Privacy Policy

1. What is personal information

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information is true or not and whether recorded in material form or not.

For our business, personal information includes things like your name, contact details, address, payment details, and video footage in which you or your guests are identifiable.

2. What personal information we collect

We collect the following categories of personal information:

Booking and account information:

• Full name
• Email address
• Phone number
• Shipping address
• Billing address
• Event date and venue
• Names of the couple and key wedding participants (where you provide them)

Payment information:

• Card details, processed and stored by our payment processor (Shopify Payments). We do not store full card details on our servers.
• Billing history and transaction records

Service delivery information:

• Video footage captured on our cameras during your Event, including identifiable images and audio of you, your guests, and any other individuals present
• The edited film we deliver to you
• Notes and communications relating to the editing of your film

Site and communications information:

• Browsing activity on the Site (pages visited, time spent, referrer, device type, IP address)
• Cookies and similar tracking technologies (see clause 9)
• Email and message communications between you and us
• Information you provide if you sign up for our newsletter, contact form, or any optional feedback request

Marketing and analytics information:

• Information about how you interact with our marketing emails (opens, clicks)
• Information about how you arrive at and use our Site, including via advertising platforms

We collect this information directly from you when you make a Booking, communicate with us, sign up for our newsletter, or use the Site. We also collect some information automatically through cookies and analytics tools.

3. Personal information about other people

If you provide us with personal information about other people (for example, your guests' details, or video footage that identifies them), you warrant that:

• You have authority to provide that information to us
• You have informed those individuals that their personal information will be provided to us
• You have obtained any consents required for the collection, use, and disclosure of that information for the purposes described in this Policy

4. Sensitive information and footage of minors

Video footage as personal information. Video footage captured during your Event may contain identifiable images and audio of you, your guests, and other individuals present. We treat this footage as personal information and apply the protections set out in this Policy to it.

Footage of children. We acknowledge that weddings often include children, and that footage of minors warrants particular care. We will not use footage of identifiable minors for marketing or promotional purposes without explicit additional consent from a parent or guardian. If you do not wish for any footage of minors to be retained by us beyond delivery of your film, please notify us in writing and we will arrange deletion in accordance with clause 8.

5. How we use your personal information

We use your personal information for the following purposes:

To provide the Service:

• Process your Booking and accept payment
• Dispatch and track delivery of the camera kit
• Communicate with you about your Booking, including confirmations and shipping notifications
• Edit and deliver your final film and raw footage
• Provide customer support and respond to your questions

To run and improve our business:

• Maintain accurate business records
• Comply with our legal obligations (tax, accounting, consumer law, evidentiary requirements)
• Detect, prevent, and respond to fraud, abuse, or security incidents
• Analyse use of our Site and Service to improve them
• Develop new services or improve existing ones

To market the Service (where you have consented):

• Send you newsletters, updates, and marketing communications
• Use brief excerpts of footage or stills for marketing and portfolio purposes (subject to the licence and opt-out described in our Terms of Service)
• Deliver and measure advertising on third-party platforms (for example, Meta, Google)
• Personalise content and offers

To meet legal obligations:

• Respond to lawful requests from regulators, courts, or law enforcement
• Establish, exercise, or defend legal claims

6. Who we share your personal information with

We share personal information only with the parties needed to deliver the Service or run our business. We never sell your personal information.

Service providers we share with:

• Shopify (Shopify Inc., Canada and United States): e-commerce platform that powers the Site, payment processing, and order management
• Shopify Payments: payment processing
• Klaviyo (Klaviyo Inc., United States): email marketing and transactional email delivery
• Australia Post: physical delivery of the camera kit
• IzyRent: booking and inventory management
• Cloud storage providers: for secure storage of raw footage and delivered films during the retention period
• Vimeo (Vimeo Inc., United States): hosting and delivery of edited films through our private delivery pages
• Google (Google LLC, United States): website analytics, marketing platforms
• Meta (Meta Platforms Inc., United States): advertising platform (Facebook and Instagram), to the extent we run ads
• Professional advisors: accountants, lawyers, insurers (where required)
• Government and regulatory bodies: where required by law

We share only the personal information necessary for each provider to perform their function. Each provider is bound by contractual confidentiality and data protection obligations, and is required to comply with applicable privacy laws.

