Privacy policy

1. Application of this policy

This policy applies to information provided by prospective customers, booking contacts, organisers, greeting contributors and visitors using V1 Party Radio services. It should be read with the service agreement, the event-specific booking schedule and any collection notice displayed when information is submitted.

The information collected depends on the interaction and selected services. A booking enquiry, an event recording and a payment transaction do not necessarily involve the same information or processing.

2. Information collected

We may collect names, email addresses, telephone numbers, contact preferences, billing information, event dates and locations, nominated event contacts, package choices, music preferences, exclusions, announcement scripts, pronunciation guidance and related correspondence.

Where applicable, we collect greeting recordings, contributor names and relationships, consent and approval records, guest song requests, submission times and booking reference numbers. Technical information may include IP address, browser and device information, access times, error reports, security logs and interaction with event links.

We do not ask customers to enter full payment-card numbers or card security codes into the booking enquiry or customer briefing forms. Card information entered on a hosted payment page is processed by the payment provider. We receive the transaction references and payment status needed to reconcile the booking.

3. Methods and purposes of collection

Information is generally collected directly through website forms, private briefing and review links, recording collection pages, chat, telephone and email. An organiser may supply information about a nominated contact or invite someone to contribute a recording. Anyone supplying another person’s information should have authority to do so and make this policy available to that person.

We use information to respond to enquiries; assess availability and suitability; prepare quotes; administer payments and bookings; prepare music, announcements and event pages; process approvals and changes; collect greetings; provide support; investigate faults; manage complaints, refunds and disputes; and maintain records required for business and legal purposes.

Optional information can be withheld. If essential contact, event, consent or payment information is not provided, we may be unable to respond, accept the booking or deliver the relevant service. We do not use an enquiry or event recording as permission for unrelated promotional communications.

4. Voice recordings and event content

A voice recording can identify its contributor and is treated as personal information. A submitted greeting is used to prepare and play the soundtrack for the identified event, subject to the contributor’s permission and the agreed service. Processing may include checking the file, adjusting levels, reducing excess silence, making agreed edits and preparing it for playback.

Contributors should not include addresses, financial information, health information or other details that they do not want event listeners to hear. Permission must be obtained from other identifiable people included in a recording. An adult with parental responsibility must consent to and supervise a child’s contribution.

Submission does not authorise reuse in another customer’s event, advertisements, testimonials or public social posts, or the cloning of a contributor’s voice or training of an AI model. Any optional promotional reuse requires separate informed permission. Recordings are intended to be heard by the event’s listeners; confidentiality cannot be guaranteed once a recording has been played.

5. Website technology and hosted features

The website, enquiry delivery, chat, hosted audio players and streaming functions may use cookies, local storage, network requests and technical logs. Third-party features can process browser, device and connection information when loaded or used. Those providers’ own privacy terms also apply to their services.

Browser controls may allow cookies or permissions to be restricted, although doing so can affect chat, recordings, playback or other functions. You can contact us by email instead of using chat or an optional hosted player. Microphone permission is requested when a supported recording function is used; a recording is submitted only through the submission process presented on that page.

6. Disclosure and service providers

We disclose information only as reasonably needed for the purposes described in this policy, with permission, or as permitted or required by law. Recipients may include authorised people assisting with preparation and support, and providers of hosting, booking storage, enquiry delivery, email, chat, payment processing, file storage, audio production and streaming.

Event materials may be shared with the organiser or nominated approval contact to review the service. Greetings and approved announcements are made available to event listeners through playback. We do not sell personal information.

Service providers may process or store information outside Australia. The destination can depend on the provider’s infrastructure and processing arrangements; we do not represent that every copy remains in Australia. Contact us before submitting information if overseas handling is a material concern, so that the relevant arrangements and available alternatives can be discussed.

7. Event links and access controls

Private event, briefing, review and recording links are intended for the recipients and invited contributors. A person holding a link may be able to use or forward it. An invitation link is not equivalent to identity-verified authentication unless such protection is expressly provided.

Keep event links within the intended group and notify us promptly of suspected misuse. We use appropriate access restrictions and reasonable safeguards for business records and event materials, but no internet transmission or storage system is entirely risk-free. Suspected incidents are assessed and addressed, with notifications made where required by law or otherwise appropriate.

8. Retention and disposal

Raw greeting recordings and produced personal greeting files are ordinarily retained in active event storage for no longer than 90 calendar days after the event, unless earlier removal is requested or continued retention is reasonably necessary for a genuine dispute, consent issue or legal obligation. Event listening and recording links are ordinarily disabled within seven days after the event.

Booking, payment, accounting, correspondence and consent records may need to be retained for longer periods to meet applicable tax, legal, insurance and dispute requirements. The retention of an invoice does not, by itself, justify continued retention of unrelated event audio. Copies in provider backups may remain until the applicable backup cycle expires.

Information no longer required is deleted or otherwise disposed of securely where reasonably practicable. A request for earlier deletion will be considered against the purpose of collection, delivery status and any applicable retention obligation.

9. Access, correction and withdrawal

Contact [email protected] to request access to or correction of information, discuss deletion or withdraw a greeting. Include the booking or event reference and enough information to locate the relevant record. Do not send passwords, verification codes, tax file numbers or full card information. Proportionate identity checks may be required before information is released or changed.

Before the content cutoff, withdrawal of a greeting will be actioned by removing it from preparation and playback. After the cutoff, reasonable steps will be taken to prevent further use and any practical timing limitation will be explained. Audio already heard by listeners cannot be recalled.

We aim to acknowledge privacy requests within five business days and ordinarily provide a substantive response within 30 calendar days. Any necessary extension or reason a request cannot be fully met will be explained. Applicable statutory rights and time limits take priority.

10. Privacy complaints and changes

Privacy complaints should identify the issue, relevant booking or interaction and the outcome sought. We will consider the available information and respond through the recorded contact channel. If unresolved, the Office of the Australian Information Commissioner can provide information about available privacy complaint processes and whether it has jurisdiction to consider the matter.

This policy may be updated to reflect changes in services, processing or legal requirements. The version date identifies the current text. Changes do not retrospectively expand permission for unrelated reuse of a recording supplied for an earlier event.