Privacy Policy

This policy explains how Change and Events (ABN 80 636 583 698), trading as Series of Events Australia (SOEA, we, us or our), handles personal information when you enquire, book, work with us, visit our website or attend an event where our services are delivered.

1. Information we collect

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

• name, organisation, email, telephone number and billing details;
• event dates, venue, address, guest numbers, run-sheet, access, production, dietary, safety and on-site contact details;
• quote, invoice, payment-status and booking communications;
• performer and supplier information needed for engagement, insurance, safety, scheduling and payment;
• messages, feedback and records of consent or permission;
• website technical data such as IP address, browser, device, pages viewed, security events and cookie identifiers; and
• event photographs or video where capture is permitted.

Please avoid giving us sensitive information unless it is reasonably necessary for safety, accessibility, dietary requirements or service delivery and you are authorised to provide it.

2. How we collect information

We collect information directly through website forms, email, telephone, quotes, invoices, event-details forms, calendar invitations and conversations. We may also receive relevant information from your venue, event planner, authorised representative, performers, suppliers, public sources or another person involved in delivering the event.

3. Why we use it

We use personal information to:

• respond to enquiries and prepare proposals, quotes and invoices;
• confirm, plan, schedule and deliver events;
• coordinate performers, suppliers, venues, safety documentation, music and production;
• process payments and performer or supplier payments;
• send service communications and maintain booking and acceptance records;
• manage safety, insurance, disputes, legal obligations and fraud prevention;
• maintain, secure and improve our website and services; and
• send marketing where permitted, with an option to unsubscribe.

4. Who we disclose information to

We disclose only the information reasonably needed to performers, event suppliers, venues and production partners involved in your event. We may also use service providers for website hosting and security, Google Workspace and Google Forms/Sheets/Calendar, customer communications, accounting and invoicing such as Wave, payment processing, analytics, professional advice and regulatory compliance.

Some providers may store or process information outside Australia. Their locations and systems may change. We take reasonable steps appropriate to the service and applicable privacy requirements when selecting and using providers.

We do not sell personal information.

5. Payments

Card payments are handled by the payment provider shown on the invoice or payment page. SOEA does not intentionally store complete card numbers or card security codes. The provider’s own privacy and security terms also apply to its processing.

6. Cookies, analytics and security

Our website and its service providers may use cookies or similar technologies that are necessary for site operation, security, spam prevention, form delivery, preferences and measurement. Analytics or advertising technologies will be used only where configured and permitted. Browser settings can block some cookies, but doing so may affect forms, login or other functions.

7. Event photos and video

Our client event-details form provides a separate choice about SOEA capturing and using images or footage of our performers, production and work. We follow the recorded choice and any later written instructions. Venue rules, guest privacy, child-safety requirements and individual legal rights still apply. Contact us before the event if particular people, areas or information must not be recorded.

8. Storage, security and retention

Information may be held in our website systems, Google Workspace, email, calendar, accounting and other approved service platforms. We use reasonable administrative and technical safeguards appropriate to the information and our operations. No internet or storage system is completely secure.

We retain records only for as long as reasonably needed for event delivery, payment, insurance, safety, dispute management, legal or tax requirements and legitimate business records. When information is no longer required, we take reasonable steps to delete, de-identify or securely dispose of it.

9. Access, correction and complaints

You may ask to access or correct personal information we hold about you. We may need to verify your identity and may decline or limit access where permitted by law. If you have a privacy concern, contact us with enough detail to investigate. We will respond within a reasonable time.

If the Privacy Act 1988 and Australian Privacy Principles apply to a particular activity, we aim to handle the information consistently with those requirements. You may also be able to complain to the Office of the Australian Information Commissioner at oaic.gov.au.

10. Updates and contact

We may update this policy when our practices, providers or legal obligations change. The effective date and version on this page identify the current policy.