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Privacy Policy

1. About FML Media

FML Media is operated by Thomas Walter Ashcroft, a sole trader trading as FML Media, ABN 42 458 362 047.

In this Privacy Policy, “FML Media”, “we”, “our” and “us” refer to that business.

This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with:

  • our website and online platforms;

  • enquiries, quotations and bookings;

  • photography, videography and content production;

  • social media management;

  • paid advertising and marketing;

  • website development and maintenance;

  • graphic design and branding;

  • influencer and creator coordination;

  • event coverage;

  • consulting and strategy services;

  • contractors, suppliers and employment enquiries; and

  • any other business activities conducted under the FML Media name.

This policy applies where required by applicable privacy law. Nothing in this policy is intended to create obligations beyond those imposed by applicable law.

2. Privacy laws

Where applicable, we handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable Australian laws.

Some small businesses may be exempt from parts of the Privacy Act. Where an exemption applies, we will still take reasonable steps to handle personal information responsibly and in accordance with this policy.

3. Personal information we may collect

The information we collect depends on how you interact with us and may include:

Identity and contact information

  • name;

  • business name;

  • position or job title;

  • email address;

  • telephone number;

  • postal or business address; and

  • social media usernames or account information.

Business and project information

  • project briefs;

  • marketing plans;

  • brand information;

  • menus, pricing, offers and product information;

  • campaign objectives;

  • content schedules;

  • booking information;

  • venue information;

  • account permissions;

  • website information;

  • advertising information; and

  • information contained in files, documents, images or recordings supplied to us.

Billing information

  • billing address;

  • invoice information;

  • transaction records;

  • payment status; and

  • limited payment-related information provided by payment processors.

We generally do not directly store complete credit or debit card details.

Digital and technical information

When you use our website or online services, we may collect:

  • IP address;

  • browser and device information;

  • operating system;

  • pages viewed;

  • links selected;

  • referring website;

  • approximate location;

  • website session information;

  • cookie identifiers; and

  • analytics and advertising information.

Communications

We may collect information contained in:

  • emails;

  • enquiry forms;

  • direct messages;

  • telephone calls;

  • meeting notes;

  • feedback;

  • reviews;

  • approvals; and

  • other correspondence.

Photography, video and audio

Our work may involve collecting or creating:

  • photographs;

  • video footage;

  • audio recordings;

  • interviews;

  • testimonials;

  • event footage; and

  • behind-the-scenes content.

The Client is responsible for obtaining appropriate permissions from people appearing in Client-arranged content, except where FML Media has expressly agreed in writing to manage those permissions.

Sensitive information

We do not intentionally collect sensitive information unless it is reasonably necessary for a specific purpose and we have consent or another lawful basis to collect it.

You should not send sensitive personal information to us unless we have requested it or agreed to receive it.

4. How we collect information

We may collect personal information:

  • directly from you;

  • through our website;

  • through email, telephone or social media;

  • through booking, enquiry or payment platforms;

  • from a business or person acting on your behalf;

  • from clients, contractors, influencers, venues and suppliers;

  • from publicly available sources;

  • through social media and advertising platforms;

  • through analytics, cookies and tracking technologies; and

  • when providing services at a venue, workplace or event.

Where lawful and practical, you may interact with us anonymously or using a pseudonym. However, we may be unable to provide quotations, bookings or services without identifying information.

5. How we use personal information

We may use personal information to:

  • respond to enquiries;

  • prepare quotations, proposals and agreements;

  • provide and manage services;

  • schedule productions and meetings;

  • communicate with clients, suppliers and contractors;

  • create, edit, publish and manage content;

  • access and manage authorised social media, advertising or website accounts;

  • process invoices and payments;

  • coordinate influencers, creators, venues and third parties;

  • provide support and resolve disputes;

  • maintain business and accounting records;

  • manage security, fraud and misuse risks;

  • improve our services, website and business systems;

  • analyse website and campaign activity;

  • comply with legal, tax, insurance and regulatory obligations;

  • enforce our agreements and protect our legal rights;

  • consider contractors, suppliers or applicants;

  • send marketing communications where permitted; and

  • carry out any purpose disclosed when the information was collected.

We may also use information for a related purpose that you would reasonably expect, where permitted by law.

6. Disclosure of personal information

We may disclose personal information to:

  • employees and contractors involved in providing services;

  • photographers, videographers, editors, designers and developers;

  • accountants, insurers, lawyers and professional advisers;

  • payment processors and financial service providers;

  • cloud storage, email, communication and project management providers;

  • website hosting, domain, plugin and technology providers;

  • analytics, advertising and marketing platforms;

  • social media platforms;

  • printing, production and distribution suppliers;

  • influencers, creators, talent, venues and event organisers;

  • debt recovery providers;

  • law enforcement, courts, regulators or government authorities;

  • a purchaser or adviser involved in a proposed sale, transfer or restructure of the business; and

  • other parties where you have authorised the disclosure or where disclosure is required or permitted by law.

