Privacy | Future Events Lab

1. Who We Are

1.1 Future Events Lab Services

Welcome to Future Events Lab! We are an Australian-based event technology platform focused on transforming the event experience through innovative digital solutions. Our platform enables organisers and attendees to connect seamlessly through tools such as event registration, attendee apps, interactive maps, engagement features, and data analytics.

Future Events Lab’s products, features, and offerings are available:
(a) Online through our primary website, white-labelled registration platforms, and other Future Events Lab web properties;
(b) Off-platform, including services such as event tech consultancy, check-in and RFID solutions, lead capture, marketing, and sponsorship support; and
(c) Through Applications, including mobile apps, APIs, subdomains, and custom event interfaces.
Collectively, these are referred to as the "Future Events Lab Properties" or our "Services".

1.2 Who’s Who

In this Privacy Policy:

“Organisers” refers to users who create or manage events using our Services.
“Attendees” refers to users who register for or attend events through our Services.
“Users” or “you” includes both Organisers, Attendees, and other individuals who access our Services.

Future Events Lab Pty Ltd (ABN: [Insert ABN]) is an Australian company with its principal office at [Insert Company Address]. All data collected through our Services is governed by the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

If you have any questions about this policy, contact us at privacy@futureeventslab.com.

2. Our Privacy Statement

2.1 Application

This Privacy Policy outlines our approach to handling personal information (“Personal Data”) that identifies, relates to, or could reasonably be linked with an individual. It also applies to personal information collected from sales leads, clients, and prospective partners.

We take your privacy seriously and strive to be transparent about the data we collect and how it is used.

“Non-Personal Data” is information that cannot be used to identify an individual directly or indirectly. When we combine Non-Personal Data with Personal Data, we treat it as Personal Data.

3. Personal Data That We Collect

When you interact with Future Events Lab, whether through our Services or as a customer, we may collect a variety of personal information. In some cases, we act as the data controller, and in others (such as when acting on behalf of Organisers), we are a data processor. This distinction is important under Australian privacy law and is further explained in Section 5.

3.1 Information Collected From All Users

Information You Provide: We collect Personal Data when you:

Register or log in to use our Services
Contact our team via email, phone or web form
Respond to surveys or promotional communications
Register for or attend an event

This may include your name, email, phone number, billing and shipping address, job title, company, preferences, and any other information you choose to provide.

Automatically Collected Information: We may automatically collect technical data through your browser or device, such as:

IP address
Device type and settings
Browser type
Operating system
Page interactions (clicks, scrolls, mouse movements)
Referral URLs
Location data (if enabled)

We and our service providers use cookies and similar technologies to track user behaviour. More details can be found in our Cookie Policy.

When you submit Personal Data to us, we may combine it with Non-Personal Data collected through automated means, treating the combination as Personal Data.

3.2 Information Collected From Organisers

If you are an Organiser, we may collect additional information including:

Payment and financial details, such as bank account info or ABN for invoicing and tax purposes
Verification data, such as phone number verification for fraud prevention
Business profile data, including logos, team members, and business descriptions
Event configuration data, such as ticketing setup, attendee criteria, and access control preferences

We may also receive information from third parties like banks, financial service providers, and marketing platforms.

3.3 Information Collected From Attendees

If you register for or attend an event through Future Events Lab:

We collect registration information including contact details and preferences.
For paid events, we may collect your payment details (handled securely via our payment processing partners).
Organisers may request additional information (e.g., dietary preferences, accessibility requirements, industry role), which is shared with them per their configuration.
You may also interact with event features such as polls, surveys, and Q&A, which may be stored in your engagement profile.

When you provide data in relation to a third-party event, the Organiser may use this information in accordance with their own privacy policy. We recommend reviewing the privacy statements of the event Organiser.

3.4 Information Collected From Sales Clients and Leads

If you engage with our sales or partnerships team, we may collect:

Full name, company name, business email, and phone number
Job title and industry
Meeting notes, communications, and preferences
Recordings (with consent) from virtual or in-person meetings

This data helps us improve our service offering and tailor business solutions to your needs.

4. How We Use Your Personal Data

We collect and use your Personal Data in a way that is consistent with this Privacy Policy and the Privacy Act 1988 (Cth). Our use of your Personal Data is grounded in the need to provide our Services, improve your user experience, fulfil contractual obligations, comply with legal duties, and, where relevant, with your consent.

4.1 Specific Purpose

When you provide Personal Data for a particular purpose, we use it in connection with that specific purpose.

For example, if you contact us via email with a support request, we will use your contact details and the content of your message to respond and resolve your query. The response will be sent to the email address you used to contact us.

