1. About This Policy
Bay Window Events (“we”, “us”, “our”) is committed to protecting the privacy of every person who visits our website or contacts us about our wedding planning services. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and what your rights are.
This policy applies to personal information collected through our website at www.baywindowevents.com.au (the “Website”), including through any enquiry or contact form.
We encourage you to read this policy carefully. By submitting an enquiry through our Website, you acknowledge that you have read and understood this policy.
2. What Personal Information We Collect
When you submit an enquiry through our Website, we collect the following personal information:
Full name
Email address
Phone number
Wedding date and location (including venue suburb or city)
Estimated budget for your event
We only collect information that is reasonably necessary to respond to your enquiry and assess whether our services are suitable for your needs. We do not collect sensitive information (such as health or financial account information) through our Website.
3. How We Collect Personal Information
We collect personal information directly from you when you:
Complete and submit an enquiry or contact form on our Website; or
Contact us by email or phone.
Our enquiry forms are powered by Dubsado, a third-party client management platform. When you submit a form, your information is transmitted to and stored within Dubsado’s platform. See section 6 for further information.
4. Why We Collect and Use Your Personal Information
We collect and use your personal information for the following purposes:
To respond to your enquiry and assess whether we can provide the services you need;
To communicate with you about your enquiry and, if you proceed with a booking, to deliver our wedding planning and coordination services;
To send you information about our services where you have requested it or where we have your consent to do so; and
To comply with any legal obligations.
We will not use your personal information for any other purpose without first obtaining your consent, unless we are permitted or required to do so by law.
5. Marketing Communications
We will only send you marketing or promotional emails if you have given us your express consent to do so, or where we may reasonably infer your consent from your request for information about our services (in accordance with the Spam Act 2003 (Cth)).
Every marketing email we send will include a clear and functional option to unsubscribe. If you unsubscribe, we will remove you from our mailing list promptly and at no cost to you.
6. Who We Share Your Personal Information With
We do not sell, rent, or trade your personal information to any third party.
We share your personal information with the following service provider solely for the purpose of managing your enquiry:
Dubsado (Client Relationship Management)
Dubsado LLC, a company incorporated in the United States, provides our client management and enquiry processing platform. Your personal information is stored and processed on Dubsado’s servers, which are located in the United States. Dubsado is required to handle your information in accordance with their own Privacy Policy, available at www.dubsado.com. By submitting an enquiry, you consent to your information being transferred to and stored in the United States.
We may also disclose your personal information where we are required to do so by law, or to protect our legal rights.
We will not disclose your personal information to any other third party without your prior written consent.
7. Overseas Disclosure
As noted in section 6, your personal information is processed and stored by Dubsado in the United States. The United States does not have a data protection regime that is substantially similar to Australian law. By using our Website and submitting an enquiry, you consent to this cross-border transfer of your personal information.
We take reasonable steps to ensure that Dubsado handles your information in a way that is consistent with the Australian Privacy Principles, including by relying on Dubsado’s contractual commitments and compliance with US privacy frameworks.
8. How We Store and Protect Your Information
Your personal information is stored electronically within Dubsado’s platform and may also be accessed via email. We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These steps include:
Password protection and access controls for our systems;
Limiting access to personal information to ourselves and any assistant or subcontractor who needs it to fulfil your booking; and
Relying on Dubsado’s industry-standard encryption and security measures.
No method of electronic transmission or storage is completely secure. While we do our best to protect your personal information, we cannot guarantee absolute security.
9. How Long We Keep Your Information
We retain personal information for as long as is necessary to fulfil the purpose for which it was collected, and to comply with legal and regulatory requirements. Specifically:
Enquiries that do not proceed to a booking will be retained for 12 months and then securely deleted.
Personal information relating to confirmed bookings will be retained for a minimum of seven (7) years after the date of the event, in accordance with our obligations under the Australian Consumer Law and tax law.
When we no longer need your personal information, we will take reasonable steps to destroy or de-identify it securely.
10. Cookies and Website Analytics
Our Website is hosted on Squarespace, a third-party website platform provided by Squarespace, Inc. (a company incorporated in the United States). As part of operating our Website, Squarespace automatically places cookies on your device and collects certain analytics data.
What are cookies?
Cookies are small text files placed on your device when you visit a website. They help the website function correctly and allow us to understand how visitors use the site. Cookies do not give us access to your device or any information beyond what you share with us directly.
Cookies set by Squarespace
Squarespace places the following types of cookies on our Website:
Strictly Necessary Cookies
These cookies are essential for our Website to function and cannot be disabled. They include:
• crumb — protects against cross-site request forgery (keeps your session secure)
• SQSessionID — manages your active browsing session
Analytics Cookies (Squarespace Analytics)
Squarespace’s built-in analytics collects anonymous, aggregated information about how visitors use our Website — for example, which pages are viewed and how long visitors stay. This information does not identify you personally. Cookies used include:
• ss_cid — assigns an anonymous visitor identifier
• ss_cpvisit — records the first page of your visit
• ss_cvisit — tracks your current browsing session
• ss_cvr — helps distinguish new from returning visitors
• ss_cvt — records the time of your visit
Analytics data collected by Squarespace is processed by Squarespace, Inc. in the United States. It is aggregated and anonymous and is used solely to help us improve our Website. Squarespace’s own Privacy Policy, available at www.squarespace.com/privacy, governs how it handles this data.
We do not use Google Analytics or any other third-party analytics platform on our Website.
How to control cookies
Australian law does not currently require websites to display a cookie consent banner. However, you can control or delete cookies at any time through your browser settings. Please note that disabling strictly necessary cookies may affect how our Website functions. For guidance on managing cookies, visit www.allaboutcookies.org.
11. Accessing and Correcting Your Personal Information
You have the right to request access to the personal information we hold about you, and to request that we correct it if it is inaccurate, out of date, incomplete, or misleading.
To make a request, please contact us using the details in section 13. We will respond within a reasonable time (generally within 30 days). We will provide access free of charge unless the request is complex, in which case we may charge a reasonable fee and will notify you in advance.
We may decline to provide access in limited circumstances permitted by law, and will give you written reasons if we do so.
12. Complaints
If you believe we have handled your personal information in a way that does not comply with this Privacy Policy or applicable law, we encourage you to contact us first so we can attempt to resolve your concern.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Website: www.oaic.gov.au
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001
13. Contact Us
For any questions, requests, or concerns relating to this Privacy Policy or how we handle your personal information, please contact:
Emma O’Connor
Bay Window Events
Email: emma@baywindowevents.com.au
Website: www.baywindowevents.com.au
ABN: 32 726 558 067
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on our Website with a revised ‘Last updated’ date. We encourage you to check this page periodically. Your continued use of our Website after any changes constitutes your acceptance of the updated policy.