Privacy Policy

1. About this Privacy Policy

This policy explains what personal information we collect, why we collect it, how we use it, who we may share it with, how we store it, and how you can contact us about privacy matters.

We aim to manage personal information in a careful, respectful and transparent way.

2. Personal information we may collect

The personal information we collect depends on how you interact with us. This may include:

• your name;
• email address;
• phone number;
• social media username or profile details if you contact us through social media;
• event date, time and location preferences;
• booking type, package choice, theme colour and add-on preferences;
• number of guests attending;
• dietary requirements, allergies and food preferences;
• special requests, surprise details, proposal details or personalised styling information;
• delivery, setup, access, parking or location instructions;
• messages, emails, forms, notes and communication history;
• payment status, invoice details and booking records;
• photos, videos or testimonials you choose to provide or consent to us using; and
• technical website information such as browser type, device type, pages visited and general website usage information.

3. Sensitive information

Some information you provide may be sensitive, particularly where it relates to allergies, health-related dietary restrictions or accessibility needs. Proposal details, personal messages and other private booking information may also be confidential even where they are not legally classified as sensitive information.

We only collect sensitive information where it is reasonably necessary for your booking, where you provide it voluntarily, or where we need it to safely and properly provide the requested service.

For example, we may need allergy or dietary information to help arrange food options, communicate with suppliers, reduce food-related risks, or advise where we are unable to safely cater to a particular request.

4. How we collect personal information

We may collect personal information when you:

• submit an enquiry form on our website;
• email, call, text or message us;
• contact us through Instagram, Facebook, TikTok or other social platforms;
• complete a Booking Form, Schedule A – Event & Booking Details, Master Client Agreement, consent form or allergy declaration;
• request a quote, package details or availability;
• make a payment or receive an invoice;
• attend a picnic or event;
• provide photos, videos, reviews or testimonials; or
• interact with our website, ads, social media or online forms.

Where possible, we collect personal information directly from you. In some cases, we may receive information from someone booking on your behalf, a partner, a family member, a supplier, a venue, a photographer or a third-party platform you use to communicate with us.

5. Why we collect and use personal information

We collect and use personal information to operate Ever After Picnics and provide our services. This may include using your information to:

• respond to enquiries;
• check date, time and location availability;
• prepare quotes and package recommendations;
• prepare Schedule A – Event & Booking Details, manage booking acceptance, and deliver confirmed bookings;
• arrange styling, setup, pack-down and location details;
• communicate with you before, during and after your booking;
• manage dietary requirements, allergies and food preferences;
• coordinate with food suppliers, retailers, venues and other service providers where relevant to services Ever After Picnics is providing;
• issue invoices, payment requests and receipts;
• manage security bonds, inspection records, photographs or other evidence relating to damage, loss, cleaning or deductions, and booking records;
• respond to customer service questions, disputes, complaints, refund requests or payment disputes and chargebacks;
• send important updates about your booking, weather, safety, access or policy requirements;
• improve our website, services, packages, forms and customer experience;
• use photos, videos, testimonials or reviews where you have provided consent; and
• establish, exercise or defend legal or contractual rights, including by providing relevant signed agreements, invoices, photographs, correspondence and booking records to a financial institution, payment processor, insurer, adviser, tribunal, regulator or authority where lawful and reasonably necessary; and
• comply with legal, insurance, accounting, tax, safety and business record obligations.

6. Marketing communications

We may use your contact details to send you booking-related updates, service information, package information, special offers, event inspiration or business updates where permitted by law.

You can unsubscribe or ask us to stop sending marketing messages at any time by contacting us or using any unsubscribe option provided in the message.

We will still be able to send you important non-marketing messages related to an active enquiry, confirmed booking, payment, policy update, weather issue, safety concern or customer service matter.

7. Who we may share personal information with

We do not sell your personal information. However, we may share relevant information where reasonably needed to provide our services, operate our business or comply with legal obligations.

This may include sharing information with:

• food suppliers, caterers, bakeries or beverage suppliers;
• florists, stylists or event suppliers where they are involved in services arranged by Ever After Picnics;
• Client-engaged photographers, videographers, musicians, entertainers or other third-party suppliers only where disclosure is reasonably necessary for event access, timing, safety or coordination, or where you have authorised it;
• venues, property managers or location contacts where needed for access or setup;
• payment processors, banks, invoicing tools and accounting platforms;
• website hosting, form, email, electronic-signature, CRM, storage and booking software providers;
• delivery or transport providers;
• insurance providers, legal advisers, accountants or professional advisers;
• government, council, regulatory or law enforcement bodies where required by law; and
• other third parties where you have consented or where disclosure is reasonably necessary for the booking.

