George Wood Performing Arts Centre is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your personal information.

We may change or update our Privacy Policy from time to time. If we do, the updated version will be made available on our website.

Definitions:

Consent

Means your permission. Your consent can be express or implied.

Express consent can be:

• written (eg, when you sign a form); or
• verbal (eg, when you give us your permission over the phone or in a face to face conversation).

Implied consent is when we can view your actions as giving consent. For example, if you have received information about a fundraising appeal from us in the past, we have your implied consent to send you information about future fundraising campaigns.

Event

Includes a performance, concert, function, ceremony, meeting or other event or activity.

Visitor

Means a person who has:

• visited us;
• attended an Event at our venue;
• is purchasing or has purchased tickets from us or our authorised ticketing agents; or
• has made enquiries to us about our services and events.

Personal Information

Means information you share about your identity.

For example, your name, address, phone number, date of birth, or your image. It does not include information about how you use a service, where your identity is not visible. For example, information about the number of people using a service that you use.

Hirer

The organisation or person(s) who handles, runs and presents the Event.

Sensitive Information

Is a category of personal information and includes your health or medical information.

We, us, our, Venue, GWPAC or George Wood Performing Arts Centre

Means Yarra Valley Grammar, and its employees, agents, officers and independent contractors.

You or your

Refers to you, or any person with you, including dependents or children under your supervision.

Collection of Personal Information

What kind of Personal Information do we collect and hold?

The amount and type of personal information we collect from you and hold about you will vary. It will depend on the different ways in which you deal with us.

If you are a Visitor, the personal information that we hold about you may include:

• your name, address, contact details;
• your gender and date of birth
• your image;
• records of our interactions with you;
• for example, feedback you have given to us or records of conversations you have had with our employees;
• information about transactions that you have made with us or our authorised ticketing agents;
• for example, the Events you have attended or booked tickets to attend;
• your opt-in preferences;
• for example, to receive communications from Event Presenters; and/or
• your billing details.

If you are a volunteer, the personal information we hold about you may include:

• your name, address, contact details;
• your gender and date of birth;
• your image;
• events for which you have volunteered;
• your tax file number;
• other identifiers used by Government agencies or other organisations to identify you;
• information from police checks, working with children checks (or similar);
• information about your right to work in Australia; and/or
• records relating to your volunteer work with us.

If you use our websites or social media, the personal information we hold about you may include:

• your name, address, contact details;
• any details you provide to us through your use of our website or social media;
• for example, if you register to be on our mailing list or use the website to send us messages or comments; and/or
• any details you provide to us as part of a payment process.

If you do not fall into one of these categories, we generally do not hold information about you.

Collection of Sensitive Information

We understand that protecting the privacy of your sensitive information is important. To provide our services we may need to collect and hold your sensitive information.

This can include:

• health and medical information
• information relating to any disability, accessibility or companion card program requirements.

We may also collect sensitive information from volunteers and job applicants. We will only collect the amount of sensitive information that we need for the circumstances.

Collection of Personal Information

We may collect personal information from you in a range of ways including:

• when you visit us or attend our venue or Events
• when you buy tickets from us or our authorised ticketing agents
• when you become a Hirer of George Wood Performing Arts Centre
• when you contact us in person, by phone, via mail, email or online (or when we contact you through any means)
• when you subscribe to our newsletters and mailing lists
• through our direct marketing activities.

If you buy tickets through an unauthorised ticket agent or reseller:

• we will hold no personal information relating to this transaction
• we may not be able to provide you with any help in relation to your booking.

Where possible, we will collect your personal information directly from you. There may be circumstances in which we need to collect your information from other people or organisations.

For example:

• if you buy tickets as a group, we may collect information about you from the person making the booking; or
• if you buy tickets from one of our ticketing agents we may collect information about you from them.

We use personal information collected by authorised ticketing agents for internal research purposes. We will only contact you in relation to your transaction or if you have asked to receive communications from us.

If you have given us information about another person:

• you need to tell the other person that you have done so;
• they have a right to access their information; and
• they can refer to the Privacy Policy for information on how we will handle their personal information.

Refusal to Provide Personal Information

If you do not give us the personal information we ask for, we may not be able to provide you with the services you want.

For example, if you don’t give us your contact details when you enquire about booking the Venue in person, we can’t provide further communication regarding a potential booking.

Use of Personal Information

Use of Your Personal Information

The purposes we use your information for depends on how you deal with George Wood Performing Arts Centre.

If you are a Visitor, we may use your information to:

• provide you with information about our Events and services;
• administer our Events and services;
• process payments;
• answer your enquiries and deliver customer service to you;
• conduct quality assurance activities;
• carry out internal functions including administration, training, accounting, audit and information management;
• respond and/or resolve feedback provided by you;
• follow laws and regulations;
• send you information about our Events and services;
• conduct research and analysis; and/or
• for direct marketing.

If you are a volunteer, we may use your information:

• to process your volunteering application and to manage your activities with us;
• carry out internal functions including administration, training, accounting, audit and information management;
• resolve complaints;
• follow laws and regulations;
• send you information about George Wood Performing Arts Centre, our Events and services;
• conduct research and analysis; and/or
• for direct marketing.

