Privacy Commitment

At Vaya Studio, we are committed to respecting your privacy and protecting your personal information. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) set out in the Act. All Vaya Studio employees, contractors, and service providers are required to understand and meet our privacy obligations. We support this through training and by applying internal policies and procedures that safeguard your personal information against unauthorised collection, use, disclosure, storage, access, or disposal.

This Privacy Policy applies to all interactions with Vaya Studio – whether in person, by phone, email, written communication, through our website, or when attending one of our workshops or events.

About This Policy

This policy explains how we manage personal information. It outlines the types of personal information we collect and hold, describes how we collect, use, store, and disclose that information, explains the purposes for which personal information is handled, informs you of your rights to access and correct your personal information, explains how to lodge a privacy complaint and how we manage those complaints, advises if and when personal information may be shared with overseas recipients, and promotes transparency in our information management practices.

Definitions

Personal information refers to any information or opinion that can identify you or make you reasonably identifiable, whether true or not and regardless of format.

Sensitive information includes details about your racial or ethnic origin, political opinions or affiliations, religious or philosophical beliefs, union or professional memberships, sexual orientation or practices, criminal record, health or genetic information, or biometric data.

Collection of Personal Information

We collect personal information necessary to provide our workshops, events, products, and related services when you engage with Vaya Studio.

This may include your full name, contact details, residential or postal address, email address, phone number, payment information, booking details, emergency contact information (where relevant), workshop preferences, and any other information you choose to provide.

Although we rarely collect sensitive information, certain workshop requirements, such as accessibility or dietary needs, may involve sensitive information. We only collect sensitive information where it is reasonably required to provide our services, you have given explicit consent, or where collection is required or authorised by law.

We generally collect personal information directly from you through booking forms, our website, email, phone, social media, or in person at events. At times, we may receive information from third-party booking platforms or payment providers that facilitate our services.

If we receive personal information unintentionally, we assess whether we can legally retain it. If not, and where appropriate, we destroy or de-identify it.

You may remain anonymous or use a pseudonym when dealing with us where lawful and practical. However, some services may require full identification.

Use and Disclosure

We use your personal information to:

• process workshop and event bookings;
• communicate with you regarding your bookings or enquiries;
• provide products and services you have requested;
• manage payments and customer support;
• improve our workshops and customer experience;
• send relevant updates, offers, or event information where appropriate; and
• meet our legal and regulatory obligations.

We may share your information with trusted third-party providers, including payment processors, booking platforms, technology providers such as CRM or cloud storage systems, marketing service providers, professional advisers, insurers, and government authorities where required by law.

We only disclose your information where you have provided consent, it is a reasonably expected part of providing our services, it is required or authorised by law, or it is necessary for law enforcement or regulatory purposes.

Some third-party platforms we use may be based overseas. In such cases, we take reasonable steps to ensure your information is handled in accordance with Australian privacy standards.

Marketing

We may use your personal information to share news, workshop announcements, promotions, or special offers that may be of interest to you. You may opt out of receiving marketing communications at any time by following the unsubscribe link in our emails or by contacting us directly.

Accuracy and Security

We take reasonable steps to ensure your personal information is accurate, complete, and up to date. If your details change or are incorrect, please let us know.

We protect your information through confidentiality agreements, secure physical and electronic storage, password-protected systems, access controls, encryption where appropriate, regular security reviews, and responsible disposal of information.

Website and Online Privacy

Our website may contain links to third-party websites. We are not responsible for their content or privacy practices and encourage you to review their privacy policies before providing personal information.

Access and Corrections

You may request access to or correction of your personal information.

We will acknowledge your request within seven business days and aim to respond within ten business days. In some cases, we may charge a reasonable administrative fee or decline access where permitted by law – for example, where providing access would affect another person’s privacy or legal proceedings.

If we refuse access, we will provide an explanation.

Complaints

If you believe we have mishandled your personal information, please contact us.

We aim to acknowledge all complaints within two business days and resolve them within twenty business days. If additional time is required, we will keep you informed throughout the process.

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

Office of the Australian Information Commissioner (OAIC)

GPO Box 5218
Sydney NSW 2001

Email: enquiries@oaic.gov.au

Phone: 1300 363 992

Website: www.oaic.gov.au

Policy Updates

We review this policy periodically and whenever there are relevant legal, operational, or regulatory changes.

The latest version will always be available on our website:

www.vayastudio.com.au

Contact Us

Vaya Studio

Phone: 0431 910 424

Email: info@vayastudio.com.au

Contact: Meghan Coles

Vaya Studio acknowledges the Traditional Owners and Custodians of Country throughout Australia and their continuing connection to land, waters and community. We pay our respects to them and their cultures, and Elders past and present.