Protée OS Privacy Policy
Last updated: 13th July 2026
1. Introduction
1.1 This privacy policy sets out how Protee OS Pty Ltd ABN 88 697 716 886, (we, our or us), collects, uses, holds and discloses personal information in connection with our Protée OS platform (the Platform) and our website.
1.2 We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where we handle personal information about individuals in New Zealand, we also comply with the Privacy Act 2020 (NZ) and the Information Privacy Principles (IPPs). See clause 12 for individuals in other regions.
1.3 This policy applies to everyone whose personal information we handle, including planners and other subscribers (and their personnel), vendors and venues, event attendees, and crew and contractors. Please read it carefully. It explains what we collect, why, how we handle it, and your rights.
2. Whose Information We Handle
2.1 Because the Platform brings different participants together, we handle personal information about several groups:
(a) Planners / subscribers (our paying customers and their authorised users): the people who use the Platform to plan events;
(b) Vendors and venues: businesses (and their contacts) that planners engage or contact through the Platform;
(c) Attendees: guests a planner invites through the Platform; and
(d) Crew and contractors: people a planner engages to work on an event.
2.2 Where a planner or other user provides us with personal information about other people (for example, an attendee guest list or a crew list), that user is responsible for ensuring they are entitled to provide it to us and for making those people aware of this policy. See clause 11.
3. The Personal Information We Collect
3.1 The personal information we collect depends on how you interact with us, and may include:
(a) name, business name, and role;
(b) contact details, including email address, phone number, and postal or business address;
(c) account and login details;
(d) billing details and payment information (payments are processed by our payment provider — see clause 6);
(e) for vendors and venues: business details, ABN, bank and BSB account details, insurance documents, certifications, and payment terms;
(f) for attendees: RSVP and attendance details, ticketing information, and dietary requirements (see clause 4 — this can be sensitive information);
(g) for crew and contractors: licences, tickets or qualifications, availability and shift information, and contact details;
(h) information you provide in enquiries, surveys, feedback or communications; and
(i) technical information when you use our website or Platform, such as device and browser type, IP address, approximate location, and usage information collected through cookies and similar technologies (see our Cookie Policy).
4. Sensitive Information (Including Dietary Requirements)
Dietary requirements can reveal sensitive information, for example a health condition, allergy, or religious or philosophical belief. Under the Privacy Act, sensitive information has extra protections and generally needs consent to collect.
4.1 Some information we collect may be sensitive information, including dietary requirements provided by attendees, and health or related information that a crew member's licences or tickets may reveal.
4.2 We collect sensitive information only where you provide it to us for the purpose of an event (for example, when an attendee enters their dietary requirements in their invitation portal), and by providing it you consent to us collecting, using and disclosing it for that purpose, namely, to organise and run the relevant event (including sharing it with the planner and, where needed, the relevant vendor such as a caterer).
4.3 We use and disclose sensitive information only for the purpose for which it was provided, or as required or permitted by law. We do not use it for marketing.
5. How We Collect Personal Information
5.1 We collect personal information in a number of ways:
(a) Directly from you: when you create an account, set up a vendor, attendee or crew portal, upload documents, make an enquiry, or communicate with us;
(b) From our users: for example, when a planner uploads a guest list or crew list, or a vendor's details, into the Platform;
(c) From publicly available and third-party sources: to help planners find vendors and venues, we (and the third-party, AI-assisted tools we use) collect publicly available contact details, such as email addresses, from public sources including public Google data, so that an initial brief can be sent; and
(d) Automatically: through cookies and similar technologies when you use our website or Platform.
5.2 Where we collect personal information about you from someone other than you (for example, from a planner's list, or from a public source), we take reasonable steps to make you aware of that collection and of this policy, as required by APP 5.
New Zealand: For individuals in New Zealand, where we collect personal information about you from a source other than you, we take reasonable steps to notify you of the matters required by IPP3A (in force from 1 May 2026). Our use of publicly sourced vendor and venue contact details is the main example of this.
6. How We Use Personal Information
6.1 We collect, hold and use personal information to:
(a) provide, operate and support the Platform and our services;
(b) set up and manage accounts and the vendor, attendee and crew portals;
(c) enable planners to search for, contact and brief vendors and venues, and to communicate with attendees and crew;
(d) help planners track payments due to vendors (for example, using vendor payment terms to generate a bank file for the planner to upload to their own bank, or to create bills in the planner's own accounting software such as Xero), we do not process those payments ourselves;
(e) process subscription and promotion payments through our payment provider;
(f) verify information where that feature is available (for example, ABN look-up and, in future, business and identity checks);
(g) communicate with you, respond to enquiries, and send administrative messages;
(h) improve and develop the Platform and our services, including through analytics and the AI-assisted tools we use (for example, to find contact details, parse documents, and extract data from images);
(i) where you have consented, send you marketing communications (see clause 7); and
(j) comply with our legal obligations and enforce our agreements.
