1. Data Controller

The entity responsible for the processing of your personal data (the "Data Controller") is:

We are the sole data controller for the personal data described in this Privacy Policy unless stated otherwise.

2. Data Protection Officer (DPO)

We have appointed a Data Protection Officer who is responsible for overseeing questions in relation to this Privacy Policy and our data protection practices. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our DPO using the details below:

3. Personal Data We Collect

We collect personal data in a variety of ways, including directly from you, automatically through your use of our website, and occasionally from third parties. The categories of personal data we may collect include the following:

3.1 Data You Provide to Us Directly

• Identity Data: Your first name, last name, and, where relevant, the name of the organisation or individual for whom you are organising an event.
• Contact Data: Your email address, phone number, and postal address.
• Event Details: Information about your event, including the date, venue address, estimated number of guests, type of event, and your specific requirements regarding our poker table and photo booth rental services.
• Booking and Transaction Data: Details about the services you have requested or booked, pricing agreed, deposit and payment records, and correspondence relating to your booking.
• Communications Data: Any messages, emails, or inquiries you send to us via our contact form, email, or telephone.
• Feedback and Reviews: Any feedback, testimonials, or reviews you choose to provide about our services.

3.2 Data We Collect Automatically

When you visit our website, we may automatically collect certain technical data about your device and browsing behaviour, including:

• Technical Data: Your IP address, browser type and version, operating system, device type, screen resolution, and time zone setting.
• Usage Data: Information about how you use our website, such as the pages you visit, the time and duration of your visit, referring URLs, and clickstream data.
• Cookie Data: Data collected via cookies and similar tracking technologies. Please refer to our Cookie section below for further details.

3.3 Data We Receive from Third Parties

• Information from payment processors when you complete a transaction (we do not store full payment card details ourselves).
• Information from referral partners or event venues who may recommend our services to you and pass on your contact details with your prior knowledge.
• Publicly available information, such as business contact details from professional directories.

3.4 Special Categories of Personal Data

We do not intentionally collect any special categories of personal data (sometimes referred to as "sensitive data") as defined under Article 9 of the GDPR, such as data concerning health, race or ethnicity, religious beliefs, sexual orientation, or biometric data. If you voluntarily provide such information (for example, in correspondence with us), we will handle it with the highest level of care and will only process it where legally permitted.

4. Legal Basis for Processing Your Personal Data

We are required under the GDPR to have a lawful legal basis for every processing activity involving your personal data. We rely on the following legal bases under Article 6 of the GDPR:

4.1 Performance of a Contract (Article 6(1)(b))

Where processing is necessary for the performance of a contract to which you are a party, or in order to take steps at your request before entering into a contract. This applies when you book or inquire about our rental services, as we need to process your personal data to prepare a quote, confirm a booking, arrange delivery and setup, process payment, and manage your event requirements.

4.2 Legal Obligation (Article 6(1)(c))

Where processing is necessary for compliance with a legal obligation to which we are subject. This includes, for example, retaining financial and transactional records for tax and accounting purposes as required under Australian law, or responding to lawful requests from government authorities or courts.

4.3 Legitimate Interests (Article 6(1)(f))

Where processing is necessary for the purposes of our legitimate interests or those of a third party, except where such interests are overridden by your interests or fundamental rights and freedoms. We rely on legitimate interests for:

• Operating, improving, and securing our website and online presence.
• Understanding how visitors use our website to improve our user experience.
• Communicating with you about our services in response to your inquiries.
• Sending you relevant updates about your bookings or changes to our services.
• Fraud prevention and ensuring the security of our business and customers.
• Maintaining our business records and managing customer relationships.
• Sharing anonymised or aggregated feedback for promotional purposes where it does not identify you.

We have conducted legitimate interest assessments where required to ensure that our interests are not overridden by your rights and freedoms.

4.4 Consent (Article 6(1)(a))

Where we have obtained your explicit, freely given, informed, and unambiguous consent to process your personal data for a specific purpose. We rely on consent for:

• Sending you marketing communications, newsletters, or promotional offers about our services, where you have opted in to receive these.
• Placing non-essential cookies on your device, subject to your preferences indicated via our cookie consent tool.
• Publishing your testimonial, review, or photograph from an event on our website or social media channels.

Where we rely on consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing carried out before such withdrawal. You can withdraw consent by contacting us at privacy@ferquorianregalstay.com.

4.5 Vital Interests (Article 6(1)(d))

In exceptional and rare circumstances, we may need to process personal data to protect the vital interests of you or another natural person, such as in an emergency situation during or connected to an event we are servicing.

4.6 Public Task (Article 6(1)(e))

We do not routinely rely on this legal basis but may do so if required to carry out a task in the public interest or in the exercise of an official authority.

