Privacy Policy

Last updated: [1/12/25]

Timeless Takes Events (“we”, “us”, or “our”), a registered trading name under Moon Sol Productions Pty Ltd (ABN: 98 661 923 744), is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use it, and how we keep it safe.

By booking our services, submitting a form, or interacting with our website or platforms, you agree to the practices described in this policy.

1. Information We Collect

We may collect the following information:

Personal & Contact Information

  • Full name

  • Email address

  • Phone number

  • Home or postal address (for USB keepsake delivery)

  • Social media handles (if you contact us through Instagram/Facebook/TikTok)

Event Information

  • Event type (wedding, birthday, corporate, etc.)

  • Event date & start/end time

  • Venue name & location

  • Venue coordinator contact details

  • Estimated guest count

  • Names to appear on overlays/signage

  • Any special instructions for your booking

Media Files Provided by You

  • Photos, logos, artwork, or branding for your custom home screen

  • Images/videos you submit for promotional or design purposes

Media Captured by Us

  • Video messages recorded on the Timeless Takes booth

  • Photos/videos captured by the DSLR/iPad setup during your event

Billing & Payment Information

We do not store or have access to your full credit card details.

All payments are securely processed through trusted third-party providers, including:

  • Stripe

  • Acuity Scheduling (Stripe payment gateway integration)

  • Xero (invoicing & financial management)

When a payment or deposit is made, Stripe securely stores your card details on file, as part of their PCI-compliant system.
This allows your card to be used later for:

  • final balance payments

  • approved changes (e.g., travel fees, idle fees, overtime)

  • avoiding failed or delayed payments

Stripe stores this information securely — we cannot see or access your card details at any time.

You may request removal of your stored card at any time, and we will remove it via Stripe immediately.

Technical Information

  • IP address, device type, browser information (if accessing our website)

  • iPad device location through Apple Find My (for device safety only — this is not used to track clients)

2. How We Use Your Information

We use your information to:

  • Manage your booking and communicate with you

  • Create custom overlays, themes, and home screens

  • Coordinate event logistics with you & your venue

  • Process payments, deposits, invoices, and refunds

  • Deliver your online gallery, raw footage, or USB keepsake

  • Improve our services and customer experience

  • Provide technical support during and after your event

  • Comply with legal and accounting obligations

3. How We Store & Share Your Information

We only share your information with trusted third-party platforms essential to providing our service:

Booking & Communication

  • Acuity Scheduling – used to manage appointments, booking forms, approvals, and event details

  • Email & Social Media – for communication with you (Instagram, Facebook, TikTok where applicable)

Payment Processing & Accounting

  • Stripe – handles payments securely

  • Xero – used for invoicing, receipts, and financial record keeping

Media Delivery

  • FotoShare (FOTOVISION Inc.) – for online gallery delivery and video downloads

  • Google Drive – for sending raw footage, backup files, and large media deliveries

  • Physical USB delivery – requires your mailing address

Device Management

  • Apple Find My – used to locate company devices if lost or stolen.
    (No client data is tracked or monitored through this.)

We never sell, rent, or trade your personal details to any third party.

4. Data Security

We take your data seriously and use the following measures:

  • Encrypted storage and password-protected devices

  • Secure cloud platforms (Google Drive, FotoShare)

  • Encrypted payment gateways (Stripe)

  • Limited internal access to customer data

  • Devices protected by Apple FaceID/Passcodes

  • Regular backups and system security reviews

While no system is 100% invulnerable, we use industry-standard safeguards to protect your information.

5. How Long We Keep Your Data

  • Booking & contact information: kept for accounting and legal purposes (7 years)

  • Event media (videos/photos): kept indefinitely unless you request deletion

  • Raw footage from your event: stored for up to 6 months unless otherwise agreed

  • Google Drive delivery links: removed after 30–90 days

You may request deletion at any time (see Section 8).

6. Photo & Video Use for Marketing

We will never use your footage for social media, advertising, or promotional purposes without your explicit written consent.

A consent form may be included in your booking or sent separately. You may revoke your decision at any time in writing.

7. Cookies & Website Tracking

If you access our website:

  • Basic cookies may track browsing behaviour

  • Google Analytics (if installed) may collect anonymous usage data

This helps us understand website performance and improve services.

8. Your Rights

You have the right to:

  • Access the personal data we hold about you

  • Request corrections

  • Request deletion of your data

  • Ask how your information is used

  • Withdraw consent for marketing use at any time

To make a request, contact us at:
info@timelesstakes.au

9. Contact Us

For questions about this Privacy Policy or your data, contact:

Timeless Takes / Moon Sol Productions Pty Ltd
Email: info@timelesstakes.au
ABN: [Insert ABN]
NSW, Australia

10. Updates to This Policy

We may update this Privacy Policy from time to time.
The most recent version will always be available on our website.