Privacy Policy

1. Introduction

PROMETHEUS ENTERPRISES PTY LTD (ABN 86 697 533 305) (“we”, “our”, “us” or “thePromoAgency”) respects the privacy of every individual who interacts with our business.

This Privacy Policy explains how we collect, use, store, protect and disclose personal information obtained through our website at https://thepromoagency.com.au, the services we provide, our communications with clients and prospective clients, and our ordinary business operations.

Although our annual turnover currently falls below the threshold that may exempt certain small businesses from parts of the Privacy Act 1988 (Cth), we recognise that protecting personal information is an important part of operating a professional business.

Accordingly, we voluntarily adopt privacy practices that reflect recognised Australian privacy principles and industry best practice wherever reasonably practicable.

• what information we collect;
• why we collect it;
• how we use it;
• how long we retain it;
• when it may be disclosed;
• how we protect it; and
• the choices available to individuals regarding their personal information.

Nothing in this Privacy Policy limits any rights you may have under applicable Australian law.

2. Our Commitment to Privacy

Privacy is fundamental to maintaining trust with our clients, prospective clients, suppliers, contractors and website visitors.

We are committed to:

• collecting only information reasonably necessary for our legitimate business purposes;
• being transparent about our information handling practices;
• taking reasonable steps to safeguard personal information against misuse, interference, unauthorised access, modification and disclosure;
• reviewing our privacy practices periodically as technology and legal requirements evolve;
• responding promptly to privacy enquiries and complaints; and
• continually improving our information security practices.

Our objective is to ensure that personal information is handled responsibly throughout its lifecycle.

3. Scope of this Privacy Policy

This Privacy Policy applies to personal information collected through:

• our website;
• online enquiry forms;
• email communications;
• telephone enquiries;
• employment applications;
• recruitment processes;
• testimonials and reviews voluntarily provided to us;
• communications with prospective clients;
• communications with existing clients; and
• other interactions with our business.

This Privacy Policy applies only to information collected by PROMETHEUS ENTERPRISES PTY LTD. It does not apply to information collected by third-party websites that may be linked from our website.

4. Important Definitions

Personal Information

Personal Information means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Examples include a name, email address, telephone number, business name, job title, correspondence, IP address and online identifiers.

Website

Website means the website operated at https://thepromoagency.com.au.

Services

Services means the promotional staffing, brand ambassador, event staffing, campaign execution and related business services offered by thePromoAgency.

Cookies

Cookies means small text files placed on your browser or device to improve website functionality and analyse website usage.

You

You means any visitor, customer, prospective customer, supplier, job applicant or other individual interacting with our website or business.

5. Your Acceptance of this Privacy Policy

By using our website, submitting an enquiry or otherwise interacting with our business, you acknowledge that you have had the opportunity to read this Privacy Policy and understand how we collect and use personal information.

Where consent is required by law, you consent to our collection, use and disclosure of information in accordance with this Privacy Policy.

If you do not agree with this Privacy Policy, you should discontinue use of our website.

6. Personal Information We Collect

Identification and Contact Information

• full name;
• business name;
• position or job title;
• company details;
• email address; and
• telephone number.

Business Information

Where relevant to providing our services, we may collect information about promotional campaigns, marketing objectives, event details, staffing requirements, campaign budgets, preferred dates and locations.

Communications

We may retain records of emails, enquiry forms, telephone discussions, correspondence relating to quotations and customer support requests.

Recruitment Information

Where you apply for employment, we may collect your resume, cover letter, employment history, qualifications, referee details and information voluntarily provided during recruitment.

7. Information We Do Not Intentionally Collect

Our website is not designed to collect information that is unnecessary for our business operations.

We do not intentionally collect payment card information through our website, financial account information, government identification documents, biometric information, precise location information, political opinions, religious beliefs or union membership.

If information of this nature is inadvertently provided, we will take reasonable steps to manage it appropriately.

8. Sensitive Information

We generally do not seek or collect sensitive information.

If sensitive information is voluntarily provided during an employment application, correspondence, legal requirement or other exceptional circumstance, we will only use or disclose that information where reasonably necessary and permitted by applicable law.

9. Recruitment Information

If you apply for employment with PROMETHEUS ENTERPRISES PTY LTD, we may collect personal information necessary to assess your suitability.

• resume;
• employment history;
• educational qualifications;
• professional licences;
• references; and
• correspondence relating to your application.

Recruitment information is used solely for recruitment and employment purposes unless otherwise required by law.

10. Testimonials and Reviews

With your permission, we may publish testimonials or reviews regarding services provided by us.

Testimonials may include your first name, business name, job title, company name and written feedback.

We will not knowingly publish personal information beyond what has been authorised by you.

If you later wish to update or remove a testimonial, you may contact us and we will consider your request promptly.

11. Information Collected Automatically

Like most commercial websites, our website automatically collects certain technical information when you visit.

