Privacy policy

1 About This Privacy Policy

1.1 Who we are, and how this Policy fits together with the Terms of Use.

(a) In this Privacy Policy, “us”, “we” or “our” means The Event Ecosystem Pty Ltd ABN 90 631 665 337, the operator of the acta website, app, platform and directory (“Platform”).

(b) This Privacy Policy forms part of our acta Terms of Use, and capitalised terms used but not defined here have the meaning given in the Terms of Use.

(c) acta is a directory. Where this Privacy Policy refers to the “Platform”, it refers to the acta directory and the website, app and tools that support it.

1.2 Our obligations under the Privacy Act.

(a) We are bound by the Privacy Act 1988 (Cth) (“Privacy Act”) and the Australian Privacy Principles (“APPs”).

(b) We comply with the Privacy Act and the APPs, and we do so whether or not any exemption under that Act would otherwise be available to us.

(c) This Privacy Policy explains how we collect, hold, use and disclose your personal information.

1.3 By providing personal information to us or using the Platform, you consent to our handling of your personal information in accordance with this Privacy Policy. We may change this Privacy Policy from time to time by publishing an updated version on the Platform; we encourage you to review it periodically.

1.4 What we do with personal information, in short. acta is a directory. In relation to Talent and Talent Representatives:

(a) What we principally do is compile, verify and organise professional information that has already been published for the purpose of professional enquiries being made, and present it in one place in a consistent and current form, available only to Verified professional Bookers holding a current Subscription.

(b) We do not sell it, we do not charge Talent or Talent Representatives for it, and we take no commission on any engagement.

(c) We are not a party to any engagement and we do not represent any Talent.

(d) We do not publish private contact details (see clause 2.5(b)).

(e) A Talent Representative has full autonomy to maintain and correct their Talent’s profiles, and may restrict a profile from view at any time. Permanent removal of a profile is a different thing, and may be instructed only by the Talent: see clause 2.6.

(f) You may require correction or removal under clause 2.6, free of charge, whether or not you hold an account with us.

2 What Personal Information Do We Collect?

2.1 The kinds of personal information we collect depend on how you interact with the Platform and whether you are a Booker, Talent or Talent Representative. It may include:

a) Identity and account information - your name, email address, phone number, organisation, role and account credentials;

b) Verification and vetting information - because every acta account is verified, we collect information to confirm your identity, business and professional standing, and (for Talent Representatives) your authority to act for the Talent you represent. For Bookers this includes confirming you are a professional talent booker acting for an organisation, and may involve reviewing your professional profiles (such as LinkedIn), social media profiles, business email domain and email signature, organisational details, and other publicly available business information. All Verification is conducted internally by our own team using our industry knowledge; we do not use an external verification provider;

c) Profile information - for Talent, the content of your Directory profile, including your name, images, audio and video, biography, genres, credits, representation details and indicative information you choose to include, and any charitable causes or charity types you (or your Talent Representative) nominate as ones you are open to discussing discounted or unpaid engagements for;

d) Opportunity, enquiry and engagement outcome information - the contents of Opportunity Listings posted by Bookers (such as dates, venue, demographic, engagement type and budget), Enquiries, expressions of interest in Opportunity Listings, and the engagement outcome reports Users provide in response to Platform prompts - including whether contact was made, whether and with whom an engagement was contracted, amounts agreed or paid, and invoice payment status. Outcome reports are used for Booker ratings (see clause 3.1) and contribute to the historical booking data behind our indicative fees and matching tools;

e) Payment information - for Bookers, subscription billing details. Credit card payments are collected and processed by our payment service provider, Stripe; card details are handled by Stripe and we do not store full payment card numbers on our own systems. We may alternatively issue tax invoices through the Platform for payment by other means, in which case we collect the billing details needed to issue the invoice and reconcile payment. For Enterprise subscribers, we also collect the information needed to operate the Retention Trust Account, including deposit records, written release instructions and the details of payment recipients;

f) Technical and usage information - information sent automatically from your device, browser or the app, such as IP address, device and browser characteristics, pages and app screens viewed, searches run, shortlists created, and how you interact with the Directory and its features. Where you use the app this also includes your device type and operating system version, the app version, a device or installation identifier, crash and diagnostic reports, and - if you turn notifications on - a push notification token; and

g) Correspondence - the contents of your communications with us, including support requests and survey responses.

