Privacy Policy
1. Introduction
1.1 About This Policy 1-800 HOT COPS PTY LTD (ABN 17 685 657 612), trading as 1-800 HOT COPS ("we", "us", "our"), is committed to protecting the privacy of the personal information we collect, use, store, and disclose in the course of our business.
This Privacy Policy describes how we handle personal information in connection with our hens party entertainment services, our website at www.1800hotcops.com, our booking hotline, our social media presence, our partnership program, and our performer recruitment process.
1.2 Scope This Policy applies to:
(a) Visitors to our website;
(b) Clients who make bookings with us;
(c) Guests at events we deliver;
(d) Applicants to our performer recruitment program;
(e) Applicants to our affiliate referral program;
(f) Anyone else whose personal information we collect in the course of operating our business.
1.3 Compliance Framework We handle personal information in accordance with:
(a) The Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs);
(b) The Spam Act 2003 (Cth) for marketing communications;
(c) The General Data Protection Regulation (GDPR) where applicable to visitors and clients located in the European Union or United Kingdom;
(d) Any other privacy laws applicable to our operations.
1.4 Definitions "Personal information" means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information is true or not and whether recorded in a material form or not.
"Sensitive information" is a sub-category of personal information that includes information about racial or ethnic origin, political opinions, religious beliefs, sexual orientation, criminal record, and health information.
"You" or "your" refers to any individual whose personal information we hold.
2. Information We Collect
The personal information we collect varies depending on how you interact with us.
The categories below describe what we collect from each type of contact.
2.1 Information Collected From Booking Clients When you make a booking with us, we collect:
(a) Your full name;
(b) Your contact email address;
(c) Your contact phone number;
(d) The bride's first name (or guest of honour's name) for the pre-show brief;
(e) The event date, event time, and event venue address;
(f) Group size and any guest dynamics flagged in the pre-show brief (off-limits, sensitivities, special requests);
(g) Your selected service package and any specific preferences;
(h) Payment information for the deposit, processed through our third-party payment processors.
2.2 Information Collected From Website Visitors When you visit our website without making a booking, we may collect:
(a) Your IP address and approximate geographic location (city or region level);
(b) Browser type, operating system, device type, and screen resolution;
(c) Pages viewed, time spent on each page, and navigation paths;
(d) Referring website or search query (where available);
(e) Cookie identifiers (see Section 7).
2.3 Information Collected From Form Submissions When you submit any form on our website (booking enquiry, performer application, partnership application, contact form), we collect the specific information requested by that form, which may include:
(a) Your name, contact email, and contact phone number;
(b) Business name, ABN, and business contact details (for partnership applications);
(c) Photographs and performance experience details (for performer applications);
(d) Social media handles and website URLs (for partnership applications);
(e) Any free-text information you choose to provide in optional fields.
2.4 Information Collected From Phone Calls When you call our booking hotline at 1800 468 267, we collect:
(a) Your name and callback number;
(b) The substance of the booking enquiry or other matter discussed;
(c) Any preferences or sensitivities you share during the call. We do not record phone calls.
Notes from calls are taken by the booking coordinator and stored in the booking record.
2.5 Information Collected From Social Media When you contact us through our social media accounts (Instagram @1800hotcopsau, Facebook 1-800 HOT COPS, TikTok @1800hotcops, YouTube @1800HOTCOPS), we may collect:
(a) Your social media handle and any name displayed on your profile;
(b) The substance of any direct message or comment;
(c) Any contact details you choose to share through that channel.
2.6 Information Collected From Performer Applicants When you apply to join our performer roster, we collect:
(a) Your name, contact details, and date of birth;
(b) Your dispatch city and weekend availability;
(c) Three photographs (face, physique, full-body);
(d) A summary of your performance or movement-based experience;
(e) Any additional information you choose to provide.
2.7 Information We Do Not Collect We do not knowingly collect:
(a) Sensitive information (as defined in Section 1.4) unless you voluntarily provide it (for example, dietary restrictions or accessibility needs flagged for an event);
(b) Personal information from individuals under the age of 18, except where that information is necessary for the operation of our business and the individual's parent or guardian has consented;
(c) Full payment card details (these are handled by our third-party payment processors and not stored on our systems).
