Vestahire Privacy Policy
The Deveny Group trading as Vestahire
ABN 18 160 910 396
Draft for review | Prepared 21 September 2026
This policy explains how Vestahire collects, uses, stores and shares personal information when you visit vestahire.com.au, enquire about or book a hire, help organise an event, or use our guest messaging services. It also explains how to ask for access or corrections and raise a privacy concern.
“We”, “us” and “our” mean The Deveny Group trading as Vestahire. Personal information is information that identifies you or could reasonably identify you. We handle it in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and Australian Privacy Principles where they apply to us.
This policy explains our practices. Reading it or browsing our website does not, by itself, give consent to optional marketing or every use of your information. Where consent is needed, we ask separately.
1 Information we collect
For enquiries and bookings, we collect the details needed to arrange your hire: your name, email address, telephone number, organisation and billing details; event dates, venue and delivery addresses; venue contacts and access instructions; equipment and service selections; and the information you provide in venue plans, correspondence or support requests.
We keep records of quotes, accepted terms, bookings, invoices, payments, bond authorisations, refunds and relevant disputes. Where needed, these include equipment condition photographs, incident details and records of delivery or collection. We link these records to the relevant booking.
For messaging services, we collect submitted text, any name or display name supplied, scheduled content, relevant submission and display times, moderation outcomes and delivery records. Technical records can include an IP address, browser or device information, access activity and errors. The information collected depends on the features used.
Website records can include pages visited, referring websites, campaign or referral codes and privacy preferences. If you enter a promotion or subscribe to updates, we collect the details requested for that purpose. We explain any additional collection at the point you provide it.
2 How we collect information and your choices
We collect information directly through forms, email, telephone, booking and event tools, and conversations with you. We also receive relevant details from a person booking on your behalf, an event organiser, venue contact, payment service or other provider helping deliver your booking. Our website and service systems generate technical records when used.
You can make a general enquiry without giving your name, or use a pseudonym where practical. We need sufficient contact, event and payment information to arrange a hire. If necessary information is withheld, we may be unable to quote accurately, confirm a booking, deliver equipment or provide the requested feature.
3 Why we use information
We use information to answer enquiries, prepare quotes, arrange and fulfil bookings, coordinate venue access and transport, process payments and bonds, manage content and guest messages, provide support, and resolve refunds, incidents or complaints. We also keep required financial records and protect our services against fraud, misuse and unauthorised access.
We use relevant service records to understand faults and improve our services. Referral and campaign information helps us understand how customers find us, subject to the privacy choices described below. We use personal information for other purposes only where you consent or the law permits it.
If you provide another person’s information, share only what is needed and make sure you have appropriate authority. Let them know about this policy. Do not include unnecessary guest lists, private contact details or sensitive information in venue plans or display content.
Our services do not normally require sensitive information, such as health details or religious beliefs. If an accessibility arrangement needs sensitive information, contact us privately so we can agree what is necessary and obtain consent where required. We assess unsolicited sensitive information and remove or de-identify it where it is not needed and we can lawfully do so.
4 Guest messages and event content
Guest messaging is intended for an event audience. A submitted message and any accompanying display name can be seen by Vestahire staff and authorised event moderators. If displayed, the content can also be seen and photographed by people at the event. A name entered in a message or display-name field is not necessarily verified.
Moderators can review submissions to manage the event and address inappropriate content. A profanity filter and human moderation are separate features; neither guarantees that private or inappropriate information will be detected before display. Please do not submit passwords, payment details, private contact details, sensitive information or information about another person without permission.
Where the booked service includes an event message export, the organiser can receive a record of messages actually displayed, their supplied display names and relevant display times. We explain this in the guest submission notice before collection. Exports exclude private moderation notes and technical identifiers such as IP addresses. Rejected or undisplayed submissions are not included in the standard displayed-message export.
An organiser who receives an export is responsible for how they use their copy. We cannot retract copies already photographed or downloaded by others, but you can contact us to request removal from records or displays we control. We will assess the request and explain any limits.
Bookings must be made by an adult. Where children take part in guest messaging, a parent, guardian or responsible event organiser should supervise their participation. Avoid submitting a child’s full name or other identifying details. Contact us promptly about any concern involving a child’s information.
