Privacy Policy

1. Data Controller Information

The data controller responsible for your personal data is:

AGNES STANISŁAW RAŚ
Representative: STANISŁAW RAŚ
Address: Dębica, ul. Kolejowa, nr 5A, 39-200, Poland
Email: [email protected]

As data controller, we determine the purposes and means of processing personal information in connection with our event and social experience services offered primarily to users in Australia.

2. Data Collection

We collect personal information that you provide directly to us as well as certain technical information generated when you use our website:

• Contact and identification details such as your name, email address, phone number, and organisation or group name when you complete our enquiry or booking forms, or when you contact us by email or phone.
• Event-related information such as preferred dates, location, estimated number of participants, type of event or celebration, preferred formats (including offline poker as a social activity), budget ranges, and any accessibility or experience preferences you choose to share.
• Communication details such as the content of messages, feedback, or testimonials you provide in the context of our services.
• Technical and usage data which may include IP address, browser type and version, device information, approximate location based on IP, referring URLs, pages viewed, and time spent on our website. This information is typically collected through standard web server logs and similar technologies.

We do not intentionally collect sensitive information (such as health or biometric data) or information regarding food or alcohol consumption, as our services are designed without the provision of food or alcohol.

3. How We Use Your Information

We use the personal information we collect strictly for purposes connected with our event and entertainment services and the operation of the southencircle.com website, including to:

• Respond to your enquiries and provide information about our services, formats, and availability.
• Prepare, manage, and deliver event proposals, quotes, and bookings tailored to your requirements.
• Personalise event concepts and social experiences, including offline poker activities, to align with your group size, preferences, and objectives.
• Communicate with you about updates, confirmations, logistical details, and important changes related to your events or enquiries.
• Operate, maintain, and improve the performance and user experience of the southencircle.com website.
• Protect our rights, property, and safety, and that of our clients, partners, and visitors.
• Comply with applicable legal and regulatory obligations and respond to lawful requests from authorities.

We do not use your personal information for purposes that are unrelated to our event and entertainment services or the functioning of our website, and we do not use your data for unsolicited third-party marketing.

4. Legal Grounds for Processing

We process your personal information on the following legal bases, as applicable under data protection laws:

• Consent: When you voluntarily provide your information via our contact or booking forms, or when you request that we contact you, we rely on your consent to process the information for those specific purposes. You may withdraw your consent at any time by contacting us, without affecting the lawfulness of processing prior to withdrawal.
• Contractual necessity: When processing is required to take steps at your request prior to entering into an agreement or to perform a contract with you, such as organising and delivering an event or social experience.
• Legal obligations: When processing is necessary for us to comply with obligations imposed by applicable laws, regulations, or authorities, such as record-keeping or responding to lawful requests.
• Legitimate interests: Where permitted, we may process certain technical and usage data to maintain the security and performance of our website, understand how visitors use our services, and develop our offerings, provided these interests are not overridden by your rights and interests.

5. Data Sharing

We treat your personal information with care and only share it when necessary for the purposes set out in this Privacy Policy or when we are legally required to do so. In particular, we may share your data with:

• Trusted service providers who support our operations, such as IT hosting providers, communication tools, or other technical partners required to operate the southencircle.com website and manage enquiries and bookings.
• Event-related partners where necessary to coordinate and deliver the specific experiences you have requested (for example, venue operators or activity facilitators), and only to the extent required for the event to take place.
• Professional advisers such as legal or accounting professionals, where this is necessary for the management of our business and compliance with our obligations.
• Authorities and regulators when disclosure is required by law or to protect our rights, safety, or property, or that of our clients or the public.

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

6. International Transfers

Our company is based in Poland, while our services are offered primarily to users and clients in Australia. As a result, your personal information may be processed in, or transferred to, jurisdictions outside of your country of residence, including Poland, Australia, and any other locations where our trusted service providers are located.

Where we transfer personal data internationally, we take appropriate steps to help ensure that your information is afforded an adequate level of protection, consistent with the requirements of applicable data protection laws. These steps may include using contractual safeguards and working only with providers that implement suitable technical and organisational measures.

7. Data Retention

We retain personal data only for as long as it is reasonably necessary to fulfil the purposes for which it was collected, including to:

• Deliver and manage your event or social experience booking.
• Maintain business records, invoicing, and accounting in line with legal and regulatory requirements.
• Respond to enquiries, feedback, or potential disputes.
• Improve our services and understand general trends, in a way that does not identify you where possible.

When personal data is no longer needed for these purposes, we will take reasonable steps to securely delete, anonymise, or de-identify it, unless we are required by law to retain it for a longer period.

8. Security Measures

We implement appropriate technical and organisational security measures designed to protect your personal data against unauthorised access, accidental loss, destruction, or misuse. These measures are proportionate to the nature, scope, and sensitivity of the information we hold and may include:

• Use of secure hosting environments and up-to-date software where practicable.
• Access controls and restrictions to limit personal data access to those who need it for legitimate business purposes.
• Reasonable safeguards against unauthorised disclosure or alteration of information.

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to continually reviewing and improving our safeguards.

9. Your Rights

Subject to applicable law and certain limitations, you may have the following rights in relation to your personal data:

• Right of access: to request confirmation as to whether we process your personal data and to receive a copy of that data.
• Right to rectification: to request correction of inaccurate or incomplete personal information.
• Right to erasure: to request deletion of your personal data where there is no longer a legal or business need for us to retain it.
• Right to restriction: to request that we limit the processing of your personal data in certain circumstances.
• Right to object: to object to certain types of processing, particularly where we rely on legitimate interests as the legal basis.
• Right to withdraw consent: where processing is based on your consent, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us at [email protected]. We may need to verify your identity before responding to your request, and we will respond within the timeframes set by applicable laws.

10. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to support essential site functionality and to enhance the user experience. These technologies can help us:

• Remember your basic preferences as you navigate the site.
• Ensure secure and reliable operation of forms and interactive features.
• Understand general usage patterns to improve our content and layout.

When you visit southencircle.com, you may be presented with options to manage your cookie preferences, including accepting or rejecting non-essential cookies where applicable. You can also manage or disable cookies directly through your browser settings, although this may affect certain features or the overall performance of the site.

11. Contact and Complaints

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, please contact:

Email: [email protected]

We will do our best to address your concerns and work with you to find a fair resolution. If you believe that our data processing does not comply with applicable data protection laws, you also have the right to lodge a complaint with your local data protection authority or privacy regulator, which may include the authority in your country of residence or in Poland.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we handle personal data. Any updates will be posted on this page with a revised effective date. We encourage you to review this page periodically to stay informed about how we protect your privacy.