If you use our websites or social media we may use your information to:

• personalise your online experience or to enable remarketing functionality;
• answer your enquiries;
• process payments;
• provide you with the goods and services you have asked us for;
• respond and/or resolve to feedback provided by you; and/or
• conduct research and analysis.

We may use your personal information for the purposes we collect it for.

We may also use it for related purposes where you would reasonably expect us to.

CCTV, Photography and Recording:

If we film or photograph you at an Event we may use your image on future marketing or publicity materials for our venue and/or its events.

Direct Marketing and Communications

When you create an account with us or give us your contact details, we will ask you whether you wish to receive communications from us. For example, information regarding upcoming events.

If you say yes, you agree that we may use your personal information to send you:

• communications from us; and/or
• other information relating to events that may be of interest to you.

If you don’t say yes, we will not send you our communications or other marketing information. You can change your mind at any time and contact us or update your account preferences.

You can ask us to stop sending you marketing material and other communications. We will include an opt-out notice in all our communications. We will always make sure that our opt-out notices are clear, conspicuous and easy to activate.

If you do not wish to receive communications or marketing information from us, please let us know by updating your details by contacting us using the details at the end of this Privacy Policy.

Disclosure of Personal Information to Third Parties

We may disclose your personal information to third parties to allow us to:

• operate an efficient and collaborative business;
• carry out our activities; and
• provide our events and services.

For example, we may give your personal details to:

• People involved in presenting an Event that you have attended or bought tickets to attend. People engaged by us or acting on our behalf in relation to our business, such as our ticketing agents and other service providers/suppliers.
• Our website and social media service providers so they can personalise our websites and pages.
• Government and regulatory bodies, including the Australian Taxation Office.
• Lawyers, auditors, banks and other advisors appointed by us or acting on our behalf.
• When the law says we must.

We take steps to make sure that these organisations will protect the privacy of your personal information.

Personal information may be disclosed at any time after we have received it.

If you want to stop receiving communication from a third party, you must contact the third party.

We will not sell your personal information.

Use of Personal Information Overseas

Our technology may make use of cloud infrastructure or servers located outside Australia. Apart from this, we do not usually transfer personal information overseas.

If we transfer information overseas, we will only do so with your consent or where the law allows us to. The recipient of the information must follow privacy laws and our privacy requirements to maintain the security of the data.

Storage of Personal Information

We do everything we reasonably can to make sure that your personal information is secure and protected.

This includes:

• password protection for accessing our electronic IT systems;
• securing paper files in locked cabinets;
• physical access restrictions to buildings where information is held; and/or
• only authorised people can access your personal information.

We can’t guarantee that unauthorised access to your personal information will not occur.

We only keep your personal information:

• for as long as we need it;
• for the purposes for which we collected it; and
• to follow legal requirements.

When we don't need the information anymore, we destroy or alter that information so that it no longer identifies you.

Accessing Personal Information

Updating Personal Information

We depend on you to provide us with accurate personal information. Contact us if you need to change your information.

Accessing Personal Information

You can ask us for access to the information that we hold about you at any time. Contact us to make your request. For security reasons, we may ask you to put your request in writing.

We will not usually charge you to access your personal information unless you request lots of documents. We may charge a fee to reflect the cost to us of accessing and compiling or copying the documents.

We will usually give you full access to your personal information within a reasonable time and in the manner requested by you. There may be some circumstances when this is not possible, including where:

• we no longer hold or use the information
• providing access would have an unreasonable impact on the privacy of others
• the request is frivolous or vexatious
• providing access would be unlawful.

If we do not provide you with access to your personal information, we will tell you the reason why we have not done so.

Online Data Collection and Use

We may collect anonymous technical information about user activities on our website. This includes information like the type of browser used and the pages visited. We use the information to make decisions about our websites and online services. This information remains anonymous and is not linked to personal identification details.

Cookies

A cookie is a small text file placed on your computer by a web server when you access a website. Cookies identify the computer, not the identity of the individual user.

We may use cookies for various reasons, including to:

• recognise a computer that has visited our websites before;
• customise your experience; and/or
• provide you with information and marketing about George Wood Performing Arts Centre or Yarra Valley Grammar when you visit other websites.

You can choose to accept use of a cookie. You need to configure your preferences and options in your web browser. For example, you can set your browser to notify you when you receive a cookie or to reject cookies. If you decide not to accept cookies, then you may not be able to access all the content of our websites.

Handling of Emails and 'Contact Us' Messages

We may keep the content of any email, or ‘Contact Us’ or other electronic message or form that we receive.

Our service providers or staff look at the message for:

• trouble shooting;
• compliance;
• auditing;
• maintenance; and/or
• stopping email abuse.

Other

Liability

To the maximum extent permitted by law, the GWPAC will not be responsible for any loss, damage, harm or injury arising.

Other Conditions

These terms and conditions prevail in the event of inconsistency with any specific conditions which may apply to certain events, in which case the conditions will be clearly stated on the event booking page.

Complaints and Feedback

Complaints and feedback should be addressed to GWPAC Management via our website contact page www.gwpac.com.au/contact

You can obtain more information and advice from the Commissioner for Privacy and Data Protection.