attendees from the client who has engaged us to plan their event. In those cases, the client is responsible for having collected that information and for providing it to us with appropriate authority. Under FAME’s Standard Terms and Conditions, clients are required to warrant that they have obtained all necessary consents from guests before sharing their information with us, that guests have been informed their details will be shared with venues and suppliers as necessary, and that the client has complied with their own privacy obligations. We rely on this warranty as the basis for handling guest data provided by clients.

4.4 Where FAME sets up the event registration platform on a client’s behalf, we ensure the registration form includes a brief privacy notice at the point of data collection so that guests understand how their information will be used before they submit it. Where a client sets up their own registration form and provides us with the resulting data, we ask that they include a similar notice.

4.5 We may receive personal information from third parties. If we do, we will protect it as set out in this Privacy Policy.

4.6 By providing us with personal information, you consent to the supply of that information subject to the terms of this Privacy Policy.

5. How we use your personal information

5.1 We will use personal information only for the purposes for which it was collected, or for directly related purposes you would reasonably expect. This may include to:

(a) provide you with our event planning and coordination services during the usual course of our business activities;

(b) administer our business activities;

(c) manage, research and develop our services;

(d) communicate with you by a variety of measures including, but not limited to, by telephone, email, SMS or mail;

(e) coordinate with venues, caterers, hotels, airlines, travel providers, and other suppliers to deliver your event; and

(f) investigate any complaints.

5.1 If you withhold your personal information, it may not be possible for us to provide you with our services or for you to fully access our website.

5.2 We do not use guest or attendee information for any purpose other than delivering the relevant event.

5.3 We may disclose your personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in legal proceedings, or in response to a law enforcement agency request.

5.4 If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer, to the extent permissible at law, our user databases, together with any personal information and non-personal information contained in those databases.

6. Direct marketing

6.1 Event communications. If you are attending an event we are managing, we (or the client on whose behalf we are working) will send you communications necessary to deliver that event – such as registration confirmations, event details, schedule updates, and day-of logistics. These communications are operational and cannot be opted out of, as they are required to properly run the event you have agreed to attend.

6.2 Marketing communications. We send marketing emails (such as updates about FAME’s services) only to our own clients and to individuals who have signed up to our mailing list. These emails are sent via Klaviyo and include an unsubscribe link in every communication. You can opt out at any time by clicking unsubscribe or contacting us at hello@fame-events.com.au.

6.3 We do not send marketing emails to event guest lists. Guest information is used only to deliver the relevant event and is never added to our marketing database.

7. Disclosure of your personal information

7.1 We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this Privacy Policy.

7.2 In the context of our event planning services, this includes disclosing personal information to:

1. • Venues and caterers – who receive guest names and dietary/accessibility requirements only
   • Hotels and accommodation providers – who receive guest names and contact details for booking confirmation purposes
   • Airlines and travel management companies – who receive names and travel details to make bookings
   • Other event logistics suppliers and transport providers – who receive only the guest details necessary to perform their specific function
   • Event production suppliers (graphic designers and printers) – who receive guest names only, for the production of seating charts, place cards, and printed event materials
   • Third-party service providers and platforms – see “Data processors and third-party platforms” below

7.3 We do not sell personal information to third parties and do not share it for advertising purposes.

7.4 If we do disclose your personal information to a third party, we will protect it in accordance with this Privacy Policy.

8. Photography and video

8.1 At events we manage, photographs and video footage may be taken. Images of identifiable guests are personal information.

8.2 Where images are taken for the client’s own purposes, the client is responsible for obtaining appropriate consent from their guests.

8.3 Where FAME uses images for our own portfolio or marketing materials (such as our website or social media), we do so only with the prior written consent of the client. If you do not wish identifiable images of you or your guests to be used by FAME for marketing purposes, please notify us in writing before the event. This process is also addressed in FAME’s Standard Terms and Conditions.

Overseas disclosure

9.1 Some of the platforms and services we use to run our business are based overseas – primarily in the United States. When we use these platforms, your personal information (or the personal information of guests we manage on your behalf) may be stored on or processed by servers located outside Australia.

9.2 The platforms we currently use that involve overseas data storage or processing are:

1. • Google (Drive, Gmail, Analytics, Search Console) – cloud storage, email, and website analytics – United States
   • Microsoft (Outlook) – email – United States
   • Stripe – payment processing – United States
   • Klaviyo – email marketing platform – United States
   • Eventbrite – event registration platform – United States
   • RSVPify – event registration platform – United States

9.3 We take reasonable steps to select platforms that have appropriate privacy and security protections in place. By engaging our services or providing personal information to us, you consent to your information being handled by these overseas platforms in the course of us delivering our services to you. We will update this list if the platforms we use change.

10. International Visitors and Overseas Clients

10.1 FAME is an Australian business and this Privacy Policy is governed by Australian law, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles. If you are located outside Australia – whether as an international guest attending an event, an overseas client engaging our services, or a visitor to our website – your personal information will be collected, stored, and handled in accordance with Australian privacy law.

10.2 We do not actively market to or target clients outside Australia. If you engage us from overseas, or if you are an international guest at an event we are managing, we will handle your personal information with the same care we apply to all individuals, in accordance with this policy.

10.3 Please be aware that Australian privacy law may differ from the laws of your home country. By providing your personal information to us, you consent to it being handled in accordance with this Privacy Policy and Australian law.

