Privacy Statement – Out There Oz Pty Ltd
Effective Date: 1 June 2025
Out There Oz Pty Ltd (“we”, “us”, or “our”) is committed to protecting the privacy of individuals in accordance with thevPrivacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Statement outlines how we collect, use, store, disclose, and protect personal information, including images and videos, submitted to us via email or other electronic means for use on our social media, live streaming events, or websites.
Scope of this Privacy Statement
This Privacy Statement applies to all personal information, including photographs and videos, submitted to Out There Oz Pty Ltd via email or other electronic platforms (e.g., file-sharing services) and stored on Microsoft Windows email systems and Microsoft SharePoint. Personal information includes any information where an individual’s identity is clear or can reasonably be identified, such as images or videos of individuals.
2. Collection of Personal Information
2.1 Types of Personal Information Collected
We collect personal information, including:
Photographs and videos submitted electronically via email or other platforms.
Contact details of submitters (e.g., name, email address) provided during submission.
Approvals or consent documentation from submitters or, where applicable, parents/guardians.
2.2 How We Collect Personal Information
Direct Collection: We collect personal information directly from you when you submit photographs or
videos to us via email or other electronic means.
Third Parties: Where necessary, we may collect consent or verification information from third parties, such as parents or guardians, for images or videos involving individuals suspected of being under 18 years of age.
Purpose of Collection: We collect personal information only when it is reasonably necessary for our
business functions, such as sharing content on our social media, live streaming events, or websites.
2.3 Consent for Images and Videos Individuals Suspected of Being Under 18: Any photograph or video of an individual suspected of being
under 18 will be destroyed and not used unless verbal and in-person consent is provided to the Director of Out There Oz Pty Ltd by the individual’s parent or legal guardian. We take particular care with children’s personal information and comply with additional obligations under the Privacy Act to protect minors.
Individuals Suspected of Being Over 18: For photographs or videos of individuals suspected of being over 18, we require written approval from the submitter (or the individual depicted, if di?erent) before use. This approval must confirm that the submitter consents to the use of the image or video on our social media, live streaming events, or websites.
Sensitive Information: If an image or video contains sensitive information (e.g., racial or ethnic origins, religious beliefs), we will only collect and use it with explicit consent, unless otherwise permitted by law.
3. Use and Disclosure of Personal Information
3.1 Primary Purpose
We use personal information, including photographs and videos, for the primary purpose of:
Publishing approved content on our social media platforms, live streaming events, or websites.
Promoting Out There Oz Pty Ltd’s activities and events.
3.2 Secondary Purposes
We will only use or disclose personal information for secondary purposes if:
You have provided consent.
You would reasonably expect us to use or disclose it for a related secondary purpose (e.g., responding to inquiries about submitted content).
It is required or authorised by Australian law, such as in response to a court or tribunal order.
3.3 Disclosure to Third Parties
We may disclose personal information to:
Third-party service providers (e.g., Microsoft for email and SharePoint services) for storage and processing, subject to strict security and confidentiality obligations.
Social media platforms (e.g., Facebook, Instagram, X) when posting approved content, in accordance with their privacy policies.
Regulatory authorities or law enforcement, if required by law.
We do not transfer personal information overseas unless required by law or with your explicit consent. If personal information is disclosed overseas (e.g., via social media platforms), we will take reasonable steps to ensure compliance with Australian privacy laws, noting that we cannot control how overseas entities use your information.
4. Storage and Security
4.1 Storage
Personal information, including photographs and videos, is stored securely on:
Microsoft Windows Email: Emails containing submissions are stored on password-protected systems with access restricted to the Director of Out There Oz Pty Ltd.
Microsoft SharePoint: Files are stored on SharePoint with access controls, encryption and compliance
with Australian Government security standards, including the Protective Security Policy Framework and
the Australian Government Information Security Manual.
At the request of certain clients, some content may be securely stored on portable hard drives,
disconnected from hardware, under the supervision of the Director of Out There Oz Pty Ltd. Such content will be retained only for the duration specified by the client, after which it will be securely destroyed by the Director to safeguard the data, in accordance with the Out There Oz Pty Ltd Privacy Statement and the
Privacy Act 1988 (Cth).
4.2 Security Measures We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure, including:
Implementing password protection and access controls for Microsoft Windows email and SharePoint,
managed by the Director of Out There Oz Pty Ltd.
Using encryption and secure socket layer (SSL) protocols for electronic submissions where applicable.
Regularly reviewing and updating security measures to address technological advancements.
4.3 Destruction of Personal Information
Photographs or videos of individuals suspected of being under 18 will be destroyed immediately if parental consent is not obtained (form available on our website or by request at admin@outthereoz.com)
Other personal information will be securely destroyed or de-identified when it is no longer needed for our business purposes or required by law, in accordance with the Archives Act 1983 (Cth) and our records
disposal policies.
5. Content Vetting and Liability
5.1 Vetting Process
The Director of Out There Oz Pty Ltd will take reasonable steps to vet submitted photographs and videos to ensure compliance with this Privacy Statement and Australian laws. This includes verifying submitter approvals and parental consent where required. However, submissions are made at the submitter’s own risk, and we cannot guarantee that all content will be free from errors or inappropriate material.
5.2 Liability Disclaimer
Out There Oz Pty Ltd is not liable for any damages, losses, or claims (including but not limited to loss of revenue, reputation, or data) arising from the posting of submitted content on our social media platforms, live streaming events, or websites, whether in contract, tort (including negligence), or otherwise. Submitters acknowledge that they provide content at their own risk. Where permitted by law, our liability for any breach of statutory guarantees (e.g.,bunder the Competition and Consumer Act 2010 (Cth)) is limited to replacing the service or supplying an equivalent
service.
6. Access and Correction
You have the right to:
Request access to the personal information we hold about you.
Request correction of inaccurate, incomplete, or outdated personal information.
Make a complaint if you believe we have mishandled your personal information.
To exercise these rights, contact the Director of Out There Oz Pty Ltd (details below). We will respond to requests within a reasonable period, subject to identity verification.
7. Complaints
If you believe we have breached our privacy obligations, you may:
Contact the Director of Out There Oz Pty Ltd to resolve the issue.
Lodge a complaint with the O?ice of the Australian Information Commissioner (OAIC) at
www.oaic.gov.au or by calling 1300 363 992 if the issue is not resolved satisfactorily.
8. Social Media and Live Streaming
When we post content on social media platforms (e.g., Facebook, Instagram, X) or live streaming services, you should review the privacy policies of those platforms, as we do not control how they handle personal information. If you share our content or interact with us on social media, your information may be visible to others, depending on the platform’s privacy settings. We encourage you to use privacy settings to limit who can see your information.
9. Contact Us
For all questions, requests, or complaints about this Privacy Statement or our handling of personal information,
please contact:
The Director
Out There Oz Pty Ltd
Canberra, ACT
Email: admin@outthereoz.com
Phone: +61 405 674 534
10. Changes to this Privacy Statement
We may update this Privacy Statement from time to time to reflect changes in our practices or legal requirements.
The updated version will be posted on our website with the effective date.