Privacy Policy

Vanguard Events & Entertainment Pty Ltd
ABN 15 691 874 790

Jindalee QLD 4074
info@vanguarddj.com
www.vanguarddj.com

Our Commitment to Privacy

Vanguard Events & Entertainment Pty Ltd ("Vanguard", "we", "us", "our") is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other applicable laws.

By using our website, contacting us, requesting a quote, making a booking, attending an event we service, or otherwise interacting with us, you consent to the collection and handling of your personal information as described in this Privacy Policy.

1. What Personal Information We Collect

We may collect personal information including:

Full name
Email address
Telephone number
Postal address
Event details and requirements
Venue information
Payment and billing information
Photographs, videos, audio recordings, and event content
Communications between you and Vanguard
Social media usernames where relevant
Website usage and analytics data
Any other information voluntarily provided by you

Where required to provide our services, we may also collect personal information relating to event guests, participants, attendees, or vendors.

2. How We Collect Personal Information

We may collect personal information:

Through our website contact forms
Through quote requests and enquiries
During bookings and consultations
Through emails, telephone calls, text messages, and social media
Through planning documents, questionnaires, run sheets, and event forms
During the provision of our services
Through photographs, videos, audio recordings, and event media
Through cookies, analytics tools, and website technologies
From third parties such as venues, event planners, coordinators, and referral partners where authorised

Where practical, we collect information directly from you.

3. Why We Collect Personal Information

We collect personal information to:

Provide our services
Prepare quotations and invoices
Process bookings and payments
Communicate with clients
Coordinate events and suppliers
Deliver photography, videography, photo booth, styling, entertainment, and related services
Provide customer support
Improve our services and website
Meet legal and regulatory obligations
Conduct marketing and promotional activities where permitted

Failure to provide requested information may affect our ability to provide services.

4. Photography, Videography & Event Media

As part of our services, Vanguard may capture photographs, videos, audio recordings, photo booth images, drone footage, live event content, and other media that may include identifiable individuals.

By engaging Vanguard to provide services, the Client acknowledges that photography, videography, audio recording, photo booth services, drone operations, and event media capture form an integral part of many services provided by Vanguard.

The Client is responsible for informing guests, attendees, participants, invitees, parents, guardians, schools, organisations, vendors, and other persons attending the event that photography, videography, audio recording, photo booth services, drone operations, or other media capture may occur during the event where appropriate.

Where minors are present at an event, Vanguard reasonably relies upon the event organiser, parent, guardian, school, organisation, venue, or responsible adult to obtain any permissions, consents, or authorisations required for attendance at the event and participation in event activities.

Vanguard does not independently verify parental consent, age, identity, legal capacity, or individual permissions for each attendee unless otherwise expressly agreed in writing.

The Client acknowledges that Vanguard is engaged to document the event as it naturally occurs and that candid photographs, videos, crowd shots, dance floor images, group photographs, and documentary-style coverage may incidentally capture attendees.

The capture of an image does not constitute endorsement, approval, encouragement, verification, reporting, or acceptance of any conduct, behaviour, activity, attire, food consumption, beverage consumption, or other circumstance depicted within the image.

Event media may be supplied to the Client as part of the contracted services.

Once event media has been delivered to the Client, Vanguard does not control and is not responsible for any subsequent publication, sharing, reproduction, editing, transmission, social media posting, printing, distribution, reposting, downloading, storage, tagging, commenting, publication, or other use of that media by the Client, guests, attendees, family members, parents, guardians, schools, organisations, venues, suppliers, vendors, third parties, or any other person.

Any complaint relating to content published by a third party should be directed to the individual or organisation responsible for publishing that content.

Where permitted by law and subject to any prior written agreement, Vanguard may use event media for:

• Portfolio purposes
• Website content
• Social media
• Marketing and advertising
• Promotional materials
• Industry awards and publications
• Editorial content
• Business development purposes

Clients who do not wish for event media to be used by Vanguard for promotional purposes must notify Vanguard in writing prior to the event.

While we will make reasonable efforts to accommodate requests, we cannot guarantee the removal, exclusion, non-appearance, or non-capture of individuals who are incidentally photographed or recorded within group photographs, crowd images, dance floor coverage, candid photography, documentary-style event footage, or other event media.

