1. About this policy

This Privacy Policy applies to GLV Visuals, operated by GLV Visuals, ABN 25601586651, in Perth, Western Australia.

We manage personal information in accordance with applicable Australian laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply. We also use the Australian Privacy Principles as a guide to good privacy practice.

If GLV Visuals performs services under a Western Australian government contract that imposes obligations under the Privacy and Responsible Information Sharing Act 2024 (WA), we will comply with the applicable contractual and statutory requirements.

2. Information we may collect

The information we collect depends on how you interact with us and may include:

• your name, email address, telephone number and postal address;
• your business, organisation, role and billing details;
• project briefs, budgets, dates, locations, creative preferences and intended uses;
• messages, enquiries, contracts, quotes, invoices and project correspondence;
• photographs, video, audio, drone footage and related production information;
• model releases, permissions, event notices and consent records;
• files, references or documents you upload through our website or send to us;
• website information such as IP address, browser type, device information, referral source and pages visited; and
• marketing preferences and any other information you choose to provide.

3. How we collect information

We usually collect information directly from you through our website forms, email, telephone calls, meetings, quotes, contracts, release forms and production activities.

We may also receive information from clients, event organisers, agencies, venues, authorised representatives, publicly available business sources and service providers acting on our behalf.

You may browse general areas of our website without identifying yourself. However, we need accurate contact and project information to respond to enquiries, prepare quotes and provide services.

4. Photography, video and event coverage

A photograph or video may be personal information where an individual is identifiable or can reasonably be identified.

We collect and create images, video and audio where reasonably necessary to perform commissioned services, document events, produce agreed deliverables, maintain production records, or carry out uses authorised by the relevant agreement, release, notice, consent or law.

When working at events, we may rely on the client or event organiser to provide appropriate attendee notices and obtain permissions required for the commissioned coverage. GLV Visuals will also take reasonable steps appropriate to the circumstances, including responding to people who identify themselves as not wishing to be photographed where reasonably practicable.

We will not knowingly record private activities or private conversations where consent or another lawful authority is required. Planned photography or filming involving children should be authorised by a parent, guardian or another person with appropriate responsibility.

5. How we use information

• respond to enquiries and recommend suitable services;
• prepare quotes, proposals, schedules, contracts and invoices;
• plan, capture, edit, deliver and archive project material;
• communicate with clients, venues, agencies, contractors and participants;
• manage payments, accounting, insurance and business records;
• maintain website security and improve our services;
• handle access requests, complaints, disputes or legal obligations;
• send marketing communications where consent exists or where otherwise permitted; and
• use selected work for portfolio or promotional purposes where permitted by the applicable agreement, release, notice or consent.

6. Cookies and website analytics

Our WordPress website may use essential cookies required for security, form submission and normal website operation.

If analytics, advertising pixels, embedded social media, video or similar tools are enabled, those providers may collect device, usage and cookie information according to their own privacy policies.

Analytics and tracking tools currently used: Google Analytics.

You can control cookies through your browser settings. Blocking some cookies may affect website functionality.

7. When we disclose information

We may disclose relevant information to:

• employees, photographers, videographers, drone operators, editors and authorised contractors;
• clients, agencies, event organisers and venues involved in the project;
• website hosting, form, email, cloud storage, gallery and file-delivery providers;
• accounting, payment, insurance, legal and professional advisers;
• regulators, courts, law enforcement or other parties where required or authorised by law; and
• another party involved in a proposed sale, transfer or restructuring of the business, subject to appropriate confidentiality arrangements.

We do not sell personal information or provide contact details to unrelated third parties for their independent marketing.

8. Overseas processing and disclosure

Some hosting, email, analytics, cloud storage, editing or file-delivery providers may process or store information outside Australia.

Providers and likely countries: FOR EXAMPLE, AUSTRALIA AND THE UNITED STATES

Where applicable, we take reasonable steps to select reputable providers and protect information through access controls, provider security measures and contractual arrangements. However, overseas recipients may be subject to privacy laws different from Australian law.

9. Marketing communications

Project confirmations, quotes and service messages are sent to manage your enquiry or project.

We will only send promotional electronic messages where we have consent or another lawful basis to do so. Marketing messages will identify GLV Visuals and include a clear unsubscribe method. We will action unsubscribe requests within the period required by law.

10. Security and retention

We take reasonable technical and organisational measures to protect information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include password protection, access restrictions, software updates, secure transfer methods, backups and reputable service providers.

We retain information only for as long as reasonably required for the project, client relationship, accounting, insurance, legal, backup or dispute-management purposes.

Project photographs, footage and working files are retained according to the relevant service agreement and production requirements. Unless agreed otherwise, clients should not rely on GLV Visuals as a permanent archival service.

When information is no longer reasonably required and no law requires its retention, we take reasonable steps to delete, destroy or de-identify it.

11. Access and correction

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

We may need to verify your identity before processing a request. We will respond within a reasonable period, generally within 30 days where practicable. If access or correction cannot be provided, we will explain the reason where required or appropriate.

12. Privacy complaints

If you believe we have mishandled your personal information, please submit a written complaint using the contact details below. Include enough information for us to understand and investigate the matter.

We will acknowledge and investigate the complaint and aim to provide a response within 30 days. If you are not satisfied and the Privacy Act applies, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.

13. Data breaches

If we become aware of a suspected data breach, we will take reasonable steps to contain and assess it. Where the Notifiable Data Breaches scheme or another applicable requirement applies, we will notify affected individuals and the relevant regulator when legally required.

14. Changes to this policy

We may update this policy when our services, technology, providers or legal obligations change. The current version will be published on this page with its effective date.