7. Marketing and Consent
7.1 We only send you marketing communications where you have consented, for example, where an attendee chooses to sign up for marketing through the "sign up" option in their invitation portal, or where the law otherwise allows it.
7.2 You can opt out at any time by using the unsubscribe facility in the message or by contacting us. We handle direct marketing in accordance with APP 7 and the Spam Act 2003 (Cth).
New Zealand: Marketing to individuals in New Zealand is also handled in accordance with the Unsolicited Electronic Messages Act 2007 (NZ), including honouring unsubscribe requests within the required time.
8. How We Disclose and Share Personal Information
8.1 We may disclose personal information to:
(a) other Platform participants as needed to run an event, for example, disclosing an attendee's dietary requirements to the relevant planner and vendor, or a brief to a vendor or venue;
(b) our service providers, including cloud hosting providers, our payment provider (currently Stripe), accounting integrations (such as Xero, where you connect it), and the third-party and AI tool providers we use to operate the Platform;
(c) professional advisers, and a purchaser or potential purchaser in connection with a sale or restructure of our business (under confidentiality); and
(d) a person where the disclosure is required or authorised by law.
8.2 We do not sell your personal information. Vendor bank and account details are treated as confidential and are encrypted; they are not displayed in full to planners or within our systems, and we do not use them to make payments ourselves.
9. Overseas Disclosure
9.1 We use cloud hosting and third-party services, and some of these may store or process personal information outside Australia [New Zealand, United States of America. Where we disclose personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the APPs, as required by APP 8, and we remain accountable for that information.
New Zealand: For personal information about individuals in New Zealand that we disclose overseas, we comply with IPP12, we ensure the overseas recipient is subject to comparable safeguards (for example, through contractual protections) before disclosing.
10. Security, Data Breaches and Retention
10.1 We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps include access controls, and encryption of sensitive financial fields such as bank account details. However, no system is completely secure and we cannot guarantee the security of your information.
10.2 If a data breach occurs that is likely to result in serious harm, we will respond in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth), including notifying the Office of the Australian Information Commissioner (OAIC) and affected individuals as required.
New Zealand: For breaches affecting individuals in New Zealand, we will also notify the Office of the Privacy Commissioner and affected individuals as soon as practicable where the breach has caused, or is likely to cause, serious harm, as required by the Privacy Act 2020.
10.3 We keep personal information only for as long as necessary for the purposes we collected it, or as required by law, after which we take reasonable steps to destroy or de-identify it.
11. Your Responsibilities as a User
11.1 If you use the Platform to collect or upload personal information about other people (for example, attendee or crew lists, or vendor details), you are responsible for: (a) having a lawful basis to collect and provide that information; (b) only using it for the purpose it was provided; and (c) making those individuals aware of how their information will be handled, including by reference to this policy. You must not upload sensitive information about others except as needed for the event and where you are permitted to do so.
12. Your Rights and Choices
12.1 You may request access to, or correction of, the personal information we hold about you, in accordance with APP 12 and APP 13 (and, in New Zealand, IPP 6 and IPP 7). We will respond within the time the law requires. There is no charge to make a request, though an access charge may apply in limited cases.
12.2 You can also opt out of marketing at any time (clause 7), and ask us about our handling of your information.
12.3 If you are not satisfied with how we have handled your personal information, you can contact us (clause 14). If we do not resolve it, you may complain to the OAIC (in Australia) at oaic.gov.au, or to the Office of the Privacy Commissioner (in New Zealand) at privacy.org.nz.
Individuals in other regions (e.g. the EU/UK or the United States). If data-protection laws such as the GDPR or US state privacy laws apply to our handling of your personal information, you may have additional rights (such as erasure, portability, or to object to processing). To the extent those laws apply, we will honour the rights they give you, contact us to exercise them.
13. Cookies
13.1 We use cookies and similar technologies on our website and Platform. For details, see our Cookie Policy at https://www.proteeos.com/privacy-policy.
14. Contact Us and Changes
14.1 For any question about this policy, to access or correct your information, or to make a complaint, contact us at: hq@proteeos.com
14.2 We may update this policy from time to time by posting an updated version on our website. Where changes are significant, we will take reasonable steps to notify you. Please check the website for the current version.