Pink Caviar Events | Event Management Sydney

Privacy Policy

Last updated: July 2026

This Privacy Policy explains how Pink Caviar Events collects, holds, uses and discloses personal information in connection with our website, enquiries, event management services, conference management, event registrations, styling and production services, supplier and client relationships, marketing communications, event attendance and related business activities.

Pink Caviar Events is operated by Pink Caviar Projects Pty Ltd trading as Pink Caviar Events.

In this Privacy Policy:

  • “Pink Caviar Events”, “Pink Caviar”, “we”, “us” and “our” refer to Pink Caviar Projects Pty Ltd trading as Pink Caviar Events;
  • “client” or “event organiser” refers to a business, association, government body, organisation or other person that engages us to provide event-related services; and
  • “you” refers to website visitors, clients, prospective clients, attendees, delegates, guests, speakers, sponsors, exhibitors, partners, suppliers, contractors and other people who interact with us.

If you have any questions about this Privacy Policy or how your personal information is handled, please contact us:

Email: info@pinkcaviar.com.au
Business name: Pink Caviar Projects Pty Ltd trading as Pink Caviar Events
ABN: 50 166 515 751
Address: Level 15, Grosvenor Place, 225 George Street, Sydney NSW 2000

1. Our approach to privacy

We are committed to handling personal information responsibly, transparently and securely.

Depending on the nature of our activities, some obligations under the Privacy Act 1988 (Cth) may not apply to our business. Where the Privacy Act applies, we will comply with it and the Australian Privacy Principles.

Where an exemption applies, we nevertheless aim to manage personal information in a manner generally consistent with accepted Australian privacy practices.

Nothing in this Privacy Policy limits any rights or obligations arising under applicable law.

2. What personal information we collect

The personal information we collect will depend on how you interact with Pink Caviar Events and the services we are providing.

We may collect personal information including:

  • full name;
  • email address;
  • telephone number;
  • business or organisation name;
  • job title, position and industry;
  • postal, billing or business address;
  • event enquiry and brief information;
  • event date, location, venue and estimated guest numbers;
  • event objectives, requirements, preferences and budgets;
  • ticket purchase, registration and RSVP information;
  • attendee, delegate, guest, seating, table or group information;
  • event attendance, check-in, access and badge information;
  • dietary requirements, allergies and food intolerances;
  • accessibility and mobility requirements;
  • emergency contact or safety information where reasonably required;
  • travel, accommodation, transfer or identification information where reasonably necessary for retreats, incentive experiences, destination events or venue access;
  • payment and transaction information;
  • bank details where required for refunds or supplier payments;
  • tax invoice, receipt and accounting information;
  • quote requests, styling selections and hire requirements;
  • information entered into website enquiry forms or online quote tools;
  • correspondence, enquiry details and communication history;
  • speaker, sponsor, exhibitor, partner and supplier information;
  • professional biographies, headshots and social media details;
  • contract and supplier information;
  • survey responses, feedback, prize-draw or competition entries;
  • marketing and communication preferences;
  • IP address, browser and device information;
  • website usage, analytics and cookie information; and
  • photographs, video or audio captured at events.

Some website tools may temporarily save information entered into a form or quote request before the form is submitted, where this functionality is enabled and disclosed at the point of collection.

3. Sensitive information

We may collect limited sensitive information where reasonably necessary to plan or deliver an event, accommodate an attendee’s requirements, manage health or safety, arrange catering or comply with legal requirements.

This may include:

  • food allergies and intolerances;
  • health-related information;
  • disability, mobility or accessibility requirements;
  • dietary requirements that may reveal health, religious or cultural information;
  • emergency or medical requirements; or
  • other sensitive information you choose to provide.

We only collect sensitive information where it is reasonably necessary for our functions or activities and with your consent where required by law, unless another legal exception applies.

We ask that you provide only the information reasonably necessary for us to accommodate your requirements.

Where practical, we will minimise or de-identify sensitive information before providing it to venues, caterers, transport providers or other suppliers. Sensitive information such as dietary, allergy, accessibility or health information is not provided to sponsors or other event participants for independent marketing purposes.

