GeoSnapShot – Privacy Collection Notice for Event Participants

Date of last revision: 5th December 2023

GeoSnapShot Pty Ltd (ABN 62 163 982 189) (GeoSnapShot, we, us or our) is a company registered in Australia which operates a marketplace that connects event organisers, photographers and participants, and a photo management platform where creatives can add their unique branding, watermarks and sponsor logos to their photos.

At GeoSnapShot, we believe in the power of photography (photography meaning photos or videos) to capture a moment in time and eternalise your greatest achievements. Our company’s mission is to combine cutting-edge technology solutions with an unparalleled participant experience for events, sporting organisations and schools.

We understand the importance of being open and transparent with you in the way in which we collect, store, use and share your personal information. We take protecting your privacy rights very seriously and GeoSnapShot intends to give you control over what personal information you share, where this is possible.

Who does this Privacy Collection Notice apply to?

This Privacy Collection Notice applies to you if you are signing up to, or uploading, or purchasing photographs to or from the GeoSnapShot Platform (Platform) (you or your in this Privacy Collection Notice). For example, if you are:

  • an individual participating in an event run by an Event Organiser (as defined below) (Event Participant) and you are using the Platform to purchase photos taken of you from the event;
  • an individual who has signed up to the Platform to promote their photos and services or to upload your photos to an event page on the Platform from an event organised by an Event Organiser (Photographer);
  • an organisation that has signed up to the Platform in relation to an event they are running (Event Organiser).

Under the GeoSnapShot Terms and Conditions and Privacy Policy, you must be 18 years or older to provide personal information and/or sensitive information to us or enter into our Terms and Conditions. If you are providing personal information and/or sensitive information on behalf of someone else, you must have the consent of that person to provide their information to us to collect, use or disclose in accordance with our Privacy Policy.

What personal information do we collect and how do we collect it?

Type of Personal Information What this includes How do we collect this information?
Event Organisers and Photographers
Personal information and contact details This may include your:

  • full name;

  • email address;

  • phone number;

  • country; and

  • zip/post code.

 We collect this information when you sign up to our Platform or make a payment via our Platform.
Financial information This may include your:

  • PayPal account name;

  • bank account details (including account number, BSB, bank name, bank address, account type, routing number, and SWIFT code).

Organisation details This may include your:

  • organisation’s name;

  • organisation website URL; and

  • organisation Facebook page URL.
Event Participants
Personal Information and contact details This may include your:

  • full name;

  • email address;

  • country; and

  • IP address.

 We collect this information when you (or someone who has been nominated to act on your behalf such as your parent or guardian) are at the checkout on our Platform (when purchasing your photographs).
Sensitive Information / Selfie This may include your:

  • a photo of yourself optionally uploaded or provided through our Platform to use certain services (Selfie);

  • your facial geometry analysis extracted from your Selfie (Face Analysis).

When your Event Organiser uploads photos from the event to our Platform, your Face Analysis may be captured using the AWS AI Service we use.

If you want to use the photo search functionality available on our Platform, we may request that you upload a Selfie when you attempt to search our database of photos using your Face Analysis. However, even though your Face Analysis is used, it is not collected or stored by us and we are not able to access your Face Analysis.

Please refer to the section below titled ‘Face Analysis and AWS AI Service’ for more information on the collection of this type of personal information.

Face Analysis and AWS AI Service

GeoSnapShot uses the Amazon Web Services Artificial Intelligence Service (AWS AI Service) which utilises Face Analyses to match photography uploaded to the Platform by Photographers or Event Organisers. In particular, when photos are uploaded to the Platform of Event Participants at events, the AWS AI Service automatically captures and stores biometric information related to that photo (i.e. the Face Analysis). This could include facial features that may be used to compare facial features with a Selfie uploaded by you for the purpose of finding photos that may contain a likeness to you quickly and easily.

GeoSnapShot has no access to and does not collect, store or analyse any Face Analyses and all Face Analyses are collected, stored and analysed by AWS, our third party provider. GeoSnapShot does not, and has no way of correlating your Face Analysis with any other personal information handled or stored by GeoSnapShot.

GeoSnapShot’s offering on our Platform includes our ‘Selfie-Search’ feature whereby you can upload a Selfie to the Platform, and quickly find other images that match you on the Platform through Face Analyses. By uploading a Selfie, you consent to AWS collecting, using, disclosing, processing and otherwise handling your Selfie and Face Analysis (which is sensitive information) for the purpose of providing the AWS AI Service.

The AWS AI Service is a universally trusted and secure partner for hosting global websites. As a managed service, the AWS AI Service is protected by AWS’ global network security procedures. Before uploading a Selfie you should feel comfortable with how the Face Analysis operates and you can find more information here https://docs.aws.amazon.com/.