3. How We Collect Your Information
3.1 Direct Collection We collect personal information directly from you in the following ways:
(a) Through our website forms (booking enquiry, performer application, partnership application, contact);
(b) Through phone calls to our booking hotline;
(c) Through emails sent to info@1800hotcops.com or any other published email address;
(d) Through direct messages or comments on our social media accounts;
(e) Through in-person interactions during events.
3.2 Automated Collection We collect certain information automatically when you visit our website through the use of cookies and similar tracking technologies
(see Section 7 for details).
3.3 Collection From Third Parties In limited circumstances, we may collect personal information about you from third parties, including:
(a) From organisers booking on behalf of a group, where the organiser provides contact details for guests at the event;
(b) From our payment processors, when payment is processed for your booking;
(c) From referrers in our affiliate referral program, where a referrer provides our contact information to you;
(d) From publicly available sources (such as your business website or social media) when you apply to our partnership program.
Where we collect personal information about you from a third party and the collection is not obvious to you in the circumstances, we will take reasonable steps to notify you of the collection in accordance with APP 5. 3.4 Anonymous Interactions You can interact with us anonymously where it is lawful and practical to do so.
For example, you can browse our website without providing personal information. Some interactions, such as making a booking, require identification and cannot be conducted anonymously.
4. Why We Collect Your Information
We collect personal information for specific lawful purposes connected to our business operations.
The purposes vary by category of information collected.
4.1 Booking and Service Delivery For information collected from booking clients, the purposes are:
(a) Confirming and managing your booking;
(b) Communicating with you about your booking (confirmations, briefs, reminders, post-event follow-ups);
(c) Briefing the assigned performer about the event;
(d) Processing payments;
(e) Managing cancellations, reschedules, and refunds;
(f) Responding to enquiries and complaints;
(g) Improving our services based on aggregated booking data.
4.2 Website Operation For information collected from website visitors, the purposes are:
(a) Operating, maintaining, and improving our website;
(b) Understanding how visitors use our website to inform user experience improvements;
(c) Detecting and preventing fraudulent or unauthorised use of our website;
(d) Compliance with legal obligations.
4.3 Marketing and Advertising For information used in marketing and advertising activities, the purposes are:
(a) Sending marketing communications to clients who have consented (see Section 10);
(b) Targeted advertising on Google Ads, Meta (Facebook and Instagram), and other paid platforms;
(c) Retargeting website visitors with relevant ads; (d) Measuring the effectiveness of our advertising campaigns.
4.4 Recruitment For information collected from performer applicants, the purposes are:
(a) Assessing your application;
(b) Conducting the intake call and audition process;
(c) Onboarding successful applicants to the performer roster;
(d) Communicating with you about your application status.
4.5 Partnership Program For information collected from partnership applicants, the purposes are:
(a) Assessing your application;
(b) Conducting the partnership call;
(c) Onboarding successful applicants to the affiliate referral program;
(d) Tracking referrals and calculating commission payments;
(e) Communicating with you about your partnership status.
4.6 Legal and Regulatory Compliance We may use personal information for the purpose of:
(a) Complying with our legal obligations;
(b) Responding to lawful requests from law enforcement or regulatory authorities;
(c) Protecting our legal rights and the rights of our performers, clients, and partners;
(d) Investigating suspected fraud, misconduct, or breach of our Terms & Conditions.
5. How We Use Your Information
We use the personal information we collect only for the purposes set out in Section 4 or for purposes that are reasonably related to those purposes and that you would reasonably expect.
5.1 Operational Use Personal information collected from clients, performers, and partners is used to operate the corresponding aspect of our business as described in Section 4.
5.2 Marketing Use Where you have consented (or where consent is implied under the Spam Act 2003 in connection with an existing business relationship), we may use your contact information to send marketing communications. You can opt out at any time using the unsubscribe link in any marketing email or by contacting us directly. See Section 10 for details.
5.3 Aggregated and De-Identified Data We may use aggregated, de-identified data (data from which individuals cannot be identified) for the following purposes: (a) Business analytics and performance reporting;
(b) Industry trend analysis;
(c) Marketing campaign measurement;
(d) Public communications about our business performance.
5.4 No Selling of Personal Information We do not sell personal information to third parties.
We do not rent, lease, or trade personal information for the purpose of third-party marketing.
6. Disclosure to Third Parties
We disclose personal information to third parties only in the circumstances described below. All third parties we engage are required to handle personal information in accordance with applicable privacy laws.
