Privacy Policy

The Podcast Fest (operated by JT Production Management Pty Ltd) is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au.

What is personal information and why do we collect it?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect through our Meta lead generation campaign include: names, email addresses, podcast listening platform preferences, and genre interests.

This Personal Information is obtained through our Meta (Facebook/Instagram) lead advertisement forms. When you submit our lead form, you provide this information directly and voluntarily.

We collect your Personal Information for the primary purpose of managing the waitlist for The Podcast Fest, communicating with you about ticket availability, and validating public demand for the event. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing and marketing lists at any time by contacting us in writing or using the unsubscribe link in any email we send you.

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Sensitive information

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

We do not intentionally collect sensitive information through this campaign. Sensitive information will only be used by us:

For the primary purpose for which it was obtained
For a secondary purpose that is directly related to the primary purpose
With your consent; or where required or authorised by law

Meta lead forms and how we collect your information

Your information is collected through a Meta Instant Form displayed within Facebook and/or Instagram. When you tap 'Join the Waitlist' on our advertisement and complete the form, your responses are transmitted to us via Meta's lead retrieval system. Meta may pre-populate certain fields using information already held in your Meta account. You are able to review and edit this information before submitting.

We also use the Meta Pixel on our website (thepodcastfest.com), which tracks visitor behaviour and allows us to measure the effectiveness of our advertising, build retargeting audiences, and create lookalike audiences to reach similar potential attendees. Meta's own data practices are governed by Meta's Privacy Policy, available at www.facebook.com/privacy/policy.

Third parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties, including Meta Platforms. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

We may share your Personal Information with the following third parties strictly for the purposes described in this policy:

Email marketing platforms (such as Mailchimp, ActiveCampaign, or Kit) to send communications on our behalf
CRM and data storage providers to manage your waitlist record securely
Event management and ticketing platforms, if and when the event proceeds to ticket sales
Aggregated and non-identifiable audience insights may be shared with event co-producers or sponsors to demonstrate audience demand — no individually identifiable data is shared with sponsors without your explicit consent

We do not sell your Personal Information to any third party.

Disclosure of personal information

Your Personal Information may be disclosed in a number of circumstances including the following:

Third parties where you consent to the use or disclosure
Service providers who assist us in operating the waitlist and communicating with you
Where required or authorised by law

Security of personal information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure. Our security measures include encrypted data transmission (HTTPS/TLS), access controls limiting who within JTPM Group can view your personal data, and the use of reputable third-party platforms with their own security standards.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Data retention

We retain your Personal Information for as long as necessary to fulfil the purposes set out in this policy. Specifically:

If you join the waitlist and the event does not proceed, your data will be deleted within 12 months of the campaign closing
If the event proceeds and you attend, your record will be retained for the duration of the event lifecycle plus 2 years
If you unsubscribe from our communications, your email will be suppressed within 10 business days and your record retained only as required for legal compliance

Access to your personal information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing at hello@thepodcastfest.com.

The Podcast Fest will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.

In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the quality of your personal information

It is important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

International data transfers

Some of our service providers, including Meta Platforms and email marketing platforms, may store or process your data outside Australia. We take steps to ensure that any such transfers are subject to appropriate safeguards consistent with the Australian Privacy Act 1988 and, where applicable, the EU General Data Protection Regulation (GDPR).

Your rights

Depending on your location, you have the following rights in relation to your Personal Information: the right to access, correct, or request deletion of your data; the right to withdraw consent to communications at any time; and, for individuals in the European Union or United Kingdom, additional rights under the GDPR including data portability and the right to object to processing.

To exercise any of these rights, please contact us at hello@thepodcastfest.com. We will respond within 30 days.

Children's privacy

Our campaign and event are intended for individuals aged 16 years and older. We do not knowingly collect Personal Information from anyone under 16. If you are aware that a minor has submitted their details through our lead form, please contact us immediately at hello@thepodcastfest.com and we will delete the data promptly.

Policy updates

This Policy may change from time to time and is available on our website at thepodcastfest.com. When we make material changes, we will update the effective date at the top of this document. Where required by law, we will notify you of material changes by email.

Privacy policy complaints and enquiries

If you have any queries or complaints about our Privacy Policy please contact us at hello@thepodcastfest.com. We will acknowledge your complaint within 5 business days and endeavour to resolve it within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

For any privacy questions, please contact hello@thepodcastfest.com