5 Payments and bonds
Card payments and bond authorisations are handled through the payment service identified at checkout or in the payment request. We receive the transaction information needed to manage the booking, such as payment status, amount, reference and limited card details. We do not ask you to send a full card number or security code by email or through a guest message form.
For bank transfers and refunds, we handle relevant account names, transaction references and account details needed to reconcile or return funds. Payment providers and banks also handle information under their own privacy policies and legal obligations.
6 Who we share information with
We share relevant information with staff, delivery or setup contractors, venue contacts and event organisers who need it to fulfil the booking. For example, a delivery crew needs venue access and contact details; an event moderator needs access to submitted content. These roles do not need unrestricted access to your other information.
Service providers supporting our website, hosting, booking records, email, payments, accounting and event displays can process information for those services. Board and messaging providers receive the content and technical information needed to transmit and display messages. We seek appropriate confidentiality and security arrangements and limit information to the task.
We also disclose relevant information to professional advisers, insurers, regulators or law enforcement where reasonably necessary and lawfully permitted, including to respond to a legal requirement or manage a claim. We do not sell personal information or give guest contact details to organisers for unrelated marketing.
7 Overseas service providers
Some service providers can store information or provide support from outside Australia. Where this involves an overseas disclosure, we take the steps required by applicable privacy law to protect your information. Using our services does not, by itself, waive those protections.
- Meta
- Amazon Web Services
- Vestaboard
8 Cookies and website measurement
Our website can use cookies or similar tools for essential functions such as security, forms and remembering preferences. Where we use optional third-party analytics, we obtain your consent before activating them. These tools can collect identifiers and information about visits or interactions. We do not include guest message text, private venue plans or contact details in analytics event data.
You can block or remove cookies through your browser, although essential features may stop working. Contact us if you need help with your privacy preferences. Information you provide after following a link to an external website is handled under that provider’s privacy policy.
9 Marketing and event photographs
We send promotional emails or SMS only with the consent required by law. Making an enquiry, booking a hire or submitting a guest message does not automatically subscribe you to marketing. Each promotional message identifies Vestahire and offers a simple, free way to unsubscribe. We action unsubscribe requests within five working days. Essential booking, payment and service messages can still be sent.
We seek separate permission before using identifiable event photographs, testimonials or guest messages in our marketing. A booking or guest submission is not blanket permission for promotional use. Tell us if you want to withdraw permission for future use; we will explain what can be removed and any limits affecting material already distributed.
10 Storage security and retention
We hold information in our business and service-provider systems, with working records used for event operations. We take reasonable steps to protect it, including limiting access to people who need it, protecting accounts and private links, and reviewing access when it is no longer needed. Keep booking and moderator links private and tell us promptly if they are exposed.
No online system is completely secure. If a privacy incident occurs, we take steps to contain it, assess the effect and respond. We notify affected people and the relevant regulator where the law requires.
We retain information for as long as reasonably needed for the purpose collected and any applicable record-keeping, accounting or dispute obligations. Financial records can need longer retention than guest messages or venue plans. When information is no longer needed and retention is not legally required, we take reasonable steps to delete it or de-identify it. Backup copies are removed through the applicable backup cycle and remain protected in the meantime.
11 Access correction and deletion requests
Email admin@vestahire.com.au to ask for access to your personal information, request a correction or ask us to delete information no longer needed. Include enough detail to locate the record, such as a booking reference or event date. We may reasonably verify your identity or authority before releasing or changing information.
We respond within a reasonable time and aim to do so within 30 days. There is no fee to make a request or correct your information. If a permitted access charge would apply, we explain it beforehand. If we cannot fulfil a request, including because of another person’s privacy or a legal retention requirement, we explain the reason where lawful and how you can complain.
12 Privacy questions complaints and updates
Contact the Privacy Contact at admin@vestahire.com.au with your concern, relevant details and the outcome you seek. We acknowledge the complaint, investigate and aim to provide a written response within 30 days. If more time is needed, we explain why and give an expected response date.
If you are dissatisfied or have not received a response, you can seek guidance or complain to the Office of the Australian Information Commissioner where the matter is within its jurisdiction. Visit
We update this policy when our practices or legal requirements change and publish the current version on our website. Material changes will be brought to your attention where required, and we obtain fresh consent where necessary. You can request a free copy or ask for an accessible format using the contact above.