6.1 Disclosure to Performers We share booking-relevant personal information with the assigned performer for the purpose of delivering the contracted service.
This includes:
(a) Client contact name and phone number;
(b) Venue address and event time;
(c) Pre-show brief (bride name, group dynamics, off-limits topics, special requests);
(d) Any other information necessary for safe and appropriate service delivery.
Performers operate as independent contractors under their own confidentiality obligations and do not retain client information beyond what is required for service delivery.
6.2 Disclosure to Payment Processors Payment information is processed by third-party payment processors. We do not store full payment card details. The payment processors we currently use include:
(a) Stripe (for credit card processing);
(b) Newie (for deposit payment links);
(c) PayID and direct bank transfer (for balance payments to performers);
(d) Other payment processors as we may engage from time to time.
These processors handle payment information in accordance with their own privacy policies and the Payment Card Industry Data Security Standard (PCI-DSS).
6.3 Disclosure to Service Providers We engage third-party service providers to operate our business. These include: (a) Squarespace (website hosting, contact form processing, e-commerce);
(b) Microsoft Outlook (email hosting and management);
(c) Google (Google Ads, Google Analytics, Google Workspace);
(d) Meta (Facebook and Instagram advertising);
(e) Other tools and platforms required for business operations. These providers may process personal information on our behalf in accordance with our instructions and their respective privacy policies.
6.4 Disclosure to Affiliate Partners For bookings made through our affiliate referral program, we share limited information with the referring partner for the purpose of attribution and commission calculation.
This information is limited to:
(a) The booking date and total fee (without identifying the client);
(b) Confirmation that the booking is attributable to the partner's referral code;
(c) The commission amount earned by the partner. Partner-side disclosure does not include the client's personal details.
6.5 Disclosure to Law Enforcement We may disclose personal information to law enforcement agencies, regulatory authorities, or courts where:
(a) Required by Australian law;
(b) Required by a valid court order, subpoena, or similar legal process;
(c) Reasonably necessary to protect our rights or the safety of any person.
6.6 Disclosure in Business Transfers If our business is sold, merged, or restructured, personal information may be transferred to the acquiring or successor entity as part of the transaction. Any such transfer will be conducted in accordance with applicable privacy laws.
6.7 No Other Disclosure We do not disclose personal information to third parties other than as described in this Section 6.
We do not share personal information with third parties for their own marketing purposes.
7. Cookies & Tracking Technologies
7.1 What Are Cookies Cookies are small text files placed on your device when you visit a website.
They store information that allows the website to recognise your device on subsequent visits, remember preferences, and track usage patterns. 7.2 Cookies and Trackers We Use Our website uses the following cookies and tracking technologies:
(a) Squarespace cookies. Our website is hosted on Squarespace, which sets essential cookies for site functionality (session management, form submission, e-commerce checkout) and analytics cookies for usage measurement. Squarespace's cookie practices are described in the Squarespace Cookie Policy.
(b) Google Analytics. We use Google Analytics to measure website usage patterns, traffic sources, and visitor behaviour. Google Analytics sets cookies that record anonymised usage data. We have configured Google Analytics with IP anonymisation enabled where the feature is available.
(c) Google Ads conversion tracking. We use the Google Ads tag (AW-17423331439) to track conversions from our paid search and display advertising. The tag sets cookies that allow Google Ads to attribute bookings to specific advertising campaigns.
(d) Meta Pixel. We use the Meta Pixel (Facebook and Instagram tracking) to measure the effectiveness of our paid social advertising on Meta platforms and to enable retargeting of website visitors.
(e) Other third-party cookies. Our website may contain embedded content (YouTube videos, social media embeds) which set their own cookies. These cookies are governed by the third-party providers' own privacy policies.
7.3 Categories of Cookies The cookies on our site fall into the following categories:
(a) Strictly necessary cookies. Required for basic site functionality, such as session management and form submission. These cannot be disabled without breaking core site features.
(b) Analytics cookies. Used to measure usage patterns and improve site performance. These can be disabled without affecting core site functionality.
(c) Advertising cookies. Used for ad tracking, conversion measurement, and retargeting.
These can be disabled without affecting core site functionality.
7.4 Managing Cookies You can control cookies through your browser settings. Most browsers allow you to:
(a) View the cookies stored on your device;
(b) Delete cookies individually or in bulk;
(c) Block cookies from specific websites;
(d) Block all cookies (note: this may break site functionality).
