Privacy Policy

About Sydney Games Festival

Sydney Games Festival is coordinated by a coalition of independent community groups. It is not currently operated by a single incorporated legal entity. In this policy, “Sydney Games Festival,” “we” and “us” refer to coalition members acting together through the festival planning committee in relation to festival-level activities.

This policy describes the privacy practices the coalition aims to follow when handling personal information for Sydney Games Festival. It is a public statement of our approach and is not intended to create a contract. It does not limit any rights or obligations that apply under Australian law.

Participating community groups and event organisers remain responsible for personal information they collect independently. Their own privacy policies and collection notices may apply to event registrations, ticketing and other activities they operate.

Our approach

We aim to follow good privacy practices informed by the Australian Privacy Principles, including transparency, collecting only information we need, limiting its use, protecting it from unauthorised access and giving people reasonable ways to access or correct their information. Individual coalition members may also have their own obligations under the Privacy Act 1988 or other applicable laws.

What we collect and why

Depending on how you interact with the festival, we may collect:

• your preferred name and email address;
• optional contact details such as a phone number or Discord handle;
• your organisation, role, interests or how you would like to contribute;
• messages, press enquiries and other information you choose to send us;
• event plans, schedules, venue details, audience information and promotional material submitted for the festival program; and
• photographs or video recorded at festival events.

We use this information to send festival updates when you ask for them, respond to enquiries, coordinate volunteers and collaborators, assess and coordinate event submissions, publish approved event information, promote the festival and keep festival systems working safely.

We do not collect health, accessibility, dietary or similar sensitive information at the festival level. An independent event organiser may collect that information when it is needed to run its event or coordinate in-person volunteers.

If you are under 18, please get permission from a parent or guardian before joining the mailing list, volunteering, submitting an event or sending us personal information. By submitting information, we assume you have that permission; we do not independently verify it.

Who can access it

Festival-level information is collectively managed by the planning committee and the festival’s leading organisations. Festival systems may be owned or administered by different committee members or organisations. All planning-committee members may access festival-level submissions where reasonably necessary to plan, coordinate and operate the festival.

We may share relevant information with a participating organisation, event organiser or venue when it is needed to coordinate the festival or an event. We may also use Google Forms, Google Drive, Gmail, Sender.net or Beehiiv to collect, store and send information. These providers may process information outside Australia under their own privacy policies.

We do not sell personal information. We do not give our mailing list to other organisations for unrelated purposes.

Mailing-list updates

We send festival news and program updates only when you ask to join the mailing list or choose “Yes” when a festival form offers that option. Completing another form does not automatically subscribe you.

You can unsubscribe using the link or instructions in an email, or by contacting us. We will remove you from future mailings as soon as reasonably possible.

Photos and video

Sydney Games Festival and authorised photographers may take photographs or video at festival events. We may use them to document and promote the current festival and future Sydney Games Festival activities, including on our website, social media, newsletters and media materials.

If you do not want to be photographed or recorded, tell the photographer or contact the event organiser before or during the event. We will take reasonable steps to honour your request. We will not publish identifiable photographs of children.

You can contact us if you want an image of you removed. We will remove it from festival-controlled websites and social-media accounts where reasonably possible.

Independent event organisers may have their own photography practices. Check the information provided by the relevant organiser.

Independently organised events

Participating events are independently organised. Personal information collected directly by an event organiser—including through registration, ticketing or event-specific forms—is managed by that organiser under its own privacy policy and collection notices.

This policy applies to information submitted through festival-level forms and systems. When festival-level information needs to be shared with an event organiser or venue for coordination, we will limit that sharing to what is reasonably needed.

Website and service providers

The festival website does not currently use its own analytics or advertising trackers. Embedded Google Forms, web fonts, newsletter services and linked websites may receive technical information such as your IP address or browser details under their own privacy policies.

How long we keep information

• Mailing-list information is kept until you unsubscribe.
• General enquiries are kept for up to 18 months.
• Volunteer and event-coordination records are kept for up to 24 months after the relevant festival.
• Selected photographs and video may be kept for festival records and future promotion, subject to reasonable removal requests.

When information is no longer needed, we aim to delete it or remove identifying details unless it must be retained for legal or administrative reasons.

Security

We take reasonable steps to protect festival-level information and limit access to people who need it for festival work. No online service can be guaranteed to be completely secure. If we become aware of a serious data breach, we will take reasonable steps to contain it and notify affected people where appropriate or required by law.

Your choices and contacting us

You can ask to access, correct or delete festival-level information about you. You can also unsubscribe from updates, request the removal of an image or raise a privacy concern or complaint.

Use our contact form and tell us that your message is about privacy. An appropriate planning-committee member or leading organisation will coordinate the response. We may need to confirm your identity before giving you access to personal information.

Policy updates

We may update this policy when festival practices or services change. The latest version will always be available on this page.

Last updated: 17 August 2026.