5. How We Use Your Personal Data

We use the personal data we collect for the following specific purposes:

• Processing Enquiries and Bookings: To respond to your inquiries, provide quotations, confirm bookings, and coordinate the delivery, setup, and collection of our poker tables and photo booths at your event.
• Service Delivery: To manage and fulfil the services you have contracted with us, including communicating with you before, during, and after your event regarding logistics and requirements.
• Payment Processing: To process payments, issue invoices and receipts, manage deposits, and handle refunds where applicable.
• Customer Support: To respond to any questions, concerns, or complaints you raise before, during, or after your event.
• Marketing and Promotions: Where you have provided your consent, to send you newsletters, promotional materials, or updates about our services, special offers, and availability.
• Website Operation and Improvement: To monitor and analyse usage of our website, identify technical issues, improve performance, and enhance the user experience.
• Legal and Regulatory Compliance: To comply with applicable laws, regulations, legal processes, and governmental requests, including maintaining financial records as required by Australian taxation law.
• Fraud Prevention and Security: To detect, prevent, and investigate fraudulent, unauthorised, or illegal activity, and to protect the security of our business and customers.
• Record Keeping: To maintain accurate records of our customers, bookings, and business transactions for operational and legal purposes.
• Communications: To notify you of any changes to our services, policies, or terms and conditions that may affect you.

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will notify you and explain the legal basis for doing so.

6. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to distinguish you from other users, to provide you with a good experience, and to allow us to improve our website. Cookies are small text files placed on your device.

We use the following types of cookies:

• Strictly Necessary Cookies: These are essential for the website to function and cannot be switched off. They are usually only set in response to actions made by you, such as setting your privacy preferences or filling in forms. These do not require your consent.
• Performance and Analytics Cookies: These allow us to count visits and traffic sources so we can measure and improve the performance of our website. All information collected is aggregated and therefore anonymous. These require your consent.
• Functionality Cookies: These enable the website to provide enhanced functionality and personalisation, such as remembering your preferences. These require your consent.
• Marketing and Targeting Cookies: These may be set through our website by advertising partners to build a profile of your interests and show you relevant adverts on other sites. These require your consent.

When you first visit our website, you will be presented with a cookie consent banner allowing you to accept or reject non-essential cookies. You can change your cookie preferences at any time by accessing the cookie settings on our website or by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

7. How We Share Your Personal Data

We do not sell, trade, or rent your personal data to third parties. We may share your personal data with the following categories of recipients only where necessary and in accordance with applicable law:

7.1 Service Providers and Data Processors

We engage trusted third-party companies and individuals to perform services on our behalf. These service providers act as data processors and are only permitted to process your personal data on our instructions and in accordance with our data processing agreements. They may include:

• IT and Hosting Providers: Companies that provide website hosting, maintenance, and technical support services.
• Payment Processors: Third-party payment service providers who securely process payments on our behalf (e.g., Stripe, PayPal, or similar). These providers have their own privacy policies and security standards.
• Email and Communication Platforms: Service providers that help us send transactional and marketing emails.
• Accounting and Bookkeeping Software: Cloud-based accounting tools used to manage invoicing and financial records.
• Analytics Providers: Tools such as Google Analytics that help us understand website usage (subject to your cookie preferences).
• Customer Relationship Management (CRM) Tools: Software platforms used to manage customer communications and bookings.

7.2 Professional Advisers

We may share your personal data with professional advisers including lawyers, accountants, insurers, and auditors where necessary for legal, compliance, insurance, or financial advice purposes. These parties are bound by obligations of confidentiality.

7.3 Legal and Regulatory Authorities

We may disclose your personal data to government authorities, law enforcement agencies, courts, or regulators where we are required to do so by law, or where such disclosure is necessary to protect our legal rights, prevent fraud, or protect the safety of our staff, customers, or others.

7.4 Business Transfers

In the event that we sell or transfer all or part of our business or assets, your personal data may be transferred to the acquiring entity as part of that transaction. We will take reasonable steps to ensure your privacy is protected in such circumstances, and we will notify you of any such transfer as required by law.

7.5 With Your Consent

We may share your personal data with other third parties where you have given us your explicit consent to do so, for example, to publish a testimonial or photograph on our social media channels.

7.6 International Data Transfers

Some of our third-party service providers may be based outside of Australia or the European Economic Area (EEA). Where we transfer your personal data outside these jurisdictions, we ensure that appropriate safeguards are in place to protect your data, such as:

• Standard Contractual Clauses (SCCs) approved by the European Commission;
• Transfers to countries deemed to provide an adequate level of data protection by the relevant authority; or
• Other legally recognised transfer mechanisms.