Requests for removal, deletion, editing, restriction, suppression, or non-publication of media from Vanguard-controlled platforms will be assessed on a case-by-case basis having regard to privacy obligations, contractual obligations, legal requirements, insurance obligations, archival requirements, and the rights of our clients.

Where media has already been delivered, downloaded, shared, distributed, copied, stored, or published by third parties, Vanguard cannot guarantee its removal, deletion, recovery, restriction, or suppression.

Vanguard reserves the right to retain copies of event media where reasonably required for legal, insurance, archival, contractual, evidentiary, business record, quality assurance, training, or operational purposes.

4A. Social Media & Third-Party Publication

This Privacy Policy applies only to information, photographs, videos, recordings, and media that remain under the control of Vanguard Events & Entertainment Pty Ltd.

Where photographs, videos, galleries, downloads, digital files, photo booth images, drone footage, audio recordings, or other event media are supplied to a Client, attendee, guest, parent, guardian, school, organisation, venue, supplier, vendor, or third party, Vanguard does not control how those materials are subsequently used.

Vanguard is not responsible for any publication, reposting, sharing, downloading, editing, transmission, distribution, printing, tagging, commenting, social media activity, online publication, messaging platform sharing, website publication, or other use undertaken by third parties after event media has been supplied.

Any concerns regarding content published by a third party should be directed to the person or organisation responsible for publishing the content.

Where legally required, Vanguard may cooperate with lawful requests from courts, regulatory authorities, law enforcement agencies, insurers, legal representatives, or other authorised bodies.

5. Direct Marketing

We may use your contact details to provide information about our services, promotions, special offers, events, and business updates.

You may opt out of receiving marketing communications at any time by:

Clicking the unsubscribe link in marketing emails;
Contacting us directly; or
Emailing info@vanguarddj.com.

We will process opt-out requests as soon as reasonably practicable.

6. Disclosure of Personal Information

We may disclose your personal information where reasonably necessary to provide our services, including to:

Employees and contractors
DJs, photographers, videographers, stylists, and event staff
Venues and venue coordinators
Event planners and suppliers
Technology service providers
Payment processors
Accountants, legal advisers, insurers, and professional advisers
Government authorities where required by law

We do not sell personal information to third parties.

7. Storage & Security

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

Information may be stored:

Electronically
In cloud-based software systems
In email systems
In customer relationship management (CRM) systems
On secure storage devices and backup systems

While we take reasonable precautions, no method of electronic storage or transmission is completely secure and we cannot guarantee absolute security.

8. Overseas Disclosure

Some technology providers used by Vanguard may store information on servers located outside Australia.

By providing your information, you acknowledge that your personal information may be transferred, processed, or stored overseas by service providers engaged by Vanguard.

We take reasonable steps to ensure such providers maintain appropriate privacy and security standards.

9. Cookies & Website Analytics

Our website may use cookies, analytics tools, pixels, and similar technologies to:

Improve website performance
Understand website usage
Measure advertising effectiveness
Enhance user experience

You may disable cookies through your browser settings, however some website functionality may be affected.

10. Access & Correction

You may request access to personal information we hold about you.

You may also request correction of information that is inaccurate, incomplete, or out of date.

Requests should be submitted to:

Email: info@vanguarddj.com

We may require proof of identity before releasing personal information.

In limited circumstances permitted by law, we may refuse access and will provide reasons where appropriate.

11. Retention of Information

We retain personal information only for as long as reasonably necessary to provide services, comply with legal obligations, resolve disputes, enforce agreements, or protect our legitimate business interests.

When information is no longer required, it will be securely destroyed, deleted, or de-identified where practical.

12. Complaints

If you believe we have breached your privacy rights, please contact us in writing.

We will investigate your complaint and respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Changes to This Policy

We may update this Privacy Policy from time to time.

Any updated version will be published on our website and will take effect from the date of publication.

Continued use of our services following any changes constitutes acceptance of the updated Privacy Policy.

Contact Us

Vanguard Events & Entertainment Pty Ltd

Email: info@vanguarddj.com
Phone: 0490 691 999
Website: www.vanguarddj.com

Last Updated: June 2026