7. Disclosure of personal information overseas

Some of our service providers store or process personal information outside Australia, including in:

• United States: Shopify, Klaviyo, Vimeo, Google, Meta, and cloud storage providers
• Canada: Shopify (some data residency)

By using the Site and making a Booking, you consent to your personal information being disclosed to and stored in these countries. We take reasonable steps to ensure that overseas recipients handle your information in accordance with the APPs, including through contractual data protection commitments.

You should be aware that the privacy laws in these countries may differ from Australian privacy laws.

8. How long we keep your personal information

We retain personal information for the following periods:

• Booking and financial records: 7 years from the date of your Event (to comply with Australian tax and accounting law)
• Video footage and edited films: 12 months from delivery, after which raw footage is archived in cold storage for a further 24 months and then permanently deleted. Edited films are retained for as long as we operate, for portfolio purposes, unless you opt out (see below).
• Marketing data: until you unsubscribe or 3 years of inactivity
• Website analytics data: typically 14 to 26 months depending on the platform
• Support communications: 3 years from the last interaction
• Cookies: see clause 9 for individual cookie lifespans

You may request earlier deletion of your personal information at any time, subject to our legal retention obligations (for example, we cannot delete tax records before the statutory retention period ends).

9. Cookies and similar technologies

Our Site uses cookies and similar tracking technologies to provide functionality, analyse use, and deliver marketing.

Categories of cookies we use:

• Essential cookies: required for the Site to function (cart, checkout, login). These cannot be disabled.
• Analytics cookies: measure how the Site is used (Shopify analytics, Google Analytics). Help us improve performance and content.
• Marketing cookies: track how you interact with our advertising and content (Meta Pixel, Google Ads). May be used to show you relevant ads on other platforms.
• Preference cookies: remember your settings (language, currency, recently viewed)

How to manage cookies. You can disable cookies through your browser settings. Note that disabling essential cookies may prevent the Site from functioning correctly. You can also opt out of advertising cookies through industry tools such as the Digital Advertising Alliance opt-out.

We will update this section as our use of cookies evolves.

10. Marketing communications

We send marketing communications (newsletters, promotions, updates) only to people who have opted in to receive them, in accordance with the Spam Act 2003 (Cth) and APP 7.

You can opt out at any time by:

• Clicking the unsubscribe link in any marketing email we send
• Contacting us at luke@flipscreenstudio.com

Opting out of marketing does not affect transactional emails relating to your Booking (confirmations, shipping notifications, film delivery).

11. Security

We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps include:

• Storing data on secure, encrypted servers operated by reputable providers (Shopify, cloud storage providers)
• Restricting access to personal information to staff and contractors who need it to perform their roles
• Requiring contractors and service providers to comply with confidentiality and data protection obligations
• Using secure data transfer methods (HTTPS, encrypted file transfer for footage)
• Reviewing and updating our security practices

No system is completely secure. While we take privacy and security seriously, we cannot guarantee absolute security.

12. Data breach notification

If we become aware of a data breach that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth).

13. Your rights

You have the following rights in relation to the personal information we hold about you:

Access. You may request access to the personal information we hold about you. We will provide it within a reasonable time, usually within 30 days, unless an exception applies under the Privacy Act.

Correction. You may request that we correct inaccurate, out-of-date, incomplete, or misleading information.

Deletion. You may request that we delete your personal information, subject to our legal retention obligations.

Withdraw consent. You may withdraw your consent to our handling of your personal information at any time, including by unsubscribing from marketing communications.

Opt out of footage use. You may opt out of our use of your footage for marketing purposes (see our Terms of Service clause 8).

Complaint. You may complain about how we have handled your personal information. See clause 14 below.

To exercise any of these rights, contact us at luke@flipscreenstudio.com. We may need to verify your identity before responding.

There is generally no fee for exercising these rights. If a request is complex or involves significant work, we will let you know in advance whether a reasonable cost-recovery fee applies.

14. Complaints

If you have a concern or complaint about how we have handled your personal information, please contact us first at luke@flipscreenstudio.com and we will work with you in good faith to resolve it.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: oaic.gov.au
• Phone: 1300 363 992
• Mail: GPO Box 5288, Sydney NSW 2001

15. Changes to this Policy

We may update this Policy from time to time. The current version, with the date of last update, will always be available on the Site. Where changes are material, we will notify existing customers by email or by a prominent notice on the Site before the changes take effect.

16. Contact

For privacy questions, requests, or complaints, contact:

Flip Screen Studio
A trading name of November Rain Co Pty Ltd
ABN 80 696 014 954
Email: luke@flipscreenstudio.com
Newcastle, NSW