11. Data processors and third-party platforms

11.1 We use a number of third-party service providers who process personal information on our behalf as part of delivering our services. The categories of providers we use include:

1. • Payment processors (Stripe, via Xero) – process payment transactions
   • Email and marketing platforms (Klaviyo) – used to send marketing emails to clients and mailing list subscribers only
   • CRM and enquiry tracking tools (HubSpot) – used to manage client enquiries and relationships
   • Event registration platforms (RSVPify, Eventbrite, Google Forms, Microsoft Forms, and similar) – used to manage guest registrations
   • Cloud storage and productivity tools (Google Drive, Gmail, Microsoft Outlook) – used to store and communicate event information
   • Invoicing software (Xero) – used to issue and manage invoices

11.2 Where we employ data processors to process personal information on our behalf, we only do so on the basis that such data processors comply with the requirements under the relevant law and have adequate technical measures in place to protect personal information against unauthorised use, loss, and theft.

11.3 We do not authorise third-party providers to use personal information for their own purposes beyond what is needed to perform their function for us.

12. Children’s information

12.1 Some events we manage include children as attendees. In these cases, we may collect limited information about children attending – such as their name, age, and dietary requirements – in order to provide appropriate catering and event logistics.

12.2 Where we collect personal information about a child, we collect it from a parent, guardian, or the event organiser acting with appropriate authority. We use this information solely to deliver the event and do not use it for any other purpose.

13. Security of your personal information

13.1 We are committed to ensuring that the information you provide to us is secure. We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification and disclosure. In practice, this means:

(a) Personal information is stored in password-protected cloud-based platforms and services

(b) Access to personal information is limited to FAME personnel who need it to do their job

(c) We use third-party platforms that maintain their own security standards and technical measures

13.2 The transmission and exchange of information is carried out at your own risk. We cannot guarantee the security of any information that you transmit to us or receive from us. Although we take measures to safeguard against unauthorised disclosures of information, we cannot assure you that personal information we collect will not be disclosed in a manner inconsistent with this Privacy Policy.

14. Data retention

14.1 We only hold personal information for as long as it is needed for the purpose for which it was collected, or as required by law.

14.2 Client information is retained for the duration of our business relationship and for a reasonable period afterwards, consistent with our legal and tax obligations.

14.3 Guest and attendee information collected for a specific event is archived following that event and is not actively used after delivery. It is not used for any further purpose without your consent.

14.4 When personal information is no longer required, we take reasonable steps to destroy or de-identify it in a secure manner.

15. Automated decision-making

15.1 We do not use automated systems or algorithms to make decisions about you as an individual. All decisions relating to the planning and delivery of your event are made by our team.

15.2 If this changes in the future, we will update this policy to explain what automated processes we use and how they may affect you.

16. Website

16.1 When you visit our website – When you visit www.fame-events.com.au, we use Google Analytics and Google Search Console to collect certain information such as browser type, operating system, pages visited, and how you found our site. This information is used in an aggregated, anonymised manner to understand how people use our site so that we can improve our service. It is not linked to any individual.

16.2 Third party sites – Our site may from time to time have links to other websites not owned or controlled by us. These links are meant for your convenience only. Links to third-party websites do not constitute sponsorship or endorsement or approval of those websites. Please be aware that we are not responsible for the privacy practices of other such websites. We encourage you to read the privacy statements of each website that collects personal information.

17. Use of cookies

17.1 Our website uses cookies placed by Google Analytics and Google Search Console. These tools help us understand how visitors interact with our website – for example, which pages are most visited and how people find us. The information collected is aggregated and anonymised and is not linked to any individual.

17.2 We do not use advertising or retargeting pixels, re-marketing cookies, geolocation tracking, or third-party ad network cookies.

17.3 You can manage or disable cookies through your browser settings at any time. Disabling cookies will not affect your ability to use our website. For information on how Google uses data from Analytics cookies, visit google.com/policies/privacy/partners.

18. Access to your personal information

18.1 You may request details of personal information that we hold about you in accordance with the provisions of the Privacy Act 1988 (Cth). If you would like a copy of the information we hold about you, or believe that any information we hold on you is inaccurate, out of date, incomplete, irrelevant or misleading, please email us at hello@fame-events.com.au.

18.2 We will aim to respond to your request within 30 days of receipt. If we need additional time to locate or assess the information, we will let you know within that period and provide an estimated timeframe for our response.

18.3 We reserve the right to refuse to provide you with information that we hold about you, in certain circumstances set out in the Privacy Act or any other applicable law.

19. Complaints about privacy

19.1 If you have any complaints about our privacy practices, please send details of your complaint in writing to hello@fame-events.com.au. We take complaints very seriously.

19.2 We will acknowledge receipt of your complaint within 5 business days and will aim to resolve it within 30 days. If we need more time, we will let you know why.

19.3 If you are not satisfied with our response, or if you would prefer to deal with an independent body, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

20. Data breach notification

20.1 If we become aware of a data breach involving your personal information that is likely to result in serious harm, we will take prompt steps to contain the breach and assess our obligations. If the breach is an “eligible data breach” under the Privacy Act 1988 (Cth), we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

20.2 If you believe your personal information held by us may have been compromised, please contact us immediately at hello@fame-events.com.au.

21. Changes to this Privacy Policy

Please be aware that we may change this Privacy Policy in the future. We may modify this Policy at any time, in our sole discretion, and all modifications will be effective immediately upon our posting of the modifications on our website. Please check back from time to time to review our Privacy Policy. This policy is version 1.0, effective [insert date]. We review this policy at least annually and following any material change to our data handling practices.

22. Contact us

You may contact us in writing at hello@fame-events.com.au for further information about this Privacy Policy.

FAME Event Design – Forever a Moment Events Pty Ltd (ABN 19 643 047 090) – www.fame-events.com.au

Forever a Moment Events Pty Ltd (ABN 19 643 047 090) trading as FAME Event Design
Version 2.0 – [12th of May 2026]