• IP address;
• browser type;
• operating system;
• device type;
• referring website;
• pages viewed;
• date and time of access;
• duration of visit;
• navigation paths; and
• page interaction information.

This information assists us to maintain website security, identify technical issues, improve website performance, understand visitor behaviour and enhance user experience.

12. Website Logs

Our hosting environment maintains server logs for security, operational and troubleshooting purposes.

These logs may include IP addresses, timestamps, requested pages, browser information, HTTP status codes, bandwidth usage and referral URLs.

Access to server logs is restricted to authorised personnel and service providers where necessary.

13. Device and Browser Information

We may automatically collect information relating to the device you use to access our website, including browser version, operating system, screen resolution, language preferences, connection type and approximate geographic region derived from your IP address.

This information assists in improving compatibility and website performance across different devices.

14. Cookies

What are Cookies?

Cookies are small text files stored on your computer, tablet or mobile device when you visit a website.

Our website uses cookies for legitimate business purposes, including maintaining website functionality, improving performance and understanding how visitors interact with our website.

Types of Cookies We Use

• Essential cookies: required for website operation and security.
• Functional cookies: used to improve usability and remember preferences.
• Analytics cookies: used to understand traffic, page usage and visitor journeys.
• Performance cookies: used to improve page loading, optimisation and caching.

Managing Cookies

Most internet browsers allow you to refuse, delete or restrict cookies, or receive notifications before cookies are stored.

Disabling cookies may affect certain website functionality.

15. Google Analytics 4

Our website uses Google Analytics 4 to better understand how visitors interact with our website.

Information collected may include pages visited, page engagement, session duration, approximate geographic location, browser type, operating system, device category, traffic source, referral source and website interactions.

We use this information to improve website usability, monitor website performance, identify technical issues and understand visitor interests.

Google may process analytics information on servers located outside Australia.

IP Addresses

Google Analytics may process portions of your IP address for geographical reporting and security purposes. We do not attempt to use Google Analytics to identify individual website visitors.

Data Retention

Google Analytics data is retained in accordance with Google's configured retention settings and is periodically reviewed.

16. Google Tag Manager

Our website uses Google Tag Manager to deploy and manage website measurement tools more efficiently.

Google Tag Manager itself is not intended to collect personal information. It assists in loading services such as Google Analytics and website performance scripts.

Any information collected through tags managed by Google Tag Manager is governed by the relevant third-party privacy practices.

17. LiteSpeed Cache

To improve website speed and reliability, we use LiteSpeed Cache.

• caching website pages;
• reducing server load;
• improving loading speed;
• compressing website resources; and
• optimising website performance.

LiteSpeed Cache is not used to profile individual visitors or create behavioural profiles.

18. Contact Form 7

Our website uses Contact Form 7 to allow visitors to submit enquiries.

When you complete an enquiry form, we may collect your name, business name, email address, telephone number, campaign information, project details and any additional information you choose to provide.

We use this information to respond to enquiries, prepare quotations, communicate regarding our services and manage prospective client relationships.

You should avoid submitting confidential or highly sensitive information unless specifically requested.

19. Spam Protection

To help protect our website from spam and malicious submissions, we use automated spam detection technologies, including Akismet or equivalent services.

Information submitted through enquiry forms may be analysed for spam detection, abuse prevention, fraud reduction and website security.

20. Google Workspace

Business communications are managed using Google Workspace, including Gmail.

Information contained within emails may include names, contact details, business information, project discussions, quotations and correspondence.

Google may process information using infrastructure located in multiple jurisdictions.

21. Artificial Intelligence Technologies

Our business may use artificial intelligence technologies, including services provided by OpenAI and similar providers, to assist with internal business operations.

Examples include drafting website content, preparing marketing materials, improving written communications, generating business documentation and analysing non-sensitive business information.

Customer Information and AI

Where AI technologies are used in connection with customer enquiries, we take reasonable steps to avoid submitting unnecessary personal information.

Where practical, information is minimised, anonymised, de-identified or limited to information reasonably necessary for the requested task.

We do not intentionally use AI systems to make automated decisions that produce legal or similarly significant effects concerning individuals.

Human Oversight

Content generated using AI technologies is reviewed by a human before publication or use in providing services.

22. How We Collect Personal Information

Directly From You

You may provide information when you complete an enquiry form, send us an email, telephone us, request a quotation, engage our services, submit a resume, provide a testimonial or otherwise correspond with us.

Automatically

Information may be collected automatically through website cookies, Google Analytics, Google Tag Manager, server logs, browser requests and device interactions.

From Public Sources

We may obtain limited business contact information from publicly available sources where reasonably necessary for legitimate business purposes, including company websites, business directories, LinkedIn business profiles and Australian Business Register information.

During Service Delivery

Additional information may be collected while delivering our services, including campaign requirements, scheduling information, staffing requirements, event logistics and project communications.

