Privacy Policy

DISTRICT 34

Privacy & venue policies

Your event. Your way.

2/2 Torca Terrace, Mornington VIC 3931

www.district34.com.au

01 / Personal information and its use

District 34 respects personal information and uses the Australian Privacy Principles as its privacy framework.

The Privacy Act 1988 (Cth) and APPs apply where District 34 is legally covered; coverage depends on turnover

and relevant exceptions. This policy does not assume that all small businesses are exempt.

Information we collect

We collect information reasonably needed for our activities: names, contact details, enquiries, booking and event

requirements, invoices, transaction records, guest or supplier details, marketing preferences and

correspondence. Where relevant, we may collect age-verification results, incident reports and security footage.

We do not routinely need copies of identity documents.

Dietary, accessibility or health information may be sensitive. We request only what is necessary to accommodate

an event and seek consent where required, unless a lawful exception applies. Please do not supply unnecessary

medical details or identity documents.

How and why we collect it

Information may come directly from you through forms, calls, emails, social media, bookings or attendance; from

an organiser, authorised representative or service provider; and from website technologies or CCTV where

operating. Organisers should tell guests when their details are shared with us and obtain any required consent.

We use information to answer enquiries, arrange events, process payments, provide requested services,

manage safety and incidents, resolve disputes and meet legal obligations. We use or disclose it for other

purposes only where permitted by law. You may enquire anonymously or use a pseudonym where practical;

some bookings cannot be processed without identifying information.

Who receives information

Relevant information may be shared with staff, authorised security personnel, caterers or other suppliers

involved in your booking, payment and ticketing providers, website/IT providers, professional advisers and

insurers. We may disclose information to authorities when required or lawfully authorised. We do not sell

personal information. Independent organisers and third-party sites have their own privacy obligations.

Overseas services

Cloud, website, payment or ticketing providers may store or access information overseas. Before publication,

management must identify the actual providers and likely recipient countries and include them here where

practicable. Where the APPs apply, overseas disclosures must meet applicable APP 8 requirements; a supplier

contract alone does not remove those responsibilities.

Your privacy choices

02 / Security, retention and complaints

Website and marketing

Where used, cookies and analytics may record device, browser, IP address and website interactions. Browser

controls can manage cookies, although some functions may be affected. Any optional advertising or tracking

tools must be described accurately in the website notice and operated with consent where required.

We send promotional email or SMS only with consent recognised by law, identify the sender and provide a

working unsubscribe option. Unsubscribe requests are actioned within the applicable legal timeframe. Booking

and safety messages may still be necessary. We do not use guest lists supplied for an event as automatic

marketing subscriptions.

CCTV, ID checks and photographs

Where CCTV operates, signs notify visitors. Footage is used for security, safety, incident investigation and lawful

compliance, with access limited to authorised people. Cameras must not operate in toilets or private changing

areas. Audio recording requires separate legal assessment. ID is ordinarily sighted rather than copied; any

scanning or retention requires a specific notice and lawful justification.

Attendance does not automatically grant permission to use an identifiable guest in promotional material. We

seek appropriate permission for featured promotional images, including parent or guardian permission for

children, and explain any event photography arrangements in advance. Ask staff if you have concerns about

being photographed.

Storage, retention and incidents

We take reasonable technical and organisational steps to protect information, including access controls and

secure systems. Records are retained only for a legitimate business or legal need, then securely destroyed or

de-identified where lawful. CCTV is overwritten under the verified retention schedule unless needed for an

incident or legal obligation. We assess suspected data breaches promptly and notify affected people and the

OAIC where the Notifiable Data Breaches scheme requires it.

Access, correction and complaints

Contact District 34 management through the enquiry form at www.district34.com.au or write to Privacy Officer,

District 34, 2/2 Torca Terrace, Mornington VIC 3931. State whether you seek access, correction or wish to

complain. We may reasonably verify identity without collecting excessive information. We aim to respond within

30 days; if delayed, we will explain the reason and next steps. If access or correction is refused, we explain why

and available complaint options, subject to law.

If a privacy complaint remains unresolved, you may contact the OAIC at www.oaic.gov.au where it has

jurisdiction. Privacy concerns involving children are handled with particular care. We update this policy when

practices or legal requirements change and make the current version available without charge.

Alcohol & age restrictions

03 / Safe, lawful events

Alcohol service and BYO

Alcohol may only be supplied or consumed as authorised by the licence or permit applying to the venue and

event. BYO is available only with prior written District 34 approval and where legally permitted. A private booking

or parental permission does not override liquor laws. Approved BYO arrangements must specify permitted

products, quantities, service arrangements, hours and any agreed charges.