You can opt out of Google Analytics tracking specifically by installing the Google Analytics Opt-out Browser Add-on at https://tools.google.com/dlpage/gaoptout.
You can manage Meta advertising preferences through your Facebook ad preferences settings.
7.5 Do Not Track Signals Our website does not currently respond to Do Not Track (DNT) browser signals due to the absence of a common industry standard for compliance.
8. Data Storage & Security
8.1 Where We Store Your Information Personal information collected through our website is stored in the following locations:
(a) Squarespace platform infrastructure (primarily United States data centres, with potential failover to other regions);
(b) Microsoft Outlook email systems (United States and Australia data centres);
(c) Google Workspace and Google Ads platforms (United States data centres);
(d) Meta advertising platforms (United States and Ireland data centres);
(e) Third-party payment processors named in Section 6.2 (geographic location varies by processor);
(f) Local storage on devices used by the booking coordinator (Australian location), including for booking spreadsheets and offline records.
8.2 How Long We Keep Your Information We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, plus any retention period required by law:
(a) Booking records: Retained for 7 years after the event date for tax, accounting, and dispute resolution purposes;
(b) Marketing contacts: Retained until you opt out, after which contact details are removed from active marketing systems within 30 days;
(c) Performer applications: Successful applications are retained for the duration of the performer's roster tenure plus 7 years; unsuccessful applications are retained for 12 months;
(d) Partnership applications: Successful applications are retained for the duration of the partnership plus 7 years; unsuccessful applications are retained for 12 months;
(e) Website analytics data: Retained in accordance with the default settings of the analytics platforms used (currently 14 months for Google Analytics).
8.3 Security Measures We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These steps include:
(a) Storing electronic records on secure platforms with access controls;
(b) Using strong, unique passwords for systems containing personal information;
(c) Limiting access to personal information to staff and contractors who need it to perform their roles;
(d) Using HTTPS encryption for our website and form submissions; (e) Engaging payment processors that comply with PCI-DSS standards for card data security;
(f) Regularly reviewing access permissions and security settings. 8.4 Data Breach Response If we become aware of a data breach affecting personal information, we will respond in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988.
This includes:
(a) Conducting a prompt assessment of the breach;
(b) Taking reasonable steps to contain and mitigate the breach;
(c) Notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where the breach is likely to result in serious harm.
8.5 No Guarantee of Absolute Security While we take reasonable steps to protect personal information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security of personal information.
9. Your Rights
The Australian Privacy Principles and other applicable privacy laws give you specific rights in relation to your personal information.
9.1 Right to Access You have the right to request access to the personal information we hold about you.
To make an access request, contact us at info@1800hotcops.com with the subject line "Privacy Access Request" and provide:
(a) Your full name and the contact details associated with the information;
(b) A description of the information you are seeking;
(c) Verification of your identity (we may request proof of identity to prevent unauthorised disclosure).
We will respond to access requests within 30 days. Where we cannot fulfil the request within this timeframe, we will explain the reason for the delay and provide an updated timeline.
9.2 Right to Correction If you believe the personal information we hold about you is inaccurate, incomplete, or out of date, you have the right to request correction.
To make a correction request, contact us at info@1800hotcops.com with the subject line "Privacy Correction Request" and specify:
(a) The information that is incorrect;
(b) The correction you are requesting. We will respond to correction requests within 30 days. If we agree the information is incorrect, we will correct it. If we do not agree, we will explain our reasons and you have the right to attach a statement of correction to your record.
9.3 Right to Deletion You have the right to request deletion of personal information we hold about you, subject to:
(a) Our legal obligations to retain certain records (such as tax records, booking records for ACL compliance);
(b) Active operational requirements (such as deletion of booking information before the event has taken place);
(c) Other lawful bases for retention. To make a deletion request, contact us at info@1800hotcops.com with the subject line "Privacy Deletion Request".
We will respond within 30 days, explaining what information will be deleted and what (if any) cannot be deleted due to legal or operational reasons.
9.4 Right to Withdraw Consent Where we rely on your consent to handle personal information (such as for marketing communications), you have the right to withdraw consent at any time. Withdrawal does not affect the lawfulness of any processing carried out before the withdrawal.