4.2 Service Access and Functionality

If you provide Personal Data to register for or access our Services, we use that information to:

Grant you access to the relevant features
Manage your login credentials
Provide custom experiences
Analyse and improve how you and others use the Services

For example, if you verify your identity to access an organiser dashboard, we will use that data to verify and maintain your access.

4.3 Internal Business Purposes

We use your Personal Data for internal purposes, including (but not limited to):

Enhancing the content, functionality, and usability of our Services
Monitoring usage trends and performance
Preventing misuse or fraud
Enforcing our Terms of Service
Managing your account and providing customer support
Supporting the security and operational integrity of our Services

4.4 Marketing by Future Events Lab and Organisers

We may use your Personal Data to send marketing communications via email, SMS, push notifications, or display advertising (including on social media, third-party websites, or mobile apps). This includes promotions related to:

Events and services that may interest you
Future Events Lab offerings
Events hosted by Organisers with whom you’ve previously interacted

We may create targeted segments to show you relevant content or advertising, which may involve matching your contact details with social media platforms (e.g. Meta, LinkedIn) or digital ad networks. If you’d like to opt out, you can follow the instructions in the “Electronic Communications & Opt-Out” section or contact us at privacy@futureeventslab.com.

Organisers may also advertise events on social platforms using data collected through our platform. Where applicable, Organisers may use your email or demographic data for audience targeting. To opt out of Organiser-directed marketing, you will need to contact the respective Organiser directly.

4.5 Communications from Organisers

Future Events Lab allows Organisers to communicate directly with Attendees using our email tools. You may receive messages about current or past events you’ve attended, or messages sent on behalf of Organisers using contact information you provided.

Organisers can also upload external email lists to send communications through our platform. In such cases, Future Events Lab acts solely as the delivery provider, the Organiser is the data controller and responsible for complying with privacy laws.
To stop receiving these messages, refer to the unsubscribe link in the email or reach out directly to the Organiser.

4.6 Interest-Based Insights and Recommendations

We may analyse your activity on the platform (e.g. events attended, topics followed) to provide personalised suggestions or targeted promotions, either directly or on behalf of Organisers. This may include:

Event recommendations based on interests
Highlighting similar Organisers or themes
Grouping users by behaviour for marketing segments

These insights may be generated in an anonymised or identifiable format, depending on the use case.

4.7 Other Uses

If we intend to use your Personal Data for a purpose not outlined in this Privacy Policy, we will notify you at the time of collection or obtain your consent before proceeding.

4.8 Aggregated Data

We may conduct analytics and research to better understand our Users, events, and industry trends. This analysis is conducted in aggregate form and does not identify individuals. Once Personal Data is aggregated, it is treated as Non-Personal Data under this policy.

5. How We Disclose And Transfer Your Personal Data

5.1 Background

At Future Events Lab, your privacy is important to us. We do not sell your Personal Data to third parties, including advertisers. However, there are circumstances where we may need to disclose, transfer, or share your Personal Data with third parties, as outlined in this Privacy Policy. For instance, certain interpretations of privacy laws such as the California Consumer Privacy Act (CCPA) may consider the use of third-party cookies or similar technologies for analytics and advertising purposes as a "sale." Please refer to any applicable state-specific privacy notices for more information.

5.2 Business Transfers

In the course of our business growth, we may engage in transactions such as mergers, acquisitions, or asset sales. In such events, your Personal Data may be part of the assets transferred or disclosed as part of due diligence. By using our Services, you acknowledge that any successor entity may continue to use your Personal Data in accordance with this Privacy Policy.

5.3 Affiliates and Related Entities

We may share your Personal Data with our parent company, subsidiaries, or affiliates to the extent it is necessary for internal business purposes and consistent with this Privacy Policy. All related entities are required to handle your Personal Data in a manner that is consistent with our standards.

5.4 Service Providers and Contractors

We work with trusted third-party vendors and service providers to help us operate and improve our Services. These include, but are not limited to, payment processors, cloud hosting providers, customer support platforms, event production partners, data analytics services, marketing platforms, and IT support. These providers are authorised to access your Personal Data only as needed to perform services on our behalf and are contractually obligated to safeguard your information.

5.5 Event Organisers

When you register for an event, subscribe to updates, or engage with an Organiser’s offerings through our platform, your Personal Data may be shared with the relevant Organiser. This may include your name, contact information, registration data, and any additional information you submit.

Organisers may use this information for event-related communications, promotions, or customer service. If you transfer a ticket to someone else, their information may also be shared with the Organiser. In some instances, an Organiser may appoint a third party (such as a production company or venue operator) to manage their event using our Services, and we may share your Personal Data with them as well.

Please note that each Organiser operates independently and may have their own privacy policy. We recommend reviewing the relevant Organiser’s policies before submitting your information. Future Events Lab is not responsible for how Organisers or their appointed third parties use your data.