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

7. Overseas processing and disclosure

Some of our technology providers, platforms, contractors or service providers may store or process information outside Australia.

These locations may include the United States and other countries in which cloud, social media, advertising, software and technology providers operate.

The countries involved may change depending on the providers used for a particular service.

Where required by law, we will take reasonable steps concerning overseas disclosures. However, overseas recipients may be subject to different privacy and data protection laws from those applying in Australia.

8. Cookies, analytics and tracking technologies

Our website and digital services may use:

  • essential cookies;

  • analytics cookies;

  • advertising cookies;

  • tracking pixels;

  • conversion tracking;

  • session technologies; and

  • similar tools.

These technologies may be used to:

  • operate the website;

  • remember preferences;

  • understand website activity;

  • measure advertising performance;

  • identify technical issues;

  • improve content and services; and

  • deliver or measure relevant advertising.

You may block or delete cookies through your browser settings. Some website functions may not operate correctly if cookies are disabled.

Where required, we may provide additional cookie controls or consent options.

9. Marketing communications

We may send marketing communications where:

  • you have consented;

  • consent can reasonably be inferred;

  • we have another lawful basis; or

  • the communication is otherwise permitted by law.

Marketing communications will contain an unsubscribe method where required.

You may unsubscribe at any time by:

  • using the unsubscribe option in the communication; or

  • emailing admin@fml.media.

Transactional, billing, service and security communications are not marketing communications and may still be sent where necessary.

10. Third-party platforms

Our services may involve third-party platforms including social media, advertising, website, payment, communication and cloud service providers.

Those providers handle information under their own privacy policies and terms. We do not control their independent collection or use of information.

You should review the privacy settings and policies of any third-party platforms you use.

11. Security

We use reasonable administrative, technical and organisational safeguards appropriate to the nature of the information we hold.

These safeguards may include:

  • access controls;

  • passwords and authentication;

  • secure cloud providers;

  • restricted account permissions;

  • software updates;

  • backup procedures; and

  • limiting access to people who require the information.

No online transmission, account, device or storage system is completely secure. To the maximum extent permitted by law, we do not guarantee that unauthorised access, cyberattacks, data loss or security incidents will never occur.

You are responsible for protecting passwords, account credentials and access codes that you control.

12. Data breaches

Where applicable, we will assess suspected data breaches and comply with notification obligations imposed by law.

You must promptly notify us if you become aware that credentials, files, accounts or information supplied in connection with our services may have been compromised.

13. Retention

We retain personal information for as long as reasonably required to:

  • provide services;

  • maintain business and accounting records;

  • meet tax, insurance and legal requirements;

  • resolve disputes;

  • enforce agreements;

  • maintain backups; and

  • protect our legitimate business interests.

When information is no longer reasonably required, we may delete, destroy or de-identify it, subject to legal, technical and backup limitations.

Our retention of project files and creative materials is also governed by our Client Service Terms.

14. Access and correction

You may request access to personal information we hold about you or ask us to correct inaccurate information.

We may need to verify your identity before responding.

Access may be refused or limited where permitted by law, including where disclosure would:

  • unreasonably affect another person’s privacy;

  • reveal confidential or commercially sensitive information;

  • interfere with legal proceedings;

  • expose privileged information; or

  • otherwise be unlawful.

We may charge reasonable costs where permitted by law. We will not charge merely for making an access or correction request.

15. Deletion requests

You may request deletion of personal information.

We may not be able to delete information where it is reasonably required for:

  • legal or regulatory compliance;

  • financial and accounting records;

  • insurance;

  • dispute resolution;

  • fraud prevention;

  • enforcing an agreement;

  • backups; or

  • establishing, exercising or defending legal rights.

16. Privacy complaints

Privacy questions, requests or complaints should be sent to:

Email: admin@fml.media
Business: FML Media
Operator: Thomas Walter Ashcroft
ABN: 42 458 362 047

Please include sufficient information for us to understand and investigate the matter.

We may request further information or proof of identity.

We will consider the complaint and respond within a reasonable period.

Where the Privacy Act applies, you may also have the right to contact the Office of the Australian Information Commissioner.

17. Children

Our services are primarily directed to businesses and adults.

We do not knowingly collect personal information directly from children without appropriate authorisation, except where reasonably necessary for an authorised production, event or service.

Clients arranging productions involving children are responsible for obtaining all required parent, guardian, venue and legal permissions unless otherwise agreed in writing.

18. External links

Our website may contain links to external websites.

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

19. Changes to this policy

We may update this Privacy Policy to reflect changes to our business, technology, practices or legal obligations.

The current version will be published on our website with its effective date.

Changes do not retrospectively reduce rights already accrued under applicable law.

20. Contact

FML Media
Operated by: Thomas Walter Ashcroft
ABN: 42 458 362 047
Email: admin@fml.media
Location: Melbourne, Victoria, Australia

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