2.2 We collect personal information:

a) directly from you when you register, complete Verification, build a profile, post an Opportunity Listing, send an Enquiry, or contact us;

b) automatically when you use the Platform, including through cookies on the website and through the app - see clause 8; and

c) from third parties, including Talent Representatives providing information about the Talent they represent, publicly available sources used for Verification and for Compiled Profiles (see clause 2.5), our service providers, and third-party platforms with which we hold an authorised integration and only to the extent that platform’s terms permit - such as Bandsintown, Spotify, YouTube and similar services (for example touring schedules, releases and audience metrics). We do not crawl, scrape or bulk-harvest any website or social platform without permission or an authorised API integration. We also use historical booking and performance data to generate indicative fees and matching suggestions, in accordance with clause 4.4.

2.3 If you are a Talent Representative, you must only provide us with personal information about Talent (or anyone else) where you are authorised to do so, and you must make each such person aware of this Privacy Policy.

2.4 Our Verification and vetting processes do not collect sensitive information (such as health information, racial or ethnic origin, or religious or political affiliation); they draw only on information that is publicly available online. Where profile content voluntarily provided by Talent happens to contain sensitive information, we handle it in accordance with this Privacy Policy and the Privacy Act.

2.5 Compiled Profiles and collection from public sources. So that Bookers can identify Talent and be directed to the correct authorised representative, we may create a Talent profile from publicly available information (a “Compiled Profile”) in accordance with clause 8 of the Terms of Use. In doing so:

(a) we collect only professional information that has been published, or authorised to be published, for the purpose of the Talent being identified, contacted or engaged professionally;

(b) we do not collect or publish a personal mobile number, private email address, residential address or any other contact detail that has not been published for that purpose;

(c) we do not create Compiled Profiles for persons under 18;

(d) we collect from these sources rather than from the individual because, given the size of the Australian professional talent market and the fact that the information has already been published by or for the individual for booking purposes, it is unreasonable or impracticable to collect it directly from each individual in the first instance; and

(e) at the time we create a Compiled Profile, or as soon as practicable afterwards, we take reasonable steps to notify the Talent or their Talent Representative of the matters set out in APP 5, including that the profile exists, what it contains, that the information was collected from a publicly available source, and how to claim, correct or remove it.

2.6 Correction and removal. This clause explains who may correct a profile, who may have one removed, and what happens in between. It operates together with clauses 8.6 to 8.6F and clauses 14.6 and 14.7 of the Terms of Use, and nothing in it enlarges or reduces what those clauses provide.

(a) Correction. The Talent, or their Talent Representative, may at any time require information on a profile to be corrected, without giving reasons and at no charge, by writing to hello@actaapp.com. We will action the request within 5 business days and confirm in writing.

(b) Removal by the Talent. The Talent may at any time require their profile to be removed, without giving reasons and at no charge, by writing to hello@actaapp.com. Removal is requested and actioned by email only: there is no facility on the Platform by which any person may delete a Talent’s profile. We will action the request within 5 business days and confirm in writing, whether or not a reason is given and whatever the reason.

(c) Removal requested by someone other than the Talent. Where a request to remove a Talent’s profile is made by a Talent Representative or by any other person, we do not restrict or remove the profile on receipt of that request. We reply setting out what the Directory is and our position, and we provide a plain-English explanation for that person to pass to the Talent. Permanent removal is actioned only on the Talent’s own instruction, or under a standing authority the Talent has given us.

(d) Standing authority. A Talent may tell us in writing that their Talent Representative may act for them in relation to removal. Where that authority has been given, a removal request from that Talent Representative is actioned as though made by the Talent. A Talent may give, vary or withdraw a standing authority at any time.

(e) When a profile is restricted from view. A profile is restricted from view by Bookers from the time the Talent tells us they are considering removal - not from the time a third party asks for it. Restriction is not applied on the request of a person who asserts no right of their own.

(f) The Review Period. A restriction under paragraph (e) does not continue indefinitely. It runs for 14 days. We send one reminder on day 7. If the Talent confirms removal, we remove the profile permanently. If the Talent tells us they wish the profile to remain, we reinstate it immediately. If the period ends without confirmation from the Talent, we reinstate the profile, because we have no instruction from the person whose information it is and we do not treat silence as one. We notify the Talent and their Talent Representative, and the Talent may raise removal again at any time.

(g) Confirming the Talent’s instruction. We act on a removal instruction only where it is given by the Talent and is unambiguous. We do not treat silence as an instruction, we do not treat a statement made on the Talent’s behalf by another person as an instruction, and we do not assume that a message we have sent has been received, read or understood.

