Privacy Policy

Extraordinary Events Pty Ltd

Effective Date: April 2026

 

Extraordinary Events Pty Ltd (ABN available on request), based in Double Bay, Sydney, New South Wales, is committed to protecting the privacy and confidentiality of your personal information. We operate in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy outlines how we collect, use, disclose, store, and protect the personal information we receive in the course of providing our event management and incentive travel services. By engaging with our services, you consent to the terms outlined in this policy.

 

1. Information We Collect

We collect personal information necessary for the provision of our services, including:

• Contact information: name, email address, phone number and mailing address.

• Event participation information: dietary preferences, emergency contact details and any other requirements relevant to your participation.

• Travel information: passport details, travel itineraries and accommodation information, collected solely for the purpose of organising incentive travel programs.

• Payment information: credit card details and billing address, processed securely through our payment systems.

• Business information: company name, role and relevant preferences when engaging with us on behalf of an organisation.

We collect personal information directly from you or, where appropriate, from third parties with your consent.

 

2. How We Use Your Information

We use your personal information for the following purposes:

• Event and travel planning: to organise and manage your participation in our events and incentive travel programs.

• Communication: to send you updates, confirmations, itineraries and other relevant information about the event or travel service.

• Service improvement: to improve the quality and delivery of our event management services.

• Marketing: to send you information about our services and upcoming events. You may opt out of receiving marketing communications at any time.

• Compliance: to meet our legal obligations under Australian law, including obligations related to travel, accommodation and financial transactions.

• Security: to ensure the safety and wellbeing of all participants.

 

3. Sharing Your Information

We may share your personal information with third parties in the following circumstances:

• Service providers and partners: to facilitate travel arrangements, accommodation, venue logistics and event services. This includes airlines, hotels, ground transport providers and destination partners. We will only share information that is necessary for the provision of those services.

• Client requested sharing: where a client requests that personal or travel related information be shared with a third party supplier, we will only do so with the knowledge and consent of the individuals whose data is being shared.

• Cross border disclosure: some of our service providers may be located outside Australia. We will take reasonable steps to ensure that overseas recipients handle your personal information consistently with Australian privacy laws.

• Legal requirements: where required or authorised by law, including to government authorities, regulatory bodies or law enforcement agencies.

 

4. Data Retention and Deletion

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law. For incentive travel programs, all sensitive personal information including passport details will be deleted from our systems after the event has concluded. You will receive written confirmation from us once your data has been deleted.

 

5. Security of Your Information

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure. Our security measures include encryption, access controls and secure data storage. While we endeavour to protect your personal information, no method of transmission over the internet is completely secure.

 

6. Your Rights

In accordance with the Australian Privacy Principles, you have the right to:

• Access: request access to the personal information we hold about you.

• Correction: request correction of any inaccurate or incomplete information.

• Deletion: request deletion of your personal information in accordance with this policy and applicable law.

• Objection: object to the processing of your personal information in certain circumstances.

• Opt out: unsubscribe from marketing communications at any time by contacting us directly.

To exercise any of these rights, please contact us using the details below.

 

7. Photography, Video and Marketing Content

As part of our event management and incentive travel services, Extraordinary Events may capture photography and video footage at events for use in marketing materials, social media, our website and promotional content.

 

By participating in an event managed by Extraordinary Events, you acknowledge that photography and video may be captured during the event. Where possible, we will notify participants of photography activity at the time of the event.

 

If you do not wish to be photographed or filmed, or if you do not consent to the use of your image in our marketing materials, please notify us in writing prior to the event or speak to a member of our team on the day. We will make every reasonable effort to accommodate your request.

 

For corporate clients commissioning our services, any photography and video content captured at your event remains the property of Extraordinary Events unless otherwise agreed in writing. Usage rights may be discussed and formalised as part of your event agreement.

 

8. Cookies

Our website uses cookies to enhance your browsing experience. Cookies are small files stored on your device that help us understand how visitors use our site. You can manage your cookie preferences through your browser settings. For more information, please refer to our Cookies Policy.

 

9. Complaints

If you have a complaint about how we have handled your personal information, please contact us in the first instance. We will investigate your complaint and aim to resolve it in a timely and appropriate manner. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

 

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be available on our website. We encourage you to review this policy periodically.

 

11. Contact Us

If you have any questions, concerns or requests regarding this Privacy Policy or our privacy practices, please contact us:

 

Extraordinary Events Pty Ltd

Sydney, New South Wales, Australia

Website: www.extraordinaryevents.com.au