Follow the directions of management, bar staff and security. Unapproved alcohol may be refused entry or

secured for lawful collection. No guest or external supplier may sell or distribute alcohol outside the approved

arrangements. Service hours and licensed areas are controlled by the actual licence and permits, rather than an

advertised event finish time.

18+ events and identification

Events advertised as 18+ are restricted to people aged 18 or over. Guests must present a current form of proof

of age accepted under Victorian law when requested; a photo or screenshot is not a substitute unless legally

accepted. Staff will request ID from anyone who appears under 25. Without acceptable evidence, alcohol service

and entry to an 18+ event may be refused. Entry restrictions must be clearly disclosed before ticket purchase.

Minors at other approved functions

Under-18s may attend only where the event arrangements, liquor licence and Victorian law allow. Where

required, they must remain in the company and active care of a legally recognised responsible adult, such as a

parent, guardian or an adult genuinely acting in place of a parent. An adult friend or peer does not automatically

qualify. Hirers must disclose proposed attendance by minors before confirmation.

No alcohol may be supplied to, purchased for or consumed by anyone under 18 on licensed premises, including

BYO alcohol, even with parental consent. Adults must not pass alcoholic drinks to minors. Youth and mixed-age

events may require specific approval or notification and cannot proceed on the assumption that a normal private

booking is sufficient.

Responsible service and behaviour

Alcohol will not be supplied to intoxicated people or minors. Management may refuse service, pause service or

require a person to leave where lawfully necessary. Drink packages do not guarantee unlimited service. Free

drinking water will be available as required. Violence, harassment, drink spiking, illicit drugs, weapons and

unsafe conduct are prohibited. Tell staff immediately about safety concerns. Refusal of service does not itself

authorise automatic forfeiture of every payment; any refund is assessed under the booking terms and law.

Cancellations & refunds

04 / Venue hire, tickets and prepaid services

Bookings and notice

A booking is confirmed when District 34 accepts it in writing and the agreed deposit is paid. The quote must state

the deposit, total price, payment dates, inclusions, guest-number deadlines, bond, security charges and

applicable cancellation terms. Send cancellation or date-change requests in writing through the booking contact

or website enquiry form. Notice runs from receipt; we will acknowledge it. A deposit is credited toward the

booking price.

Customer cancellation and date changes

14 or more calendar days before the event: a date transfer may be requested, subject to availability and

written agreement. Any price difference or reasonable additional cost is disclosed before agreement. If the

booking is cancelled instead, the refund is assessed using the loss-based rule below.

8–13 calendar days before the event: committed supplier and staffing costs may increase the cancellation

amount. 7 days or fewer, including no-shows: losses may be higher and may reach the booking price if

justified. These notice periods do not create automatic forfeiture or a fixed penalty.

Loss-based rule: any cancellation amount must be reasonable, proportionate and permitted by law. We take

reasonable steps to reduce loss, allow for costs saved and replacement bookings, and avoid double recovery.

We provide an itemised explanation on request and refund payments exceeding the lawful amount. Deposits are

not automatically non-refundable. A further balance is payable only where supported by the agreed terms and

law.

Venue cancellation, disruption and tickets

If District 34 cancels for reasons within its control, payments for services not provided are refunded; a credit or

alternative date is optional for the customer. For closures or events outside either party’s control, we assess the

contract, services supplied and applicable law; refunds are not automatically excluded. Significant rescheduling

or a material event change is assessed for applicable refund rights and customers are told their options.

Ticket refunds are generally not offered solely for change of mind, late arrival or a no-show, where disclosed

before purchase. Cancellation, material changes, service failures and other statutory refund rights remain

protected. External promoter events must identify the contracting organiser and refund contact before purchase.

Any platform fees are assessed under the applicable terms and law.

Packages, bonds and payments

Catering and custom orders may involve genuine, unrecoverable commitments; only lawful, substantiated

amounts may be retained. Unused actual-spend bar-tab funds are returned after reconciliation, less agreed

lawful charges. Fixed beverage packages and minimum spends must be clearly explained before booking.

Bonds are returned within 3–7 business days after inspection and reconciliation, less itemised, reasonable

deductions for substantiated damage, excess cleaning or agreed unpaid charges. No automatic bond forfeiture

or punitive fines apply.

Approved refunds are processed promptly, normally within 10 business days, to the original payment method

where practical. Contact management about disputes; unresolved consumer matters may be referred to

Consumer Affairs Victoria. Statutory remedies are not limited by these processing targets.