Why do we collect, store and use your personal information?

We collect personal information that is necessary to provide you with access to, and use of, our Platform and its functionalities, and to carry out our business.

This includes:

  • to provide you with information and notifications about updates to our Platform and our interactions with you, as well as communicating notifications in connection with the Platform (such as sending you confirmation emails in respect of photographs you have purchased and notifying you about the availability of event photos). If you are an Event Organiser, we may also collect, store and use your personal information to coordinate the event you are running with you and connect you with Photographers;
  • to provide you with marketing content (see below and our Privacy Policy for further details);
  • to create deidentified or aggregate data for data analytics activities which helps us in understanding trends in Event Participants’ and other individuals’ behaviour, improve our products, tools and services and develop new products, tools, and services so that they better meet the needs of individuals we deal with;
  • to provide support in respect of the GeoSnapShot Platform and our goods and services;
  • to improve and customise our Platform and our goods and services;
  • to assist with technical issues and knowledge in respect of the GeoSnapShot Platform or our goods and services, as well as monitoring your usage of the Platform which will assist us to understand how you use the Platform;
  • to allow you to participate in interactive features of our Platform when you choose to do so; and
  • to promote our Platform or our goods and services (such as photographs and videos which feature you) for advertising and marketing purposes including to promote our Platform and our goods and services. Before using photographs or videos of you for these purposes, we may use your personal information to contact you to confirm that you are happy for us to use such photographs or videos for these purposes.

How is your personal information used for marketing purposes?

We may use your personal information to send you direct marketing communications to keep you informed about our Platform and its functionalities. We may communicate with you (and send these electronic messages and tailored advertising) through various channels, such as via regular mail, email, SMS, telephone, the Platform including via push notifications or social media channels (including through targeted advertisements on certain websites and social media channels).

We may send you marketing and promotional content which may be of interest to you such as informing you when photographs of Event Participants are uploaded to the Platform, or about other products or services which may be of interest to you.

We will only send these communications in accordance with applicable privacy and marketing laws (such as the Privacy Act and the Australian Privacy Principles, Spam Act, and Do Not Call Register Act), and only where you have not opted out from receiving such communications from GeoSnapShot.

If you have indicated a preference for a method of communication, we will endeavour to use that method wherever practical to do so.

Important points regarding opting out

You are always in control of the direct marketing communications which you receive and can opt-out at any time. Generally you can opt-out by following the relevant opt-out or unsubscribe instructions in the relevant communication (such as in the email or SMS message).

You can also contact us using the detail set out below to tell us you would like to stop receiving direct marketing communications from us.

Who will we share your personal information with?

Some of the third parties that we may share your personal information with include the following:

  • Our contractors, suppliers, and other entities we do business with to assist us in providing our products and services to you;
  • Our service providers to assist us with providing, promoting, and managing our products and services (including Google Analytics, Intercom, Amazon Web Services, our third-party storage providers, and professional advisors and consultants such as legal, insurance, and financial advisors); and
  • Law enforcement agencies (such as to assist with police investigations or to comply with our legislative or regulatory obligations).

Will your personal information be transferred overseas?

We generally collect your personal information in Australia. However, GeoSnapShot operates internationally and it is likely that we will share your personal information with overseas recipients located in the United States of America, the UK, Europe and Canada. These recipients include our service providers who may handle, process or store your personal information on our behalf.

For example, we may share your personal information with service providers who assist us with storing our data on secure data storage servers, or with improving our products and services (by analysing information and trends, such as Google Analytics).

We only ever share your personal information outside of Australia where we are permitted to do so under the Privacy Act. Generally this means we will take reasonable steps to ensure your personal information is treated securely and in accordance with the Privacy Act.

There are other circumstances where we may disclose your personal information to an overseas recipient. For example, where you have provided your consent or we are otherwise permitted to do so under other applicable laws.

What happens if you do not want to provide your personal information?

If you do not provide your personal information, you may not be able to use the GeoSnapShot Platform (or certain services or functionalities within the Platform, such as the AWS AI Face Analyses).

How can you find out more information?

Please see our comprehensive Privacy Policy at https://geosnapshot.com/privacy_policy for:

  • more detailed information about the way we collect, use, hold and share your personal information (including countries outside of Australia where your personal information may be shared);

  • information about how you can opt out of marketing communications from us;

  • details about our service providers and how we utilise their services for our products;

  • details about how you may access or seek correction of your personal information; and

  • information about how you may make a complaint about your privacy (including about how your personal information has been handled).

Contact Us

You can contact us using the details below:

GEOSNAPSHOT
Email support@geosnapshot.com
Platform Via the help service provided via the Platform.