(h) Restriction by a Talent Representative. A Talent Representative may restrict a profile from view at any time as a profile management measure. Restriction of that kind is temporary and reversible, does not constitute removal, and may not be used as a substitute for it. The Talent may reinstate the profile at any time.

(i) Content and copyright. A request to remove an image, recording or other content is dealt with separately, under clauses 14.6 and 14.7 of the Terms of Use. Such a request may be made only by the owner of the right in that content, or by a person authorised by that owner, and we action it on their statement of ownership or authority without requiring documentary proof and without any confirmation step. A person who neither owns nor is authorised by the owner of a right in the content has no standing to require its removal.

(j) After removal. Where a profile is permanently removed at the Talent’s request, we will not create a Compiled Profile for that Talent again unless the Talent later asks us to.

(k) These rights apply whether or not you hold an account with us, and are exercised by writing to hello@actaapp.com.

2.7 Telling you where information came from. You may ask us at any time to tell you the source of any personal information we hold about you that we did not collect from you, and we will do so unless it is impracticable or unreasonable in the circumstances, or we are required or authorised by law not to.

2.8 Images and other profile content.

(a) An image, audio or video recording appears on a Talent profile only in the circumstances set out in clause 8.13 of the Terms of Use.

(b) We do not crawl, scrape or bulk-harvest any website or social platform without permission or an authorised API integration.

(c) Where profile material has been taken from promotional material published online by or on behalf of the Talent, we acknowledge that its publication does not of itself grant a licence.

(d) Any rights holder may require its removal under clause 14.7 of the Terms of Use, within 5 business days, at no charge, and with no requirement to prove ownership or give reasons, provided the request is made by the owner of the right or a person authorised by the owner and states that it is (clause 14.6 of the Terms of Use).

(e) A person who does not own, and is not authorised by the owner of, a right in the content has no standing to require its removal.

3 Why Do We Collect, Hold, Use and Disclose Personal Information?

3.1 We collect, hold, use and disclose personal information to:

a) operate the Platform and provide the Directory;

b) verify and vet every account, and maintain the integrity of the vetted network;

c) display Talent profiles in the Directory to subscribed Bookers;

d) facilitate introductions - including sharing your identity, profile and contact details with the relevant counterparty when an Enquiry is accepted or an Opportunity Listing is responded to (see clause 5);

e) review and moderate Enquiries and Opportunity Listings before transmission or publication, to protect Users from non-genuine, exploitative or inappropriate offers;

f) operate Booker ratings - calculating and displaying ratings based on engagement outcome reports and Platform conduct;

g) operate our curation and matching tools (see clause 4);

h) administer Subscriptions, billing and accounts (including, for Enterprise subscribers, the Retention Trust Account);

i) operate, protect, improve and optimise the Platform, including analytics and research;

j) send you service, support and administrative messages;

k) send you marketing communications in accordance with clause 6; and

l) comply with our legal obligations, resolve disputes and enforce our agreements.

3.2 We do not sell, rent or lease your personal information to third parties.

4 AI Curation and Automated Matching

4.1 The Platform uses artificial intelligence and automated processing to curate the Directory, suggest Talent to Bookers, generate shortlists, match Opportunity Listings to Talent profiles, display indicative fees and provide enquiry guidance. These tools use profile information, Opportunity Listing details, Platform usage information, historical booking and performance data, and live data from third-party platform integrations (see clause 2.2) to generate suggestions.

4.2 These tools assist Users in making their own decisions; they do not make automated decisions that produce legal or similarly significant effects for you. All account, Verification, screening and rating decisions involve human review by our team.

4.3 Our AI curation and matching technology is proprietary to acta and The Event Ecosystem Pty Ltd. We do not use third-party AI providers; the technology is built, trained and improved using our own data, input and guidance, and personal information used by these tools is not shared with external AI services.

4.4 Indicative fees are opt-in.

(a) An indicative fee is displayed on a Talent profile only where the Talent or their Talent Representative has given us permission to display it, and permission may be withdrawn at any time.

(b) Where displayed, indicative fees are generated only from data we are permitted to use for that purpose, only in aggregated and de-identified form, and are expressed as a range.

(c) An indicative fee does not disclose the terms of any identified engagement, the fee agreed by any identified Talent, or any information provided to us in confidence.

(d) No indicative fee is displayed on a Compiled Profile.

