1. About this Privacy Policy
This Privacy Policy explains how Beyond Imagination Entertainment Pty Ltd, trading as The XOXO Party (“we”, “us” or “our”), collects, holds, uses and discloses personal information in connection with:
- events promoted, produced or managed by us;
- tickets purchased through our Ticketing Machine;
- our websites, applications, mailing lists and digital services;
- photographs, video recordings, audio recordings and other content captured at our events; and
- enquiries, competitions, promotions and other interactions with us.
Our contact details appear at the end of this Privacy Policy.
An individual event may be presented in partnership with a venue, promoter, performer, sponsor or other event partner. Those organisations may have their own privacy policies and may separately collect or manage personal information.
2. Personal information we may collect
The personal information we collect will depend on how you interact with us. It may include:
- your name;
- email address;
- mobile telephone number;
- billing address;
- date of birth or confirmation that you meet an event’s age requirement;
- ticket type, order number and event attendance details;
- information about tickets purchased for another person;
- accessibility, dietary or other attendance requirements you choose to provide;
- responses to event questions, competitions, polls, games or promotions;
- communications you send to us;
- records of customer-service enquiries, complaints and refund requests;
- marketing preferences;
- device, browser, website usage and transaction information;
- photographs, video footage and audio recordings in which you appear;
- content you submit through an event website, application, QR code, social-media feature or interactive experience; and
- information reasonably required to manage safety, security, entry or conduct at an event.
We do not normally receive or retain your complete payment-card details. Payments may be processed by a third-party payment provider, which handles payment information under its own terms and privacy policy.
3. How we collect personal information
We may collect personal information:
- directly from you when you purchase a ticket, register, complete a form or contact us;
- from a person who purchases or transfers a ticket for you;
- through our Ticketing Machine, websites, applications and event technology;
- when your ticket is scanned or checked;
- when you participate in an event activity, competition, poll, game or performance;
- through photographers, videographers, content creators and production personnel at an event;
- from an event venue, promoter, contractor or authorised event partner;
- through cookies and similar website technologies; and
- from publicly available sources where lawful and appropriate.
When purchasing tickets for other people, you should make them aware of this Privacy Policy and the event’s filming and photography arrangements.
4. Why we collect and use personal information
We may collect, hold and use personal information to:
- process ticket purchases and payments;
- issue, transfer, validate and scan tickets;
- communicate important event information;
- respond to enquiries, requests, complaints and refund applications;
- provide customer support;
- manage entry, capacity, safety, security and responsible service obligations;
- administer accessibility and attendance requirements;
- conduct competitions, games, polls, voting and interactive event activities;
- prevent fraud, ticket misuse and unauthorised access;
- operate and improve our Ticketing Machine, websites and event experiences;
- understand attendance, engagement and marketing performance;
- create and publish event photography, videos and promotional content;
- promote current and future events;
- meet our legal and regulatory obligations; and
- protect the rights, safety and property of attendees, staff, performers, venues and other people.
Where practical, you may interact with us anonymously or using a pseudonym. However, we may be unable to sell or issue a ticket, verify age or identity, provide certain services or respond fully to an enquiry without accurate identifying information.
5. Photography, filming and audio recording at events
Filming takes place at our events
Our events are highly interactive and are commonly photographed, filmed and recorded.
Professional photographers, videographers, roaming content creators, fixed cameras and members of our production team may capture:
- crowd scenes;
- dancing, cheering and audience reactions;
- games, competitions and activities;
- stage participation;
- interactions with performers, hosts and event staff;
- entrances, queues and venue areas;
- interviews, vox pops and testimonials; and
- audio, including crowd noise and spoken contributions.
You may therefore appear incidentally or prominently in photographs, video footage or audio recordings captured during an event.
How event content may be used
Event content may be selected, edited, reproduced and published for purposes including:
- event recaps and highlight videos;
- social-media content;
- websites and event applications;
- digital and printed advertising;
- promotional campaigns for the event, the event brand or future events;
- public-relations and media activity;
- presentations, showreels and sponsorship reports;
- live screens, projections and displays at an event; and
- internal training, archival and operational purposes.
Content may be published through platforms operated by third parties, including social-media and video-hosting services. Once material has been published or shared online, other users may copy, repost, comment on or otherwise distribute it beyond our direct control.
Your choices concerning filming
We want attendees to know when filming is occurring and to have a reasonable way to raise concerns.
If you do not wish to be deliberately featured or filmed in close-up:
- tell a member of our event team or the photographer or videographer;
- avoid clearly marked filming, interview or participation areas;
- do not volunteer for filmed games, stage activities, interviews or audience features; and
- use any identification method offered at the event, such as a no-filming wristband or sticker.
We will take reasonable steps to respect a request not to be deliberately featured. However, because the event takes place in an active nightclub-style environment, we cannot guarantee that a person will never appear incidentally in a wide crowd shot, background footage, live audience view or recording made by another attendee.
Participation in a clearly filmed interview, staged segment, competition, performance or featured content activity may involve a separate release, recorded confirmation or express consent.
If we publish content in which you are clearly identifiable and you have a genuine safety, privacy or personal concern, contact us using the details below. Please identify the relevant event and, where possible, provide a link or screenshot. We will consider reasonable requests to remove the content from channels under our control, although removal may not always be possible where material has been shared, reproduced, archived or published by third parties.