3.1 Anonymous or pseudonymous interactions

Where lawful and practical, you may choose to interact with us anonymously or using a pseudonym.

However, we generally need to identify you when providing quotations, entering into contracts, processing payments, managing event registrations, arranging event services or undertaking other activities where identification is reasonably necessary.

4. How we collect personal information

We may collect personal information when you:

  • visit or interact with the Pink Caviar Events website;
  • submit an enquiry or request a quotation;
  • use an online styling catalogue or quote list;
  • book a consultation or meeting;
  • engage us to plan, manage, style or deliver an event;
  • enter into an agreement with us;
  • purchase event-related products or services;
  • register or RSVP for an event we manage;
  • provide information on behalf of another attendee or guest;
  • communicate with us by email, telephone, website form, video meeting or social media;
  • subscribe to marketing communications;
  • participate as a speaker, sponsor, exhibitor, supplier or event partner;
  • attend an event that we manage or support;
  • complete a survey, feedback form, prize draw or competition entry; or
  • interact with our emails, advertisements, social media or digital content.

We may also collect personal information from:

  • our clients and event organisers;
  • employers or corporate hosts;
  • ticket purchasers and group-booking contacts;
  • attendees or guests providing information about another attendee;
  • Event RSVP and other registration or event technology systems;
  • venues, hotels, caterers and event suppliers;
  • speakers, sponsors, exhibitors and event partners;
  • payment processors;
  • referral partners and professional contacts;
  • social media and professional networking platforms;
  • publicly available business or professional sources; and
  • other organisations involved in delivering an event or service.

If you provide personal information about another person, you must have authority to provide it and should make that person aware of this Privacy Policy and any relevant event-specific privacy notice.

5. Why we collect and use personal information

We collect, hold, use and disclose personal information for purposes including:

  • responding to enquiries and preparing proposals or quotations;
  • understanding event briefs, objectives and requirements;
  • planning, managing, producing, styling and delivering events;
  • providing conference and professional conference organiser services;
  • managing corporate events, gala dinners, awards nights, launches, activations, roadshows, retreats and incentive experiences;
  • managing registrations, RSVPs, ticketing and event access;
  • issuing confirmations, tickets, invoices, receipts and event communications;
  • managing attendee lists, check-in, seating, tables and badges;
  • coordinating speakers, sponsors, exhibitors, suppliers and event partners;
  • arranging venues, catering, accommodation, transport and other event services;
  • managing dietary, accessibility, safety and venue requirements;
  • communicating event changes, reminders and important attendee information;
  • processing payments, invoices, refunds and supplier transactions;
  • managing contracts, disputes, complaints and customer service matters;
  • delivering styling, production and event hire services;
  • conducting surveys and post-event evaluations;
  • managing prize draws and competitions;
  • sending marketing communications where permitted by law;
  • improving our website, services, communications and client experience;
  • conducting analytics, reporting, advertising and remarketing;
  • managing client, supplier and professional relationships;
  • protecting the safety, security and rights of clients, attendees, staff, suppliers, venues and other parties;
  • preventing fraud, misuse or security threats; and
  • complying with legal, accounting, insurance, tax, regulatory and record-keeping obligations.

If you do not provide information reasonably required for an enquiry, booking, event registration or service, we may not be able to provide the requested service or properly accommodate your requirements.

6. Information we handle for our clients

Pink Caviar Events provides event management and related services to corporate, government, association and other clients.

As part of these services, a client may provide us with personal information about its attendees, delegates, employees, members, guests, speakers, sponsors or other stakeholders.

We may also collect personal information directly from attendees on a client’s behalf through registration forms, Event RSVP, ticketing systems, surveys, event applications or other event technology.

Where we handle personal information for a client event, we generally use that information for purposes connected with planning, managing and delivering that event.

This may include:

  • registration and attendee management;
  • ticketing and event access;
  • event communications and reminders;
  • seating and table allocation;
  • badges and check-in;
  • catering and dietary management;
  • accessibility and safety arrangements;
  • accommodation, travel or transport coordination;
  • speaker and program management;
  • event reporting and evaluation; and
  • other services agreed with the client.

The client may determine what information is collected, the purpose for which it is collected and certain uses or disclosures associated with the event.

