PRIVACY POLICY

Last updated: 19 July 2026
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1. About this Privacy Policy
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German Week & Culture in Victoria Inc., operating as German Week Melbourne (“German Week Melbourne”, “we”, “us” or “our”), respects your privacy and is committed to handling personal information responsibly.
This Privacy Policy explains how we collect, use, store and disclose personal information when you:

• visit our website;

• contact us through our website or by email;

• register for an event managed by us;

• purchase a ticket for an event managed by us;

• provide information about an event, speaker, performer, partner or participating organisation;

• attend a German Week Melbourne event; or

• otherwise interact with us.

We aim to manage personal information consistently with applicable Australian privacy requirements, including the Australian Privacy Principles where they apply.

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2. Personal information we collect

​The personal information we collect depends on how you interact with us.
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Contact enquiries
When you use our website contact form, we collect:

• your name; and

• your email address

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We use this information to respond to your enquiry. We do not automatically add people who contact us to a newsletter or marketing list.
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Event registrations and tickets
When you register for or purchase a ticket to an event managed by German Week Melbourne, we may collect:

• your name;

• your email address;

• your ticket or registration type;

• your attendance and registration status;

• payment or transaction status;

• information you voluntarily provide as part of the registration process; and

• information reasonably required to manage the event.

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Payment information is processed by the relevant payment provider. German Week Melbourne does not directly store complete payment card details.
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Event and participant information
Event organisers, speakers, performers, partners and participating organisations may provide us with information for inclusion on our website and in event communications. This may include:

• names and professional roles;

• organisation names;

• biographies;

• event descriptions;

• email addresses and other contact details;

• photographs, videos, logos and promotional materials; and

• links to external websites, registration pages or social media accounts.

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The person or organisation providing this material is responsible for ensuring that they have permission to provide it to us and that it can be published or used for German Week Melbourne.
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Website information
When you visit our website, Wix and any analytics tools we use may automatically collect technical information such as:

• your IP address;

• browser and device type;

• approximate location;

• referring website;

• pages viewed;

• links clicked; and

• the date and time of your visit.

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3. How we use personal information
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We may use personal information to:

• respond to enquiries;

• operate and maintain our website;

• manage event registrations and tickets;

• send registration confirmations and important event information;

• coordinate participating events, organisers, venues, speakers, performers, partners and volunteers;

• publish and promote events;

• process payments and maintain appropriate transaction records;

• understand and improve the performance of our website and communications;

• maintain the security of our website and systems;

• document and promote German Week Melbourne through photography and video;

• meet administrative, insurance, accounting or legal requirements; and

• respond to lawful requests from authorities.

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We do not sell or rent personal information or contact lists.

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4. Wix and our website
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Our website, contact form and some event registration functions are hosted and managed through Wix.
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Information submitted through the contact form may:

• be stored in the Wix dashboard;

• be forwarded to an authorised German Week Melbourne email account; and

• be accessed by authorised committee members where necessary to respond to the enquiry or manage German Week Melbourne activities.

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Event registrations completed through Wix may also be stored in the Wix dashboard and made available to authorised committee members responsible for managing the relevant event.
Wix processes information according to its own privacy and security practices.

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5. Events, ticketing and independent event organisers
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German Week Melbourne includes both events managed by us and events independently managed by participating organisations.
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For events managed directly by German Week Melbourne, registration and ticket information may be collected through Wix or another ticketing and payment provider acting on our behalf.
For independently managed events, you may be redirected to an external website or ticketing platform. The relevant event organiser and service provider are responsible for their own collection and handling of your information.
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German Week Melbourne does not control how independent event organisers use attendee information. You should review the privacy information provided by the relevant organiser or ticketing platform before submitting your details.
Where an organiser provides registration information to German Week Melbourne for coordination or event management purposes, we will only use that information for the relevant event and related administrative purposes.

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6. Cookies and analytics
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Our website uses cookies and similar technologies.
Some cookies are necessary for the website to operate, maintain security and remember visitor preferences. Other cookies may be used for analytics, advertising or campaign measurement.
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We may use services such as:

• Wix Analytics;

• Google Analytics; and

• Meta Pixel.

