Privacy Policy

VirtualQuestArena Pty Ltd ("VirtualQuestArena", "we", "us", or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose and safeguard your personal information when you visit our website virtualquestarena.info, use our services or visit any of our venues located in Sydney, Melbourne and Brisbane, Australia.

This Privacy Policy is governed by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) contained therein. By using our website or services, you consent to the practices described in this policy.

1. Information We Collect

1.1 Information You Provide Directly

We collect personal information that you voluntarily provide to us, including when you:

• Make a booking or reservation through our website or at our venues
• Create an account or membership with us
• Contact us via our contact form, email or telephone
• Subscribe to our newsletter or marketing communications
• Participate in surveys, competitions or promotions
• Purchase gift vouchers or memberships

The personal information we collect may include: full name, email address, phone number, date of birth (for age verification purposes), postal address, payment information (processed securely by our payment provider), and any other information you choose to provide.

1.2 Information Collected Automatically

When you visit virtualquestarena.info, we automatically collect certain technical information, including:

• IP address and approximate geographic location
• Browser type and version
• Operating system
• Pages visited and time spent on each page
• Referring website or search terms
• Date and time of your visit
• Device identifiers and cookie data

This information is collected through cookies and similar tracking technologies. Please refer to our Cookie Policy for more details.

1.3 Information from Third Parties

We may receive personal information about you from third parties, such as social media platforms (if you interact with our social media pages), review platforms, and analytics providers.

2. How We Use Your Information

We use the personal information we collect for the following purposes:

• To process bookings and reservations: Managing your VR session bookings, sending confirmation emails and reminders.
• To provide our services: Operating our venues, managing memberships and processing payments.
• To communicate with you: Responding to your enquiries, providing customer support and sending service-related notifications.
• To send marketing communications: Sending newsletters, special offers and promotions (only with your consent, and you may unsubscribe at any time).
• To improve our services: Analysing usage data to improve our website, experiences and customer service.
• To comply with legal obligations: Meeting our obligations under Australian law, including tax and consumer protection legislation.
• For safety and security: Ensuring the safety of our guests and staff, and preventing fraud.

3. Legal Basis for Processing

We process your personal information on the following legal bases:

• Performance of a contract: Processing necessary to fulfil your booking or membership agreement.
• Consent: Where you have given explicit consent, such as for marketing communications.
• Legitimate interests: For purposes such as improving our services, website analytics and fraud prevention.
• Legal obligation: Where processing is required to comply with applicable Australian law.

4. Disclosure of Your Information

We do not sell, rent or trade your personal information to third parties for their own marketing purposes. We may share your information with:

• Service providers: Third-party companies that assist us in operating our website and business (e.g., payment processors, email service providers, analytics providers, IT support). These providers are contractually bound to protect your information.
• Legal authorities: Where required by law, court order or government authority.
• Business transfers: In the event of a merger, acquisition or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, disclosure, alteration or destruction. These measures include SSL/TLS encryption for data transmission, secure server infrastructure, access controls and regular security assessments.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law. Booking records are retained for 7 years in accordance with Australian tax law. Marketing data is retained until you unsubscribe or request deletion.

7. Your Rights

Under the Australian Privacy Act 1988 and the Australian Privacy Principles, you have the following rights:

• Access: You may request access to the personal information we hold about you.
• Correction: You may request that we correct inaccurate or incomplete personal information.
• Deletion: You may request deletion of your personal information, subject to our legal obligations.
• Opt-out: You may opt out of marketing communications at any time by clicking "unsubscribe" in any email or contacting us directly.
• Complaint: You have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

To exercise any of these rights, please contact us at [email protected].

8. Cookies

Our website uses cookies and similar tracking technologies. For detailed information about the cookies we use and your choices, please see our Cookie Policy.

9. Children's Privacy

Our website is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13 without parental consent. If you believe we have inadvertently collected information from a child under 13, please contact us immediately at [email protected].

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies before providing any personal information.

11. International Data Transfers

Some of our service providers may be located outside Australia. Where we transfer personal information overseas, we take reasonable steps to ensure that the recipient handles the information in a manner consistent with the Australian Privacy Principles.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of material changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of our website after such changes constitutes your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns or complaints about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

• Email: [email protected]
• Post: Privacy Officer, VirtualQuestArena Pty Ltd, Level 3, 450 George Street, Sydney NSW 2000, Australia
• Phone: +61 2 9876 5432

We will respond to your request within 30 days.