Clients are responsible for ensuring that they have appropriate authority to provide personal information to us and for complying with their own privacy obligations.

Where practicable, Pink Caviar Events will handle personal information supplied by a client consistently with the client’s lawful instructions, our contractual obligations and applicable privacy requirements.

We will not add attendees from a client event to Pink Caviar Events marketing lists merely because they attended an event that we managed.

7. Event RSVP and related services

Pink Caviar Events may use Event RSVP, also operated by Pink Caviar Projects Pty Ltd, to provide ticketing, registration, RSVP, delegate communication, badge-printing and event check-in services.

Where Event RSVP is used, personal information may be handled through that service in accordance with the relevant event registration notice and the Event RSVP Privacy Policy.

Pink Caviar Projects Pty Ltd also operates Future of Events Summit as a separate trading brand.

Personal information collected through Future of Events Summit is handled in accordance with the Future of Events Summit Privacy Policy.

Consent to receive marketing from Pink Caviar Events does not automatically constitute consent to receive marketing from Event RSVP or Future of Events Summit unless the consent request specifically identifies those brands.

Similarly, registration for an event through Event RSVP or Future of Events Summit does not automatically subscribe you to Pink Caviar Events marketing.

8. Ticketing and payment information

Pink Caviar Events may use third-party payment, ticketing, accounting and registration providers.

We may receive or hold:

  • payment confirmation;
  • transaction details;
  • ticket or order details;
  • billing information;
  • payment status;
  • invoice information;
  • refund records; and
  • related transaction information.

We do not collect or store complete payment-card details on our own systems. Card payments are processed by the relevant payment provider.

Payment providers may collect information directly from you and handle it in accordance with their own privacy policies and security practices.

9. Marketing communications

We may send you marketing communications about Pink Caviar Events, our event management and styling services, event industry content, offers, news, events and related opportunities where:

  • you have consented to receive them; or
  • we are otherwise permitted to do so by law.

We generally request marketing consent through a separate and optional selection during an enquiry, registration, booking or subscription process.

Submitting an enquiry, requesting a quote, engaging us for an event, registering for an event or providing your business contact information does not automatically subscribe you to all future Pink Caviar Events marketing communications.

Our commercial electronic messages will identify Pink Caviar Events or Pink Caviar Projects Pty Ltd as the sender, provide valid contact information and include a straightforward means of unsubscribing where required by law.

You may unsubscribe at any time by:

  • using the unsubscribe facility included in the communication; or
  • contacting us at info@pinkcaviar.com.au.

We will action unsubscribe requests within five working days or within any other period required by law.

We may retain limited contact information on a suppression list to ensure that your unsubscribe request continues to be respected.

If you unsubscribe from marketing communications, we may still send non-marketing communications reasonably necessary to:

  • respond to an enquiry;
  • administer an existing booking or contract;
  • manage an event you are attending;
  • provide an invoice, confirmation or service update;
  • communicate a safety, venue or operational matter; or
  • otherwise provide a service you have requested.

Consent to receive Pink Caviar Events marketing does not automatically constitute consent to receive independent marketing from Future of Events Summit, Event RSVP, our clients, sponsors, exhibitors, suppliers, venues or other third parties unless the relevant consent request expressly says otherwise.

10. Sponsors, exhibitors and event partners

Events managed by Pink Caviar Events may involve sponsors, exhibitors and event partners.

We will not independently provide an attendee’s email address, telephone number or other direct contact details to a sponsor, exhibitor or event partner for that organisation’s sales or marketing purposes unless:

  • the attendee has agreed to the disclosure through an appropriate consent choice;
  • the attendee has directly provided their details to that organisation, including by scanning a badge, completing a form, entering a competition or requesting information;
  • the relevant client or event organiser has instructed us to make the disclosure and has confirmed that the disclosure is appropriately authorised;
  • the attendee has otherwise authorised the disclosure; or
  • the disclosure is required or permitted by law.

Where Pink Caviar Events controls the registration process and consent is requested, the registration form or collection notice should explain the information that may be shared, the types of organisations that may receive it and the purpose of the disclosure.

