Privacy Policy

Pro Light & Sound

1. Introduction

Pro Light & Sound (referred to in this policy as “Pro Light & Sound”, “we”, “us” or “our”) is the trading name of Echo Productions Trust trading as Pro Light and Sound, located at 27 Kembla Street, Cheltenham VIC 3192. We are an Australian premium audio-visual production and event company.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It also explains how individuals can access and correct the personal information we hold about them, and how to make a privacy-related complaint.

By engaging with us — including by visiting our website, submitting an enquiry, subscribing to our communications, applying for crew or contractor work, or attending an event we produce — you acknowledge that personal information will be handled in accordance with this policy.

2. Scope

This policy applies to personal information collected by Pro Light & Sound in connection with:

•       our website and any web forms, landing pages or microsites operated by us;

•       enquiries, quotations and bookings made by clients, prospects, suppliers and venue partners;

•       marketing communications, including email newsletters and promotional updates;

•       event production activities, including the capture and use of photography and video at events we deliver;

•       applications and expressions of interest from prospective crew, contractors and employees; and

•       our customer relationship management (CRM), project management and accounting systems used to deliver and administer our services.

This policy does not apply to the websites, products or services of third parties, even where we link to or integrate with them. We encourage you to review the privacy policies of any third parties whose services you use.

3. The personal information we collect

The kinds of personal information we collect depend on the nature of your interaction with us. We only collect personal information that is reasonably necessary for, or directly related to, our functions and activities.

3.1 Information collected from clients, prospects and contacts

•       identity and contact details such as your name, position, organisation, postal address, email address and phone number;

•       event and project details, including venue, dates, scope of works, technical requirements, attendee numbers and any specific access or accessibility needs you choose to disclose;

•       billing information such as ABN, billing contact, purchase order references and trading terms (we do not store full credit card numbers; payment card data is processed by our authorised payment providers);

•       correspondence and records of meetings, calls, site visits, quotations, contracts and other interactions; and

•       any other information you choose to provide to us in the course of an enquiry, project or ongoing relationship.

3.2 Information collected from website visitors

•       information you submit through web forms (for example, contact, enquiry or quote-request forms);

•       subscription details if you sign up to our email communications, including your email address, name and any preference data; and

•       technical information automatically collected when you visit our website, such as IP address, device type, browser, referring URL, pages viewed and date/time of access. This information is generally collected in aggregate and used to operate, secure and improve the website.

3.3 Information collected from prospective crew and contractors

•       identity and contact details, including your name, address, phone number and email;

•       employment and qualification information, such as your résumé, work history, references, licences (e.g. driver’s licence, white card, EWP, forklift), tickets, certifications, insurances (where you operate as a contractor) and right-to-work status;

•       availability, role preferences and rate expectations; and

•       any additional information you elect to provide as part of your application or expression of interest.

3.4 Photographic and video information captured at events

In the course of producing events, our crew, our clients, and photographers or videographers engaged by our clients may capture photographs and video that include identifiable individuals. Where we are able to use such material for our own marketing purposes (for example, in case studies, our website, social media or capability documents), we will do so in accordance with the rights granted to us by the relevant client and venue, and in accordance with this policy.

If you are an attendee or guest at an event and do not wish to be photographed for our marketing use, please notify the event organiser or our on-site crew, and contact us using the details below so we can take reasonable steps to address your request.

3.5 Sensitive information

We do not generally seek to collect sensitive information (as defined in the Privacy Act 1988 (Cth)). Where the collection of sensitive information is reasonably necessary — for example, dietary requirements, accessibility needs or health information relevant to safe participation in an event or work activity — we will only collect it with your consent and will handle it with appropriate care.

4. How we collect personal information

We collect personal information in a variety of ways, including:

•       directly from you when you contact us, submit an online form, request a quotation, sign a contract, subscribe to communications, apply for crew work, or interact with us at an event;

•       from your colleagues, employer or representatives when they engage us on your behalf or refer you to us;

•       from venues, production partners, suppliers and event organisers we work with;

•       from publicly available sources, such as professional networking sites, business directories and your organisation’s own website, where this is reasonable and lawful;

•       automatically through our website, IT systems and event production systems (for example, project management, scheduling, rental and CRM platforms); and

•       from third-party service providers we use to deliver, administer or market our services, where they have collected information lawfully and shared it with us in accordance with their own privacy obligations.

Where it is lawful and practicable to do so, you may interact with us anonymously or by using a pseudonym. However, in most cases we will need to know who you are in order to provide a quotation, deliver an event, process a crew application or respond to an enquiry.