Photography by other attendees
Other attendees may take photographs or videos using personal devices. Unless they are acting for us or under our direction, we do not control their activities or how they use their recordings.
Attendees must not photograph, film or record another person in a threatening, exploitative, harassing or unlawful manner. Event staff may intervene where recording affects another person’s safety, privacy or enjoyment of the event.
6. Security and venue recordings
An event venue may operate CCTV or other security systems for safety, security, incident management and loss prevention.
Security recordings are generally controlled by the venue or its security provider rather than by us. You should refer to the venue’s privacy notices for further information.
Recordings or incident information may be accessed or disclosed where reasonably necessary to investigate an incident, respond to an emergency, protect a person’s safety or comply with a lawful request.
7. Marketing communications
We may send operational communications connected with your ticket or event attendance, including confirmations, reminders, venue information, schedule changes and safety information.
We will only send promotional email or SMS communications where we have an appropriate basis to do so. You may unsubscribe using the link or instructions included in the message or by contacting us.
Unsubscribing from promotional messages will not prevent us from sending necessary transactional or event-service communications concerning a ticket you hold.
8. Disclosure of personal information
We may disclose relevant personal information to:
- the organiser or promoter responsible for the event;
- the venue hosting the event;
- ticketing, payment and fraud-prevention providers;
- website, hosting, database, email and technology providers;
- photographers, videographers and content-production contractors;
- event staff, security providers and operational contractors;
- performers, presenters or competition administrators where required for an activity;
- professional advisers, insurers and auditors;
- sponsors or event partners where you have agreed, or where otherwise permitted by law;
- government agencies, emergency services, law-enforcement bodies or regulators where required or authorised; and
- another organisation involved in a proposed or completed sale, restructure or transfer of our business or event operations.
We do not sell attendee contact lists to unrelated third parties.
Where a ticket is issued for an event promoted or operated by another organisation, we may provide the information reasonably required for that organisation to deliver and administer the event. The identity of the relevant event organiser should be displayed during the ticket-purchase process.
9. Overseas services
Some of our service providers, technology platforms and social-media services may store or process information outside Australia.
The countries involved may vary depending on the providers used. Overseas recipients may be subject to privacy laws that differ from Australian privacy laws.
Publicly posted photographs and videos may be accessed from anywhere in the world.
10. Cookies and website information
Our websites and Ticketing Machine may use cookies and similar technologies to:
- keep the service functioning;
- remember preferences;
- maintain security;
- measure website traffic and ticket conversions;
- understand how visitors use our services; and
- support advertising and campaign measurement.
Information collected may include your IP address, browser type, device information, referring page, pages visited, approximate location and interaction data.
You can restrict cookies through your browser settings, although doing so may affect the operation of some features.
11. Storage and security
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
These steps may include access controls, password protection, secure hosting, encryption where appropriate, staff access restrictions, backups and contractual requirements imposed on service providers.
No online or electronic storage system is completely secure. You should contact us promptly if you believe your personal information or ticket account has been compromised.
12. How long we retain information
We retain personal information only for as long as reasonably required for the purpose for which it was collected, our operational and archival requirements, dispute management and applicable legal obligations.
Different information may be retained for different periods. For example:
- transaction and accounting records may be retained to satisfy legal and financial requirements;
- attendee contact information may be retained to manage enquiries and event history;
- security or incident records may be retained while a matter is investigated or remains relevant; and
- selected event photography and footage may be retained as part of our promotional and historical archive.
When information is no longer reasonably required, we will take reasonable steps to delete it, destroy it or de-identify it, subject to lawful archival and backup practices.
13. Accessing or correcting your personal information
You may request access to personal information we hold about you or ask us to correct information that is inaccurate, incomplete or out of date.
To make a request, contact us using the details below. We may need to verify your identity before providing access or making a correction.
In some circumstances, we may lawfully decline access or limit the information provided. If that occurs, we will generally explain the reason where permitted.
14. Privacy complaints
If you have a privacy question or complaint, contact us using the details below and provide sufficient information for us to investigate.
We will acknowledge and consider the issue and aim to respond within a reasonable period.
If you are not satisfied with our response and the Privacy Act 1988 (Cth) applies to the matter, you may be entitled to contact the Office of the Australian Information Commissioner.
15. Third-party links and platforms
Our websites, ticketing pages and event communications may contain links to third-party websites, social-media platforms, payment providers and other services.
We are not responsible for the privacy practices of organisations we do not control. You should review their privacy policies before providing personal information.
16. Changes to this Privacy Policy
We may update this Privacy Policy when our practices, technology, events or legal obligations change.
The current version will be made available through our Ticketing Machine or website. The “Last updated” date at the beginning of the policy identifies the version currently in effect.
17. Contact us
Privacy contact: Shane Hogan
Business: Beyond Imagination Entertainment Pty Ltd
Email: xp@imaginex.au
Postal address: PO Box 810 KENT TOWN SA 5071
For a request concerning event photography or video, please include:
- your name;
- the event name and date;
- a description of the content;
- where the content appeared; and
- a link, screenshot or approximate time in the recording, where available.