Where information has already been disclosed to a sponsor or event partner with appropriate authority, the individual may need to contact that organisation directly regarding its continued use of the information or to unsubscribe from its communications.

11. Cookies, analytics and online tracking

The Pink Caviar Events website may use cookies, pixels, analytics tools and similar technologies to:

  • operate and secure the website;
  • remember user preferences;
  • maintain online quote or enquiry functionality;
  • understand visitor behaviour;
  • measure enquiries and website performance;
  • improve our website and services;
  • personalise content;
  • create advertising audiences; and
  • support advertising and remarketing.

These technologies may be provided by services such as Google, Meta, LinkedIn, email marketing providers, CRM systems, website platforms and other digital service providers.

You can adjust your browser settings to block or delete cookies.

Some website features may not function properly if cookies are disabled.

Third-party platforms may handle information collected through their technologies in accordance with their own privacy policies.

12. Photography, filming and event media

Photography, filming, audio recording, livestreaming and other content capture may take place at events planned, managed or supported by Pink Caviar Events.

The relevant client or event organiser may determine whether photography or recording takes place and how the resulting content is used.

Where Pink Caviar Events is responsible for photography or content capture, photographs, video, audio and event recordings may be used for:

  • event documentation and reporting;
  • Pink Caviar Events websites;
  • social media and digital content;
  • portfolio and case-study purposes;
  • proposals and capability materials;
  • editorial, media and public relations activities;
  • marketing and promotion;
  • advertising and promotional materials; and
  • internal and archival purposes.

We or the relevant event organiser will take reasonable steps to notify attendees where photography or recording is taking place.

Notice may be provided through:

  • invitations or ticketing information;
  • registration terms;
  • pre-event communications;
  • signs at the venue or event entrance;
  • onsite announcements; or
  • other event materials.

If you do not wish to be intentionally photographed or filmed, please notify the relevant event organiser or Pink Caviar Events before the event or speak with the registration or event team when you arrive.

Where practicable, an identifying lanyard, wristband or other process may be used to communicate your preference to authorised photographers and videographers.

We will take reasonable steps to accommodate such requests where the photography or filming is within our control.

However, because events take place in shared spaces, we cannot guarantee that an individual will not appear incidentally in wide-angle photographs, crowd footage, background images or recordings of speakers and event activities.

Where we arrange a featured portrait, individual interview, testimonial, endorsement or other dedicated promotional content involving an identifiable individual, we may seek additional consent where appropriate.

Media representatives, sponsors, exhibitors, venues, clients and attendees may also independently take photographs or recordings. Pink Caviar Events is not responsible for independent content captured or published by third parties outside our reasonable control.

13. Who we may disclose personal information to

We may disclose personal information where reasonably necessary to:

  • our clients and event organisers;
  • Event RSVP and event registration providers;
  • ticketing and RSVP platforms;
  • payment processors and financial service providers;
  • accounting and invoicing providers;
  • website hosting, cloud storage, cybersecurity and IT providers;
  • email marketing, CRM and communications providers;
  • analytics, advertising and social media platforms;
  • venues, hotels and accommodation providers;
  • caterers and hospitality providers;
  • transport and travel service providers where relevant;
  • production, audiovisual and staging suppliers;
  • florists, stylists and event hire suppliers;
  • event staff, contractors, crew and registration teams;
  • security providers and emergency personnel;
  • badge-printing and event technology providers;
  • speakers, facilitators and talent where reasonably necessary;
  • sponsors, exhibitors and event partners where reasonably necessary for event delivery or appropriately authorised in accordance with Section 10;
  • photographers, videographers, media and livestream providers;
  • insurers, accountants, lawyers and other professional advisers;
  • government, regulatory, law-enforcement, health, safety or emergency authorities where required or permitted by law; and
  • a party involved in a proposed or completed sale, merger, restructure or transfer of all or part of our business, subject to appropriate legal and confidentiality requirements.

We limit disclosures to information reasonably required for the relevant purpose.

We do not sell or disclose personal information as a standalone product.

14. Overseas storage and disclosure

Some technology, cloud, website, email, analytics, payment, publishing and other service providers we use may store, access or process personal information outside Australia.

The location of overseas recipients will depend on the service providers used from time to time.

