Privacy Policy

1. Who we are

Gold Coast Event Photography is a commercial event photography business based on the Gold Coast, Queensland, Australia. In this policy, "we", "us" and "our" means Gold Coast Event Photography, ABN 75 388 141 913.

Contact details: info@GoldCoastEventPhotography.com | +61 7 5625 8210 | GoldCoastEventPhotography.com.

2. What this policy covers

This policy applies to personal information we collect through our website, email, phone, enquiry forms, quotes, invoices, commercial event photography engagements, online galleries, file transfer links, social media communications and other business interactions.

It may apply to clients, event organisers, corporate contacts, speakers, delegates, staff, sponsors, performers, venue representatives, contractors and other people who are photographed or otherwise identified in connection with an event.

3. What personal information we collect

Depending on the circumstances, we may collect names, job titles, business names, phone numbers, email addresses, billing details, event details, schedules, run sheets, shot lists, access notes, venue information, correspondence, gallery access details, website analytics data and other information provided to us as part of an enquiry or booking.

Because we provide event photography services, personal information may also include photographs or image files where a person is identifiable or reasonably identifiable.

Where relevant, we may receive sensitive or confidential event information from a client, such as VIP names, security arrangements, embargoed announcements, children or vulnerable person considerations, health related access requirements, cultural or religious considerations, or details about attendees who must not be photographed. We ask clients to provide only the information genuinely required for us to deliver the service safely and appropriately.

4. How we collect personal information

We collect personal information directly from you when you contact us, complete a form, request a quote, book a service, pay an invoice, correspond with us or access an online gallery.

We may also collect information from event organisers, venues, agencies, sponsors, contractors or other people acting on behalf of a client where that information is needed to plan or deliver photography coverage.

At events, personal information may be collected through photography of attendees, speakers, staff, sponsors, signage, displays, presentations, awards, performances, networking activities, gala dinners and related event moments.

5. Event photography, attendee notice and consent

Commercial event photography often involves photographing people in public, semi public or workplace event settings. The client or event organiser is responsible for notifying attendees that photography will take place and for managing any required consent, media release, registration notice, signage or opt out process.

Clients must tell us in writing before the event if any person, area, session, speaker, attendee group, minor, vulnerable person, confidential presentation or commercially sensitive material must not be photographed or published.

Where a reasonable privacy concern is raised at an event, we will take practical steps within the limits of the event environment and client instructions. However, we rely on the client or organiser to identify restrictions before and during the event.

6. How we use personal information

We use personal information to respond to enquiries, prepare quotes, confirm bookings, plan event coverage, communicate with clients and venues, provide photography services, edit and deliver images, issue invoices, maintain business records, manage online galleries, respond to questions or complaints, and improve our services.

We may use selected images for our own portfolio, website, social media, case studies, proposals, awards, professional profiles or marketing unless a written confidentiality, embargo or non publication arrangement has been agreed with the client before the event.

We do not use photographs for unrelated sensitive profiling, facial recognition database creation, or sale as stock photography.

7. Online galleries and image delivery

Images are commonly delivered through password protected online galleries, file transfer links or cloud based delivery tools. Clients are responsible for controlling who they share gallery links, passwords and downloaded images with.

Although we take reasonable care with gallery access settings, online delivery is not suitable for highly confidential material unless a specific secure delivery arrangement has been agreed in writing before the event.

After delivery, clients are responsible for downloading and safely backing up their own image files.

8. When we disclose personal information

We may disclose personal information where reasonably necessary to deliver our services, including to second photographers, assistants, editors, retouchers, gallery providers, cloud storage providers, website and email providers, payment or invoicing platforms, accountants, professional advisers, insurers, contractors, venues or IT support providers.

We may also disclose images or information to the client and to parties the client has authorised, such as sponsors, media agencies, publications, PR teams, event partners or internal stakeholders.

We may disclose information where required or authorised by law, to protect our legal rights, to respond to a lawful request, or to manage a dispute, claim or complaint.

9. Overseas disclosure and cloud services

Some technology providers we use may store or process data outside Australia. This may include cloud storage, email, website, gallery, CRM, analytics, payment, accounting or file transfer services. We take reasonable steps to use reputable service providers and appropriate account security settings.

By engaging us, using our website, communicating with us or accessing our online galleries, you acknowledge that some information may be handled by third party service providers whose systems may be located in Australia or overseas.

10. Direct marketing and communications

We may use client contact details to send service-related communications, gallery links, invoices, booking information, follow-ups, review requests, occasional business updates or marketing communications relevant to our services.

You may opt out of non essential marketing communications at any time by contacting us or using any unsubscribe option provided. We will still send essential service, booking, gallery, invoice or legal communications where required.

11. Cookies, analytics and website data

Our website may use cookies, analytics tools, tracking pixels or similar technologies to understand website performance, improve user experience, measure advertising effectiveness and respond to enquiries.

The information collected may include device information, browser type, approximate location, pages viewed, time on site, referral source and IP address. You can usually adjust cookie settings through your browser.

12. Security and retention

We take reasonable steps to protect personal information and image files from misuse, interference, loss, unauthorised access, modification or disclosure. These steps may include password protection, controlled account access, reputable software providers, file management practices and appropriate backup processes.

We retain business records, correspondence, invoices and image files for as long as reasonably required for service delivery, legal, accounting, insurance, portfolio, dispute resolution or legitimate business purposes. We do not guarantee long term archiving of delivered event images unless a specific archive arrangement is agreed in writing.

13. Access, correction and removal requests

You may contact us to request access to personal information we hold about you or to ask that it be corrected if it is inaccurate, out of date, incomplete, irrelevant or misleading.

If you ask us to remove or restrict an image, we will consider the request reasonably, taking into account the nature of the event, the client's rights, any published materials, contractual obligations, legal requirements and practical limitations. In some cases, we may need to refer the request to the event organiser or client.

14. Children, vulnerable persons and sensitive events

We may photograph events involving children, young people, vulnerable persons, cultural groups, religious groups, health related settings, government contexts, private functions or sensitive corporate information. The client or event organiser must tell us in writing before the event about any restrictions, consent requirements or people who must not be photographed.

We will take reasonable care when photographing sensitive events, but we rely on the client's briefing, access control, attendee management and consent process.

15. Complaints and privacy concerns

If you have a privacy concern, please contact us first so we can try to resolve it promptly and practically. Please include enough detail for us to identify the event, image, communication or issue involved.

Contact: info@GoldCoastEventPhotography.com | +61 7 5625 8210.

If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner or another relevant regulator.

16. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or business practices. The updated version will be published on our website and will apply from the date shown below.

17. Last updated

7 Sep 2026.