You may request further information about the safeguards we use for international data transfers by contacting us at privacy@ferquorianregalstay.com.

8. Data Retention

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider:

• The amount, nature, and sensitivity of the personal data;
• The potential risk of harm from unauthorised use or disclosure;
• The purposes for which we process the data and whether we can achieve those purposes through other means;
• Applicable legal, regulatory, tax, accounting, or other requirements.

Our general retention periods are as follows:

When your personal data is no longer required, we will securely delete, anonymise, or destroy it in accordance with our internal data retention and disposal procedures.

9. Your Rights Under the GDPR

Under the GDPR and applicable data protection laws, you have a number of important rights in relation to your personal data. These rights are described below. Please note that some rights are not absolute and are subject to certain conditions and exceptions.

9.1 Right of Access (Article 15)

You have the right to request a copy of the personal data we hold about you and to receive supplementary information about how we process it. This is commonly known as a "Subject Access Request" (SAR). We will respond to your request within one month of receipt.

9.2 Right to Rectification (Article 16)

You have the right to request that we correct any inaccurate personal data we hold about you and to complete any incomplete personal data, taking into account the purposes of the processing.

9.3 Right to Erasure / Right to be Forgotten (Article 17)

You have the right to request that we delete or remove your personal data in certain circumstances, for example, where the data is no longer necessary for the purposes for which it was collected, or where you withdraw your consent and there is no other legal basis for processing. This right is not absolute and may be subject to legal obligations that require us to retain data.

9.4 Right to Restriction of Processing (Article 18)

You have the right to request that we suspend the processing of your personal data in certain circumstances, for example, if you contest the accuracy of the data while we verify it, or if you object to us processing it and we are assessing whether our legitimate grounds override your rights.

9.5 Right to Data Portability (Article 20)

Where processing is based on your consent or the performance of a contract, and where processing is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to request that we transmit that data to another controller where technically feasible.

9.6 Right to Object (Article 21)

You have the right to object at any time to the processing of your personal data where we rely on legitimate interests as our legal basis. You also have an absolute right to object to your personal data being processed for direct marketing purposes. Once you object to direct marketing, we will cease processing your data for that purpose immediately.

9.7 Rights Related to Automated Decision-Making and Profiling (Article 22)

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. We do not currently carry out any fully automated decision-making or profiling that produces such effects.

9.8 Right to Withdraw Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before you withdrew your consent.

9.9 How to Exercise Your Rights

To exercise any of your rights listed above, please submit a written request to our Data Protection Officer at:

Email: privacy@ferquorianregalstay.com
Postal Address: The Data Protection Officer, ,

We may need to verify your identity before processing your request. We will respond to all legitimate requests within one calendar month of receipt. In exceptional cases involving complexity or multiple requests, we may extend this period by a further two months, in which case we will notify you of the extension and the reasons for it within the first month.

There is generally no fee to exercise your rights; however, we reserve the right to charge a reasonable administrative fee for requests that are manifestly unfounded or excessive, in particular if they are repetitive. In such cases, we may also refuse to comply with the request.

9.10 Right to Lodge a Complaint with a Supervisory Authority

If you believe that our processing of your personal data infringes the GDPR or applicable data protection laws, you have the right to lodge a complaint with a supervisory authority. Depending on your location, the relevant authority may be:

• In Australia: The Office of the Australian Information Commissioner (OAIC)
  Website: www.oaic.gov.au
• Within the European Union / EEA: The data protection supervisory authority in your country of residence or place of work.

We would, however, appreciate the opportunity to address your concerns before you contact a supervisory authority, and we encourage you to contact us first at privacy@ferquorianregalstay.com.

10. Data Security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures include:

• Secure encrypted communications (HTTPS/TLS) on our website;
• Password-protected and access-controlled systems;
• Use of reputable and security-certified third-party service providers;
• Regular review and updating of our security practices;
• Staff awareness of data protection obligations.

Despite our best efforts, no transmission of data over the internet or method of electronic storage is completely secure. While we strive to protect your personal data, we cannot guarantee its absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the relevant supervisory authorities as required by law.

11. Third-Party Links

Our website may contain links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy practices or content. We encourage you to read the privacy policy of every website you visit when you leave our site.

12. Children's Privacy

Our website and services are not directed at children under the age of 16, and we do not knowingly collect personal data from children. If you are a parent or guardian and believe that your child has provided us with personal data without your consent, please contact us at privacy@ferquorianregalstay.com and we will take steps to delete that information promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or by placing a prominent notice on our website.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal data. Your continued use of our website or services following any changes constitutes your acknowledgement of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please do not hesitate to contact us:

We aim to respond to all privacy-related enquiries promptly and within any timeframes required by applicable law.