4.5 Enquiry strength indicators.

(a) Where a Booker prepares an Enquiry, we may display an indicator of how complete and considered that Enquiry appears. It is shown to the Booker only.

(b) It is generated from the content of the Booker’s own Enquiry together with publicly available information about engagements of that type. It is not generated from, and does not disclose, any fee, range or figure we hold for any identified Talent.

(c) It is not displayed to Talent or Talent Representatives, does not form part of the Enquiry we send, and is not recorded against any Talent profile. Clause 11.3 of the Terms of Use sets out what it is and what it is not.

4.6 This clause 4 describes the information our curation and matching tools use. How the Directory is ordered, and the basis on which Talent are displayed in any order, is dealt with in clause 11.6 of the Terms of Use and in the disclosure displayed under clause 8.10(h) of those Terms.

5 Who Do We Disclose Personal Information To?

5.1 A core function of the Platform is introducing verified parties to each other. Accordingly:

a) if you are Talent (or a Talent Representative), your profile is visible to subscribed Bookers in the Directory, and your contact details are provided to a Booker when you (or your Talent Representative) accept that Booker’s Enquiry or respond to their Opportunity Listing, after which dealings continue directly by email, phone or other means the parties choose; and

b) if you are a Booker, your identity, contact details and Opportunity details are provided to the Talent and Talent Representatives you send Enquiries to, and to those matched to your Opportunity Listings, and your current Booker rating is displayed to Talent and Talent Representatives alongside your profile, Enquiries and Opportunity Listings. Once shared, the counterparty’s handling of your information is governed by their own privacy practices, not this Privacy Policy.

5.2 We may also disclose personal information to:

a) our employees and related bodies corporate;

b) third-party suppliers and service providers, including hosting, analytics, communications, verification and payment providers;

c) professional advisers;

d) anyone to whom our assets or business (or any part) are transferred;

e) specific third parties authorised by you; and

f) government agencies, regulatory bodies and law enforcement, or others where required, authorised or permitted by law.

6 Direct Marketing

6.1 We may send you direct marketing communications about the Platform and our services by email, SMS or other means, in accordance with the Spam Act 2003 (Cth) and the Privacy Act. We do not send marketing on behalf of third parties.

6.2 You may opt out at any time using the unsubscribe facility in the communication or by contacting us using the details in clause 13. Service and administrative messages (such as billing notices and Verification requests) are not marketing and will continue while you hold an account.

6.3 Push notifications. If you use the app and turn notifications on, we may send you push notifications. These are used for Enquiries, Opportunity Listings, account and Verification messages and, where you have not opted out, news about the Platform. You may turn notifications off at any time in your device settings or in the app, with no effect on your account. Turning them off does not stop Enquiries reaching you: they continue to arrive by email as they otherwise would.

7 Overseas Disclosure

7.1 Our personal information holdings are primarily stored in Australia, and we do not disclose personal information to overseas recipients in the ordinary course of our business. If any personal information is stored or processed outside Australia by a service provider, we take reasonable steps to ensure it is handled consistently with the APPs.

8 Cookies, App Data and Analytics

8.1 On the website, we may collect information about your use of the Platform, such as pages visited, time and date of visits and IP address. We use cookies and similar tracking technologies to keep you logged in, remember preferences, measure use of the Platform and support our analytics and marketing. Cookies are small files stored on your device that allow the entity that placed them to recognise you across sessions.

8.2 You can disable cookies through your browser, but parts of the Platform may not work as intended if you do. Where information collected via cookies is linked to your account, it is personal information and is handled in accordance with this Privacy Policy.

8.3 The app does not use cookies. It uses device and installation identifiers and analytics and crash-reporting tools built into the app to do the same things: keep you signed in, remember your preferences, measure how the app is used, and tell us when it breaks. This information is handled under this Privacy Policy in the same way as information collected on the website.

8.4 Because the app does not use cookies, browser settings do not control it. You control the app through your device settings and through the settings in the app itself, including any permission you have granted it and whether it may send you notifications. You may withdraw any of those at any time.

8.5 We do not use the advertising identifier on your device to track you across other companies’ apps or websites, and we do not permit anyone else to do so through the app.

8.6 Where the app is distributed through an app store, that app store operator collects information about downloads, purchases made through the store and crash reporting under its own privacy policy, not this one. Nothing is sold through the app - see clause 4.5(b) of the Terms of Use - so we receive no payment information from any app store. The disclosures we make in an app store about what the app collects are kept consistent with this Privacy Policy.

