Privacy Policy

What we collect

• Crew who sign up to work: name, date of birth, mobile, email, emergency contact name and phone, RSA certificate number and copy, a photo or ID image if you upload one, shirt size and availability. Once you work with us: your roster, induction sign-off, sign-on and sign-off times, breaks and approved hours.
• Applicants (exhibitors, food vendors, activations, entertainers, competitors, judges, media): business name, ABN, contact name, mobile, email, address, social media handles, public liability certificate, photos and logos, menus or product lists, and team details.
• Sponsors and partners: business and contact details, ABN and address. When you sign an agreement online we also record your name, position, signature, the time, your IP address and browser details, and keep a copy of the signed agreement.
• Food vendors confirming terms online: your typed name, the time, your IP address and browser details.
• Suppliers and on-site contacts: names, mobiles, emails and your replies to our bump-in texts.
• Marketing, only if you tick the box: name, email, phone, business and which form or event you came from.
• Our team and client logins: email address, sign-in records and the IP addresses in security logs.
• Every visitor: our hosting and database providers log your IP address, approximate location, browser and the page you asked for.

We don't sell personal information and we don't use advertising trackers on these pages.

Why we collect it

• To assess applications, contract and invoice exhibitors, vendors, sponsors and acts, and run the event.
• To roster, induct, contact and pay crew. Date of birth is needed because age affects what work someone can do; an RSA is required to serve alcohol; emergency contacts are for your safety on site.
• To keep evidence of signed agreements and the records the law requires (for example, Fair Work time and wages records, and tax records).
• To send marketing, only when you have said yes.
• To keep the system secure and investigate misuse.

If you leave out required details we may not be able to accept your application or roster you.

Who can see it

• Our team, through individual logins. Each person only sees the modules and events their role needs; signing in alone shows nothing.
• Clients we staff an event for (for example, a racing club): their nominated staff can see that one event's crew list, roster and hours, and nothing else.
• Other crew on your roster: when crew look up their shifts, they see the names of the people on the same roster, and the mobile numbers of the supervisors and of anyone sharing their shift, so the team can reach each other on the day.
• You: public pages show you only your own record, through a private link we send you or the contact details you enter. Keep your private links to yourself.
• AI tools: we use AI assistants (Anthropic's Claude) to help run and maintain the system. They can read records held in Capricorn Events OS, including crew records. Images of business cards and exhibitor material you send us may be read by an AI service to fill in your details.
• The service providers below, for the job each does for us.

Where it is stored, and who we share it with

Some of our providers store information outside Australia. As at the date of this policy:

We are reviewing each provider's terms, and will update this page as each location is confirmed.

How long we keep it

We are setting fixed retention periods. Some records have a legal minimum: for example, crew time and wages records are kept for 7 years. Until the schedule is in place, records stay in the system after an event ends, and you can ask us to delete your details at any time (we will keep only what the law requires).

Our own backups are taken daily and kept for 30 days, and the first backup of each month is kept for 7 years. Something deleted from the system stays in a backup until that backup expires.

How we protect it

Access is checked by the database itself, for each person, module and event, not just by the web page. Public pages only ever return the minimum needed for that page. Passwords for team logins are stored by our sign-in provider in hashed form; we never see them. Our backups are restored and checked against the live data every month.

If a data breach is likely to cause you serious harm, we will tell you as soon as we can, and the Office of the Australian Information Commissioner where the law requires.

Marketing

We only add you to our marketing list if you tick the marketing box. Your details go to Flicket, which sends our marketing emails. Every email has an unsubscribe link, or email team@capevents.au and we will take you off.

Your rights

You can ask what personal information we hold about you, ask us to correct it, or ask us to delete it (except what the law requires us to keep). Email team@capevents.au. There is no charge, and we aim to reply within 30 days. A parent or guardian can ask on behalf of a crew member under 18.

If you have a complaint about how we have handled your information, email us first. If you are not satisfied with our reply, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We update this page when our systems, providers or events change. The date at the top always shows the latest version.