5.6 Third-Party Services and Integrations

Our platform may offer integrations or features that require the involvement of third-party services, such as ticketing partners, CRM systems, or payment gateways. Where you engage with such integrations or request services involving a third party, we may share your Personal Data as necessary to fulfil your request or complete the service.

5.7 Legal Requirements

We may disclose your Personal Data if required to do so by law, or when we believe in good faith that such action is necessary to:

Comply with legal obligations or government requests.
Protect and defend the rights, property, or safety of Future Events Lab, our users, or others.
Prevent or investigate potential misconduct in connection with the Services.
Act in urgent circumstances to ensure the personal safety of users or the public.
Protect against legal liability.

6. How We Store Your Personal Data
We may store your Personal Data ourselves or it may be stored by trusted third-party service providers with whom we work. We take reasonable technical and organisational measures to protect your Personal Data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. However, no method of transmission over the Internet or method of electronic storage is ever 100% secure. Please take care when sharing information electronically and avoid transmitting sensitive data unless necessary.

7. How You Can Access, Update, Correct, or Delete Your Personal Data
You have the right to access and manage the Personal Data we hold about you.

You can request access to or the deletion of your Personal Data at any time by contacting us using the details provided below. Where applicable, you may also edit your information directly through your account on our platform. We will review all such requests in accordance with relevant data protection laws.

If you are an event participant and request deletion of your Personal Data, we may remove your information from our systems. However, please note that if your data has already been shared with an Event Organiser prior to your request, that data may remain in their systems subject to their own privacy policies.

8. How Long We Retain Your Personal Data
We retain your Personal Data for as long as you have an account with us or as otherwise necessary to provide you with our Services. You may delete your account via your account settings.

In some cases, we may retain certain Personal Data for legal, regulatory, or legitimate business reasons, even after you delete your account. Backup copies may also persist for a limited time. If you are a client or prospective client of our sales team, we retain your information for as long as we maintain a business relationship and for a short time thereafter.

9. Cookies and Similar Technologies
We use cookies, pixel tags, local storage, and similar technologies to improve your browsing experience, analyse traffic, and personalise content. Please refer to our Cookie Policy for more detailed information about the types of cookies we use and how you can manage your preferences.

10. Your Choices

10.1 Limit the Personal Data You Provide
You may browse some areas of our Services without providing Personal Data. However, certain features may not be available unless you provide the required information, such as registering for an event or subscribing to updates.

10.2 Opt Out from Electronic Communications

(a) Future Events Lab Marketing Communications
If you have opted in, we may send you emails or messages about upcoming events, services, and updates. You can unsubscribe at any time by clicking the “Unsubscribe” link in our emails or managing your preferences via your account settings.

(b) Event Organiser Communications
Event Organisers may use our platform to send emails to attendees. While we facilitate these communications, we do not control their content. You can opt out by using the unsubscribe link provided in each email.

(c) Social Notifications
If you connect your social media accounts, you may receive updates about your friends’ activities. You can adjust your privacy and connection settings at any time.

(d) Transactional or Service-Based Communications
Certain communications (such as event confirmations, ticket delivery, or support responses) are necessary to use our services and cannot be opted out of unless you delete your account entirely.

(e) Retention of Marketing Preferences
Please note it may take up to 48 hours to process your opt-out request. We will no longer use your data for marketing, but Organisers who have already received your information may continue to contact you in accordance with their own policies.

10.3 Do Not Track
We currently do not respond to “Do Not Track” browser signals or similar mechanisms.

10.4 Targeted Advertising
We may work with third-party advertisers to display relevant ads. You can opt out of targeted advertising by adjusting your browser settings or visiting our Cookie Policy for instructions.

11. Exclusions

11.1 Personal Data Provided to Others
This policy does not apply to any data you share directly with other users or event Organisers through their platforms, including on public event pages.

11.2 Third-Party Links
Our Services may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of those third parties. Please review their policies before sharing any data with them.

12. Children’s Privacy
Our Services are not intended for children under 13 years of age, and we do not knowingly collect Personal Data from children. If you believe a child has provided us with their data, please contact us, and we will promptly remove it.

13. International Data Transfers
If you are located outside Australia, please note that your Personal Data may be transferred to, stored in, and processed in Australia and other countries where our partners operate. These countries may not offer the same level of data protection as your home jurisdiction, but we ensure your data is handled securely and in accordance with this policy.

14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. If we make material changes, we may notify you via email or through a notice on our website. Continued use of our Services after updates constitutes your acceptance of the changes.

If you have any queries or complaints about our Privacy Policy, please contact us at:

Future Events Lab Pty Ltd

Level 1, 272 Lygon Street, Calrton, VIC, 3052

privacy@futureeventslab.com

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