Data Quality and Minimisation

We take reasonable steps to ensure the personal information we collect is accurate, complete, relevant, current and appropriate for the purposes for which it is collected.

We aim to collect only the personal information reasonably necessary to communicate with you, respond to enquiries, provide requested services, administer our business and comply with legal obligations.

23. Purposes for Which We Collect Personal Information

We collect, hold and use personal information only where it is reasonably necessary for our legitimate business activities or otherwise authorised by law.

• responding to enquiries;
• preparing quotations and proposals;
• communicating with prospective and existing clients;
• providing promotional staffing and campaign execution services;
• administering customer relationships;
• recruiting employees and contractors;
• maintaining business records;
• improving our website and services;
• monitoring website performance;
• protecting the security of our website and systems;
• complying with legal and regulatory obligations; and
• establishing, exercising or defending legal rights where necessary.

We do not sell personal information to third parties.

24. How We Use Personal Information

Personal information may be used to identify you, communicate with you, respond to enquiries, manage bookings and service requests, provide quotations, deliver services, verify information, administer contracts, improve website functionality, investigate complaints, detect fraud, protect legal rights and comply with legal obligations.

We take reasonable steps to ensure that personal information is only used for purposes compatible with those for which it was collected.

25. Disclosure of Personal Information

We do not routinely disclose personal information to unrelated third parties.

Where reasonably necessary, personal information may be disclosed to trusted service providers assisting us with operating our business, including our website host, Google Workspace, Google Analytics, Google Tag Manager, automated spam filtering services, professional advisers and government agencies where required by law.

We do not disclose customer information to promotional staff or campaign personnel unless specifically authorised by the client or required by law.

26. Third-Party Service Providers

Third-party providers operate under their own privacy policies.

27. Overseas Disclosure

Our website is hosted in Australia. However, some technology providers we use may process information outside Australia.

Examples include Google services and AI providers.

Where information is processed overseas, we take reasonable steps to engage reputable providers that maintain recognised security standards.

28. Data Retention

We retain personal information only for as long as reasonably necessary.

Unless a longer period is required by law, customer enquiries and related business records are generally retained for up to seven years.

Retention periods may vary depending on legal requirements, taxation obligations, contractual obligations, dispute resolution and legitimate business needs.

When information is no longer required, we take reasonable steps to securely delete or de-identify it.

29. Security Measures

Reasonable safeguards include:

• SSL/TLS encryption;
• secure Australian hosting;
• password-protected systems;
• limited access controls;
• secure email systems;
• website security monitoring;
• server logging;
• regular website and database backups;
• software updates;
• malware protection; and
• administrative safeguards.

While we take reasonable precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.

30. Data Breach Response

If we become aware of unauthorised access to personal information, we will:

1. investigate the incident;
2. contain the incident where possible;
3. assess the risks;
4. implement remediation measures;
5. notify affected individuals where appropriate; and
6. comply with any legal notification obligations that may apply.

31. Access to Personal Information

You may request access to personal information we hold about you.

Where appropriate, we will provide access, explain any limitations and verify your identity before releasing information.

Requests should be sent to hello@thepromoagency.com.au.

32. Correction of Personal Information

If you believe information we hold is inaccurate, incomplete or outdated, you may request that it be corrected.

We will take reasonable steps to update our records where appropriate.

33. Marketing Communications

We do not currently operate a newsletter or email marketing subscription service.

If this changes in the future, communications will generally only be sent with consent or where otherwise permitted by law, and recipients will be provided with an opportunity to unsubscribe.

Operational communications relating to enquiries or services are not considered marketing communications.

34. Children's Privacy

Our website is intended for business users and adults.

It is not directed towards children under 18 years of age, and we do not knowingly collect personal information from children.

If we become aware that such information has been collected inadvertently, we will take reasonable steps to delete it unless retention is required by law.

35. Business Transfers

If our business is sold, merged, restructured or transferred, personal information may form part of the transferred business assets where permitted by law.

Any successor organisation will be expected to handle personal information consistently with this Privacy Policy or provide an updated privacy policy.

36. Third-Party Websites

Our website may contain links to external websites.

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

Users should review the privacy policies of those websites separately.

37. Complaints

If you have a privacy concern, please contact us first.

We are committed to investigating complaints promptly and fairly.

Where applicable, individuals may have rights under Australian privacy laws or other applicable legislation.

38. Contact Details

39. Changes to this Privacy Policy

We may update this Privacy Policy from time to time due to legislative changes, business developments, technology updates, security improvements or changes to our services.

The latest version will always be published on our website.

40. Effective Date

This Privacy Policy takes effect on 12 July 2026.

41. Interpretation

• references to legislation include amendments and replacement legislation;
• headings are for convenience only;
• the singular includes the plural; and
• references to “including” mean “including without limitation”.