5. Why we collect, hold, use and disclose personal information

We collect, hold, use and disclose personal information for purposes connected with our business, including to:

•       respond to enquiries and provide quotations, proposals and information about our services;

•       plan, deliver and invoice for events and production services, including coordinating with venues, suppliers and contractors;

•       manage and develop our client relationships, including via our CRM platform;

•       send marketing communications such as newsletters, case studies, capability updates and event invitations to clients, prospects and subscribers (in accordance with the Spam Act 2003 (Cth));

•       produce marketing collateral, including case studies and showreels, using photography, video and project information from events we deliver;

•       assess and manage applications from prospective crew, contractors and employees, including verifying qualifications, licences and right-to-work status;

•       roster, brief and pay crew and contractors engaged on our events;

•       meet our legal, regulatory, tax, work health and safety, insurance and contractual obligations;

•       protect the safety of our staff, contractors, clients and visitors at our premises and on event sites;

•       investigate and respond to incidents, complaints, disputes and feedback; and

•       improve our services, website, systems and operations.

6. Direct marketing

From time to time we may use your personal information to send you marketing communications about our services, capabilities, projects and events that we believe may be of interest to you. This may occur where:

•       you have provided your contact details directly to us (for example, via a web form, business card or enquiry) and would reasonably expect to receive such communications; or

•       you have expressly subscribed to receive our communications.

Every marketing email we send will include a clear and functional means of opting out (for example, an unsubscribe link). You may also contact us at any time using the details below to opt out of direct marketing or to update your communication preferences. We will action opt-out requests within a reasonable time and at no cost to you.

7. To whom we disclose personal information

We may disclose personal information to third parties where it is necessary or appropriate to operate our business and deliver our services. These recipients include:

•       our employees, crew and contractors, on a need-to-know basis;

•       clients, venues, suppliers, sub-contractors and production partners involved in delivering an event or project;

•       our professional advisers, including legal, accounting, audit and insurance providers;

•       IT and business service providers, including providers of CRM, email marketing, cloud storage, project management, scheduling, rental management, accounting and analytics platforms;

•       payment providers and financial institutions;

•       government agencies, regulators, courts and law enforcement, where required or authorised by law; and

•       any party to whom disclosure is required or permitted by law, or where you have consented.

We take reasonable steps to ensure that any third party we share personal information with handles it in accordance with the APPs and our own privacy obligations.

8. Cross-border disclosure

Some of the third-party service providers we use to deliver our business operations are located outside Australia, or store data in overseas data centres. These may include providers of CRM, email marketing, cloud storage, productivity, communications and analytics services.

Where personal information is disclosed to an overseas recipient, we take reasonable steps to ensure the recipient handles that information in a manner consistent with the APPs, including by relying on contractual protections offered by reputable global service providers. The countries in which our service providers operate may include the United States, the European Union, the United Kingdom and other jurisdictions where major cloud and software providers are located.

9. How we hold and protect personal information

We hold personal information in a combination of secure cloud-based systems and, where necessary, physical records. We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure, including by:

•       restricting access to personal information to authorised personnel on a need-to-know basis;

•       using access controls, multi-factor authentication and unique user credentials for our key business systems;

•       using reputable cloud providers with industry-standard security measures;

•       maintaining internal policies covering acceptable use, confidentiality, IT security and the use of artificial intelligence; and

•       training our staff on their privacy and confidentiality obligations.

No method of transmission or storage is completely secure. While we take privacy and security seriously, we cannot guarantee absolute security of personal information transmitted to or stored by us.

10. How long we keep personal information

We retain personal information for as long as it is reasonably required for the purposes described in this policy, or as required by law (for example, taxation, employment and work health and safety record-keeping obligations). When personal information is no longer needed and we are not required by law to keep it, we will take reasonable steps to destroy or de-identify it.

11. Cookies and website analytics

Our website may use cookies and similar technologies to operate the site, remember your preferences and gather aggregate analytics about how the site is used. Most web browsers allow you to control cookies through your browser settings. Disabling cookies may affect the functionality of parts of our website.

12. Access to and correction of your personal information

You have the right to request access to the personal information we hold about you, and to ask us to correct it if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a request, please contact us using the details in section 14.

We will respond to your request within a reasonable time. In some circumstances, the Privacy Act 1988 (Cth) permits or requires us to refuse access or correction. Where we refuse, we will provide you with written reasons and information about how you may complain about our decision.

13. Complaints

If you believe we have breached the APPs or otherwise mishandled your personal information, please contact us using the details in section 14. We ask that complaints be submitted in writing where practicable, with sufficient detail to allow us to investigate.

We will acknowledge your complaint promptly and aim to provide a substantive response within 30 days. If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC):

•       Office of the Australian Information Commissioner

•       Website: www.oaic.gov.au

•       Phone: 1300 363 992

•       Post: GPO Box 5288, Sydney NSW 2001

14. How to contact us

For any privacy-related enquiry, request or complaint, please contact:

Privacy Officer

Pro Light & Sound

27 Kembla Street, Cheltenham VIC 3192

Email: hello@prolightandsound.com.au

Phone: 1300 930 131

15. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the law, or the systems we use. The most current version will be published on our website and will take effect from the date noted at the top of the policy. Where the changes are significant, we will take reasonable steps to bring them to your attention.

Owner: [Managing Director]   |   Version: 1.0