We aim to share only the information reasonably necessary for the relevant purpose. For example, a food supplier may need allergy or dietary details, while a venue may only need setup timing and access information.

8. Photos, videos, testimonials and marketing consent

Consent to use identifiable photographs, video or other personal media for marketing is optional. Refusing marketing consent will not affect your booking or the services we provide.

Ever After Picnics may photograph or film the setup, decorations, tablescapes, styling elements, signage, floral arrangements and event design where no identifiable individual appears.

Where you give marketing consent, we may use media containing you for agreed promotional and marketing purposes, including our website, social media, Google Business profiles, online advertising and printed promotional materials.

You must not give marketing consent on behalf of another identifiable adult unless you are authorised to do so. We may seek separate consent from identifiable adult guests where appropriate.

Where permission is obtained from the relevant rights-holder, we may repost or feature reviews, testimonials, tagged content or media supplied by you or an independently engaged photographer or videographer.

You may withdraw your own marketing consent in writing. We will make reasonable efforts to stop future use and remove content from channels under our control where reasonably practicable. Material already printed, distributed, lawfully reposted by third parties or incorporated into completed materials may not be capable of immediate or complete removal.

9. Website cookies, analytics and online tools

Our website may use cookies, analytics tools, form tools, embedded content or similar technologies to help the website function, understand visitor activity, improve user experience and support marketing.

These tools may collect information such as your device type, browser type, approximate location, pages visited, time spent on pages, links clicked, referral source and general website usage data.

If we use tools such as Google Analytics, Meta Pixel, Netlify Forms, embedded maps, social media widgets or other third-party services, those providers may also collect information in accordance with their own privacy policies.

You can adjust your browser settings to block or delete cookies, but some parts of the website may not function properly if cookies are disabled.

10. Storage and security of personal information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Personal information may be stored in email accounts, online forms, cloud storage, booking records, spreadsheets, accounting tools, payment tools, website platforms, social media inboxes and business devices.

We may use trusted third-party service providers to store, process or manage information. Some providers may store information outside Australia, depending on the platforms used.

No method of online transmission or electronic storage is completely secure. While we take reasonable precautions, we cannot guarantee absolute security of information transmitted online.

11. How long we keep personal information

We keep personal information for as long as reasonably necessary for the purpose it was collected, including to manage bookings, provide services, keep business records, comply with legal obligations, manage disputes, process refunds, manage insurance matters and improve our services.

When personal information is no longer needed, we will take reasonable steps to delete, destroy, de-identify or securely archive it, unless we are required or permitted to keep it for legal, accounting, tax, insurance or legitimate business purposes.

12. Accessing and correcting your information

You may contact us to request access to personal information we hold about you, or to ask us to correct information that is inaccurate, incomplete or out of date.

We may need to verify your identity before responding to an access or correction request.

In some circumstances, we may refuse access or correction where permitted by law, such as where the request is unreasonable, would affect another person’s privacy, relates to legal proceedings, or where we are legally required to retain certain records.

13. Third-party websites and platforms

Our website or social media may include links to third-party websites, platforms, payment tools, form tools, map tools or supplier websites.

We are not responsible for the privacy practices, security or content of third-party websites or platforms. You should review their privacy policies before providing personal information to them.

14. Children’s personal information

Bookings are made by adults, although some approved Ever After Picnics events may include children. We do not intentionally collect personal information about children beyond what is reasonably necessary for an approved booking and appropriate consent.

If a picnic includes children, the booking customer is responsible for providing only the information reasonably necessary for the booking and for ensuring they have authority to provide that information.

15. Privacy questions and complaints

If you have a question, concern or complaint about how we handle personal information, please contact us using the details below.

We will aim to respond within a reasonable timeframe. We may need further information from you to investigate and respond properly.

If you are not satisfied with our response and the Privacy Act applies, you may be able to contact the Office of the Australian Information Commissioner for further information or to make a privacy complaint.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, website, booking process, suppliers, legal obligations or privacy practices.

The updated version will be published on our website with a new “Last updated” date.