Privacy notice

What we collect and why

Enquiry and DA-check forms collect the details you provide so the team can respond. Event registration requires your name and email, and may also include optional practice, role, mobile, professional registration number and dietary needs to manage places, waitlists, check-in and, for attendees, CPD attendance records and certificates. Hosting enquiries collect your preferred location, group size and request.

Our private CRM records organisations, contacts, communications, preferences, tasks and interactions. We may record whether you opted in to planning updates and event invitations, the time and source of that choice, and whether you later withdrew it. Optional marketing consent is separate from managing your requested service or event registration. Registration alone does not subscribe you to marketing.

Email choices

On the email-preferences, event-registration and guest-portal forms, checking the marketing box records your choice without a second confirmation email. Other forms may use an emailed confirmation link before marketing consent is active. You can change preferences or unsubscribe through links in marketing emails; we maintain a suppression record to respect that choice. Essential messages about a registration or enquiry may still be needed to administer the service you requested.

Authorised emails are queued through Resend from cody@berrysbaystudio.com.au. Marketing requires recorded express or evidenced inferred consent, a final administrator Send now action or approval of a scheduled campaign, and exclusion of unsubscribed, bounced or complained addresses. Operational registration, reminder and attendance-qualified certificate messages are controlled separately. Preview deliveries are redirected to the studio owner, not guests.

Website AI assistant

If you use our website AI assistant, Anthropic processes your messages to generate AI replies. We keep chat transcripts until you ask us to delete them; there is no automatic transcript deletion. To request deletion, email cody@berrysbaystudio.com.au. We retain timestamps and a hashed IP identifier for security and rate limits. Please avoid sensitive information, confidential client matters and details about other people. Chat replies are general information, not planning advice to rely on. Marketing consent is separate, optional and never inferred from chat.

Storage, analytics and retention

Contact, event and consent records are stored in the studio website backend. For authorised emails, the configured transactional email provider may process address and delivery data. The site also uses Google Analytics 4 to measure page visits and interactions. [DATA_RETENTION_PERIOD] and [BACKUP_RETENTION_POLICY] require a decision; attendance records are intended to be kept for CPD audit purposes. Access is restricted to authorised staff by role.

Access and complaints

To ask what we hold, request a correction, discuss your preferences or make a privacy complaint, email cody@berrysbaystudio.com.au. We will review the request and respond as appropriate.