9.5 Right to Lodge a Complaint If you believe we have mishandled your personal information, you have the right to lodge a complaint:
(a) With us in the first instance, by contacting info@1800hotcops.com with the subject line "Privacy Complaint";
(b) With the Office of the Australian Information Commissioner (OAIC) if the complaint is not resolved to your satisfaction.
The OAIC can be contacted at www.oaic.gov.au or 1300 363 992. 9.6 Additional Rights for EU/UK Residents If you are located in the European Union or United Kingdom, you may have additional rights under the General Data Protection Regulation (GDPR), including the right to data portability and the right to object to certain types of processing.
To exercise these rights, contact us at info@1800hotcops.com.
10. Marketing Communications
10.1 Compliance With the Spam Act 2003 We comply with the Spam Act 2003 (Cth) in all marketing communications sent from our business.
Marketing communications include emails, SMS messages, and any other electronic message with a commercial purpose.
10.2 Consent Requirement We send marketing communications only where:
(a) You have given express consent (such as opting in to a marketing list on our website);
(b) Consent is implied under the Spam Act because of an existing business relationship (such as a recent booking);
(c) Consent is otherwise lawful.
10.3 Identification of Sender All marketing communications from us identify:
(a) Our trading name (1-800 HOT COPS) as the sender;
(b) Accurate sender contact information;
(c) An easy way to unsubscribe from future marketing. 10.4 Opting Out You can opt out of marketing communications at any time by:
(a) Clicking the unsubscribe link in any marketing email;
(b) Replying STOP to any marketing SMS;
(c) Contacting us directly at info@1800hotcops.com with the subject line "Unsubscribe".
We process opt-out requests within 5 business days.
Operational communications relating to your bookings (confirmations, briefs, reminders, post-event follow-ups) are not marketing communications and continue to be sent regardless of marketing opt-out status.
10.5 Marketing Lists We do not sell, rent, lease, or trade marketing contact lists with third parties.
11. International Data Transfers
11.1 Cross-Border Disclosure Some of the third-party platforms we use to operate our business are based outside Australia, primarily in the United States and the European Union.
Your personal information may be transferred to or stored in these overseas jurisdictions.
11.2 Specific Cross-Border Recipients Personal information may be transferred to:
(a) Squarespace Inc. (United States) for website hosting and form processing;
(b) Microsoft Corporation (primarily United States, with some processing in Australian data centres) for email services;
(c) Google LLC (United States) for advertising, analytics, and Workspace services;
(d) Meta Platforms Inc. (United States and European Union) for Facebook and Instagram advertising;
(e) Third-party payment processors named in Section 6.2 (locations vary).
11.3 Compliance With APP 8 Where we disclose personal information to overseas recipients, we take reasonable steps to ensure the recipient does not breach the Australian Privacy Principles in relation to that information.
This includes:
(a) Using established service providers with documented privacy practices;
(b) Reviewing the privacy policies and data handling practices of overseas recipients;
(c) Where commercially feasible, using providers with formal certifications or compliance frameworks (such as the EU-US Data Privacy Framework, ISO 27001, or equivalent).
11.4 Consent to International Transfers By using our website and providing personal information to us, you consent to the international transfers described in this Section 11.
If you do not consent to international transfers, you should not use our website or provide personal information to us.
12. Contact for Privacy Matters
12.1 Privacy Officer The first point of contact for any privacy-related enquiry, request, or complaint is the Privacy Officer:
1-800 HOT COPS PTY LTD
ABN: 17 685 657 612
Attention: Privacy Officer
Email: info@1800hotcops.com
(subject line: "Privacy [Access / Correction / Deletion / Complaint] Request")
Phone: 1800 468 267 (Hens Night Hotline)
Postal address: Available on request.
12.2 Response Times We will acknowledge privacy-related communications within 5 business days and provide a substantive response within 30 days, except where the complexity of the matter requires longer (in which case we will provide an interim response with an updated timeline).
12.3 Office of the Australian Information Commissioner If your privacy concern is not resolved through direct communication with us, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Office of the Australian Information Commissioner GPO Box 5288, Sydney NSW 2001
Phone: 1300 363 992
Website: www.oaic.gov.au
12.4 Updates to This Policy We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.
The most recent version is published at www.1800hotcops.com/about-us/privacy-policy with a revised "Last updated" date.
Material changes will be communicated to known contacts via email at least 14 days before the changes take effect.
Last Updated: 9 May 2026
Effective Date: 9 May 2026