Where required by applicable law, we will take reasonable steps to ensure that any overseas disclosures of personal information are handled appropriately and in accordance with Australian privacy requirements.

Technology providers, infrastructure and data locations may change over time.

15. Security of personal information

We take reasonable administrative, technical and physical steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

These steps may include:

  • secure technology systems;
  • encrypted website connections;
  • access controls and password protection;
  • multi-factor authentication where available;
  • restricting access to staff and suppliers who reasonably require the information;
  • staff and contractor confidentiality requirements;
  • maintaining and updating systems;
  • supplier and service-provider controls; and
  • data-handling and incident-response procedures.

Although we take reasonable steps to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure.

This statement does not limit any rights or obligations arising under applicable law.

16. Data breaches

We maintain procedures for assessing and responding to suspected data breaches.

Where required by applicable law, we will notify affected individuals and the Office of the Australian Information Commissioner of an eligible data breach.

We may also provide voluntary notification where we consider this appropriate to reduce the risk of harm.

Where a suspected breach involves personal information we hold on behalf of a client, we may work with that client to investigate, contain and respond to the incident.

17. Data retention

We retain personal information for as long as reasonably necessary for:

  • providing event management and related services;
  • responding to enquiries and maintaining client relationships;
  • event delivery and administration;
  • customer service and complaint handling;
  • maintaining contracts, attendance and transaction records;
  • supplier and contractor management;
  • accounting, taxation and insurance;
  • legal and contractual requirements;
  • fraud prevention and dispute resolution;
  • reporting and evaluation; and
  • marketing where consent remains current or marketing is otherwise permitted by law.

Where we hold personal information on behalf of a client, the applicable retention period may also depend on our agreement with that client and its lawful instructions.

When personal information is no longer reasonably required, we will take reasonable steps to delete, destroy or de-identify it unless continued retention is required or permitted by law.

We may retain limited contact information on a suppression list to ensure that unsubscribe requests continue to be respected.

18. Access and correction

You may request access to personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

Requests should be sent to info@pinkcaviar.com.au.

We may need to verify your identity before providing access or making a correction.

Where information is held on behalf of one of our clients or another event organiser, we may consult with or refer your request to that organisation. We will let you know where this occurs.

In some circumstances, access or correction may be refused or limited where permitted by law. Where appropriate, we will explain the reason for the decision and available complaint options.

19. Privacy and marketing complaints

If you have a concern about how we have handled your personal information or marketing preferences, please contact us at info@pinkcaviar.com.au with:

  • your name and contact details;
  • the event, service or enquiry concerned;
  • details of your concern;
  • relevant dates or communications; and
  • the outcome you are seeking.

We will acknowledge and investigate the complaint and aim to provide a substantive response within 30 days.

If we require additional time, we will let you know.

Where the concern relates to personal information being handled on behalf of one of our clients, we may consult with or refer the matter to that client as appropriate.

If you are not satisfied with our response and the Privacy Act applies, you may be able to complain to the Office of the Australian Information Commissioner.

Complaints relating to commercial electronic messages or unsubscribe requests may also be made to the Australian Communications and Media Authority.

20. Third-party websites and services

The Pink Caviar Events website and our communications may contain links to:

  • Event RSVP;
  • Future of Events Summit;
  • client websites;
  • venues;
  • suppliers;
  • sponsors and exhibitors;
  • payment platforms;
  • social media platforms; and
  • other external websites or resources.

We are not responsible for the privacy, security or content practices of independent third-party websites or services.

You should review the privacy policy and terms of any third-party website before providing personal information.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our activities, services, technology, service providers or legal obligations.

The current version will be published on the Pink Caviar Events website with the updated effective date.

An update to this Privacy Policy does not, by itself, authorise us to use personal information already collected for a materially different purpose.

Where required, we will seek additional consent or rely on another lawful basis before doing so.

22. Contact us

Questions, access requests, correction requests, privacy complaints and marketing preference requests can be directed to:

Pink Caviar Projects Pty Ltd trading as Pink Caviar Events
ABN: 50 166 515 751
Email: info@pinkcaviar.com.au
Address: Level 15, Grosvenor Place, 225 George Street, Sydney NSW 2000