Privacy Policy

East Point Pro Studio, trading as "East Point" ("we", "us", or "our"), is committed to protecting the privacy of the people whose personal information we handle. This policy explains how we collect, hold, use, and disclose personal information, and how we comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Who we are

East Point designs and operates high-volume photography systems for organisations such as sporting clubs and associations, schools, performing arts groups, and event organisers. We are based in Evans Head, New South Wales, and operate primarily across the Northern Rivers region and wider Australia.

In delivering our services, we often act on behalf of an event organiser, school, club, or association (our "client"). In many cases that organisation determines the purpose for which images and related information are collected, and we handle that information under our agreement with them.

2. The kinds of personal information we collect

Depending on the engagement, we may collect and hold the following kinds of personal information:

• Identity and contact details — such as names, email addresses, and the details you provide when you contact us.
• Photographs and images — photographs of individuals captured at events, which may include children.
• Subject and event data — information provided by our client to help match images to individuals, such as participant names, team or class groupings, reference numbers, QR or barcode identifiers, and capture timestamps.
• Sensitive information — where facial detection or recognition is used to match images, we may collect and process biometric information derived from photographs. Biometric information is "sensitive information" under the Privacy Act, and we only collect it with consent and as permitted by law (see section 4).
• Order and delivery details — information needed to fulfil and deliver orders. Payment card details are handled by our third-party payment providers and are not stored by us.
• Technical information — limited technical data when you use our website (see section 9).

3. How we collect personal information

We collect personal information in a number of ways, including:

• directly from you — for example, when you email us or engage our services;
• by capturing photographs at an event we have been engaged to photograph;
• from our client — for example, when a school, club, or event organiser provides participant lists or subject data to enable matching and delivery;
• through our systems — for example, capture logs, identifiers, and metadata generated during an engagement.

Where it is reasonable and practicable, we collect personal information directly from the individual concerned. Where information is collected from a third party (such as an event organiser), we rely on that organisation having the authority and any necessary consents to provide it to us.

4. Sensitive information and consent

We only collect sensitive information (including biometric information used for facial matching) where:

• the individual, or their parent or guardian where the individual is a child, has consented; or
• the collection is otherwise required or authorised by law.

Facial detection and recognition are used only as a matching method, selected per engagement, to associate photographs with the correct individual. Where we use these methods, we work with our client to ensure appropriate notice and consent arrangements are in place before capture.

5. Children's personal information

Much of our work involves events that include children. We treat the personal information of children with particular care and design our engagements with child-safety obligations in mind.

Where a child is involved, we rely on the relevant school, club, association, or event organiser to obtain consent from a parent or guardian for the capture, processing, and delivery of images, in line with that organisation's own privacy and consent processes. If you are a parent or guardian and have questions about images of your child, please contact the relevant organiser or contact us using the details below.

6. Why we collect, hold, use, and disclose personal information

We collect, hold, use, and disclose personal information to:

• plan and deliver the photography services we have been engaged to provide;
• capture, match, process, and quality-check images;
• fulfil and deliver orders, including digital delivery, printing, and lab fulfilment;
• integrate with a client's existing systems where that forms part of the engagement;
• respond to enquiries and provide customer support;
• maintain the security, integrity, and audit trail of our systems; and
• comply with our legal obligations.

7. Disclosure of personal information

We may disclose personal information to:

• the client who engaged us (for example, the school, club, or event organiser);
• print and lab fulfilment partners, where printing is part of the delivery;
• service providers who support our operations, such as hosting, software, and payment processing providers, who are bound to protect the information;
• individuals who place an order, in relation to their own order; and
• others where required or authorised by law.

We do not sell personal information.

8. Data storage, security, and retention

We host data within Australian-region infrastructure and apply technical and organisational measures to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These measures include access controls, row-level security, encryption in transit and at rest, and audit logging.

We retain personal information only for as long as it is needed for the purposes described in this policy, to meet the terms of our engagement with a client, or as required by law. When personal information is no longer required, we take reasonable steps to destroy or de-identify it.

9. Our website and cookies

Our website is a simple informational site. We do not require you to provide personal information to browse it, and we do not use it to run a contact form. Standard technical information (such as that contained in server logs) may be processed by our hosting provider to operate and secure the site. If we introduce analytics or cookies in future, we will update this policy.

10. Direct marketing

We do not send unsolicited marketing. If we ever contact you with information about our services, we will give you a simple way to opt out, and we will honour any request to stop.

11. Overseas disclosure

We aim to keep personal information within Australia. Some of our service providers may store or process limited data outside Australia. Where that occurs, we take reasonable steps to ensure the information is handled consistently with the Australian Privacy Principles.

12. Accessing and correcting your information

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant, or misleading. To make a request, contact us using the details below. We may need to verify your identity before responding, and in some cases information may be held by our client rather than by us, in which case we will direct you appropriately.

13. Complaints

If you believe we have mishandled your personal information or breached the Australian Privacy Principles, please contact us first so we can investigate and respond. We will acknowledge your complaint and aim to resolve it promptly.

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

14. Changes to this policy

We may update this policy from time to time. The current version will always be available on this page, with the "last updated" date shown above.

15. Contact us

For any privacy question, request, or complaint, contact:

East Point Pro Studio
Evans Head, NSW, Australia
Email: lauren@eastpoint.au