Privacy Notice v1.0
How VERTA handles booking information
Information collected
VERTA collects the contact, billing, event, venue, access, menu, dietary, safety and payment-status information needed to quote, plan and deliver an event. If you upload venue, parking or service-area files, VERTA also stores those files with the booking record.
Why it is used
Information is used to prepare and administer quotes, confirm bookings, arrange payment, plan staffing and equipment, coordinate with venues and suppliers, deliver the event, meet legal and responsible-service obligations, resolve issues and maintain business records.
Who may receive it
VERTA may provide only the information reasonably needed to its event team, professional advisers and service providers for website hosting, secure storage, customer records, communications, accounting, payment processing and event delivery. VERTA does not sell booking information.
Marketing is optional
Operational messages about an enquiry, quote, payment or event are separate from marketing. VERTA sends promotional email only where it has a lawful basis and provides an unsubscribe method. The optional marketing box is not pre-selected and is not required to book.
Security and customer links
Individual booking and planning links use random expiring tokens. The system stores a one-way hash rather than the link token itself. Access is restricted, changes are audited and uploads are stored separately from the public website. Please do not forward a secure customer link to anyone who should not access the booking.
Retention schedule
- Unsubmitted drafts and expired secure-link records: delete or de-identify within 90 days after expiry.
- Venue, parking and service-area uploads: delete within 90 days after the event unless needed for an unresolved issue or legal requirement.
- Operational event-planning details: delete or de-identify within 12 months after the event unless still reasonably needed.
- Contracts, invoices, payments and records required for tax, accounting, insurance or disputes: retain for the applicable legal period, commonly at least five years.
- Optional marketing consent: retain while relied on and record withdrawal; stop marketing within the legally required period after unsubscribe.
Access, correction and questions
You may ask what personal information VERTA holds about you, request a correction, withdraw marketing consent or raise a privacy concern by emailing info@vertaevents.com.au. VERTA will verify the request before disclosing or changing booking information.