9 Security and Data Breaches

9.1 We hold personal information electronically only - we do not maintain hard copy holdings - and take reasonable steps to protect it from misuse, interference and loss, and from unauthorised access, modification or disclosure, using a combination of physical, administrative, personnel and technical measures. However, no system is completely secure and we cannot guarantee the security of your personal information.

9.2 If a data breach involving your personal information occurs that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (“OAIC”) in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

10 Retention

10.1 We retain your personal information for as long as you hold an account on the Platform, and afterwards for as long as is reasonably necessary for the purposes described in this Privacy Policy or as permitted or required by law (for example, for legal, tax, accounting or dispute-resolution purposes).

10.2 When a Talent profile is removed from the Directory or an account is closed, the profile ceases to be visible to Bookers. We will typically delete personal information within 90 days of account closure, and accounts that have been inactive for 7 years are treated as closed. Residual copies may persist on backup or archival media for a further period for legal, tax or regulatory reasons.

10.3 Where a Talent profile is removed at the request of the Talent or their Talent Representative, we retain a minimal suppression record - sufficient only to identify the Talent and to record that the request was made - so that the profile is not created again. That record is not visible to Bookers and is not used for any other purpose.

11 Accessing and Correcting Your Personal Information

11.1 You may request access to the personal information we hold about you by contacting us using the details in clause 13. We may need to verify your identity before providing access. In some circumstances we may not be able to give you access to all of your information; if so, we will tell you why.

11.2 If you believe personal information we hold about you is inaccurate, out of date, incomplete or misleading, please contact us and we will take reasonable steps to correct it. Users can also update most account and profile information directly on the Platform.

11.3 We will consider and respond to all requests within a reasonable period and in accordance with applicable law.

11.4 Talent and Talent Representatives may also exercise the correction, removal and suppression rights in clause

2.6 and clause 4.4, according to who may exercise each of them under those clauses. Those rights apply whether or not you hold an account with us, and are exercised by writing to hello@actaapp.com.

12 Complaints

12.1 If you believe we have breached the Privacy Act or the APPs, or you wish to complain about how we have handled your personal information, please contact us using the details in clause 13, including your name, contact details and a description of your complaint. We will acknowledge your complaint and respond within a reasonable period.

12.2 If you are not satisfied with our response, you may complain to the OAIC (www.oaic.gov.au).

13 Contact Us

13.1 For questions about this Privacy Policy, to exercise your rights, or to make a complaint, contact us at: E: hello@actaapp.com (privacy, profile correction and removal requests), hello@actaapp.com (intellectual property and content complaints) or hello@actaapp.com (general), T: +61 2 8488 8123, A: 332 New South Head Road, Double Bay NSW 2028, Australia.

14 Users Outside Australia (Including GDPR)

14.1 This clause applies to the extent the EU/UK General Data Protection Regulation (“GDPR”) applies to us and your personal information - for example, in connection with international Talent touring Australia, or their overseas representatives, whose information may appear on the Platform.

14.2 Our legal bases for processing are: your consent; performance of our contract with you (the Terms of Use and your Subscription); compliance with legal obligations; and our legitimate interests in operating a verified talent directory, protecting the security and integrity of the Platform and providing customer service.

14.3 Where we transfer personal information outside the EEA, Switzerland or the UK, we take legally required steps to ensure appropriate safeguards are in place. You may contact us for more information about those safeguards.

14.4 You have rights under data protection law including to request a copy of your personal information, to rectification, restriction or erasure, to object to certain processing (including profiling), and to unsubscribe from marketing. Requests are assessed case by case and are subject to applicable exemptions. If you are unhappy with our handling of a request, you may contact your data protection authority.

14.5 Depending on the circumstances we may act as a data controller (for example, in respect of your account, Verification and Directory profile) or, in limited cases, as a processor. Questions about personal information you provide directly to another User in the course of pursuing an Opportunity should be directed to that User.

15 Children

15.1 The Platform is available only to persons aged 18 or over, and we do not knowingly collect personal information from anyone under 18. If you believe a person under 18 has provided personal information to us, please contact us and we will take reasonable steps to delete it.

15.2 We do not create Compiled Profiles for persons under 18. A Talent profile for a person under 18 may only be created or claimed by that person’s Talent Representative, parent or guardian, and Enquiries relating to that Talent are directed to the Talent Representative, parent or guardian only.

Effective: 22 August 2026.