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These services may collect information about how visitors use our website and may connect that information with data held by the relevant provider.
Where required, non-essential analytics and marketing cookies will only be activated after you have selected your preferences through our cookie banner.
You can accept or decline non-essential cookies through the cookie banner. You can also restrict cookies through your browser settings, although disabling some cookies may affect website functionality.

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7. Photography and video at events
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Photography and video recording may take place at German Week Melbourne events.
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Photographs and recordings may be used for:

• the German Week Melbourne website;

• social media;

• newsletters and event updates;

• media communications;

• reporting to partners or supporters; and

• promotion of current and future German Week Melbourne events.

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Where practical, notices will be displayed or attendees will otherwise be informed that photography or recording is taking place.
Guests who do not wish to be photographed or recorded should speak to a member of the event team. We will take reasonable steps to respect these requests.
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Where practical, we seek the consent of a parent or guardian before publishing identifiable photographs or recordings that focus specifically on a child. General photographs of crowds or public event activities may include children in the background.
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Events delivered by independent organisers may have their own photography and recording practices.

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8. Who may receive personal information
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We may disclose relevant personal information to:

• authorised German Week Melbourne committee members;

• people helping us manage the website or an event;

• participating event organisers where necessary for the relevant event;

• venues, suppliers and event service providers;

• Wix;

• ticketing and payment providers;

• analytics and advertising providers where enabled;

• email, cloud storage and technology providers;

• professional advisers, insurers or auditors; and

• government authorities or emergency services where required or authorised by law or reasonably necessary to protect health and safety.

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We only provide information that is reasonably necessary for the recipient to carry out the relevant activity or service.

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9. Overseas processing
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Some of the technology and service providers we use may process or store information outside Australia.
This may include processing in the United States, Israel and other countries in which Wix, Google, Meta, payment providers or their service providers operate.
Privacy protections in those countries may differ from Australian privacy laws. We take reasonable steps to use reputable providers and limit access to personal information to what is reasonably required.

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10. Security and retention
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We take reasonable steps to protect personal information against misuse, loss, unauthorised access, modification and disclosure.
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These steps may include:

• restricting access to authorised committee members;

• using password-protected accounts;

• reviewing access when committee roles change;

• using reputable website, ticketing, payment and cloud service providers; and

• deleting or de-identifying information when it is no longer reasonably required.

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We retain personal information only for as long as it is reasonably needed for the purpose for which it was collected or to meet administrative, accounting, insurance or legal requirements.
Contact enquiries and event registration information will be reviewed periodically and deleted or de-identified when no longer required. Some transaction and accounting records may need to be retained for longer periods.
No online storage or transmission system can be guaranteed to be completely secure.

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11. Accessing or correcting your information
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You may contact us to:

• request access to personal information we hold about you;

• ask us to correct inaccurate or outdated information;

• withdraw consent where our use of information is based on consent; or

• request that information be deleted where it is no longer required.

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We may need to verify your identity before responding to a request.
In some circumstances, we may be unable to provide access to or delete particular information, including where it must be retained for legal, financial or administrative reasons.

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12. Privacy concerns and complaints
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If you have a concern about how we have handled your personal information, please contact us using the details below.
Please provide enough information for us to understand and investigate your concern. We will review the matter and respond within a reasonable period.
Where applicable, you may also contact the Office of the Australian Information Commissioner for information about your privacy rights or how to make a privacy complaint.

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13. External websites
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Our website contains links to external event organisers, venues, partners, sponsors, ticketing platforms and social media services.
We are not responsible for the content, security or privacy practices of external websites. We encourage you to review the privacy policy of the relevant third party before providing personal information.

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14. Changes to this Privacy Policy

We may update this Privacy Policy if our website, events, technology providers or information-handling practices change.
The current version will be published on our website with the date of the most recent update.

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15. Contact us
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For privacy questions, requests or complaints, please contact:
 
German Week & Culture in Victoria Inc.
Operating as German Week Melbourne
Email: melbourne@germanweek.com.au