Privacy Policy
This Privacy Policy explains how The Ember River Club collects, uses, and protects personal information provided through this website and during booking enquiries. As part of delivering a refined and considered guest experience, we treat privacy with the same care as every other element of our venue. Whether you are exploring event options or submitting an enquiry, this page outlines what information is gathered, why it is needed, and how it is handled responsibly.
This policy applies only to interactions with The Ember River Club through this website and direct communications. While we aim to meet Australian privacy expectations and handle information with discretion, we are not responsible for external websites linked from our pages. Our approach is simple: collect only what is necessary, use it respectfully, and keep it secure.
Information You Provide
When you submit a booking enquiry or contact us through the website, we collect the information you choose to provide so we can properly respond and plan your experience. This typically includes your name, email address, and phone number, along with details about your event such as preferred dates, group size, and any thematic or dining preferences you would like us to consider.
Guests often include additional notes to help shape the tone of their evening—whether it is a corporate dinner, a private celebration, or a social poker gathering. These details allow us to respond thoughtfully and tailor our recommendations, ensuring your enquiry leads to a well-prepared and cohesive experience.
Automatic Information
Like most websites, we collect limited technical information automatically when you browse our pages. This may include your IP address, browser type, device information, and general usage patterns such as which pages are visited and how long you remain on them.
This data is used solely to maintain site performance, understand how visitors engage with our content, and ensure a stable, secure browsing experience. It is not used to identify you personally or to build intrusive profiles, but rather to refine how the website functions and presents information.
Communication Records
When you contact us directly or continue a conversation after an enquiry, we may retain records of those communications. This includes email correspondence, responses to questions, and internal notes created to coordinate your event.
Keeping a record ensures continuity, especially for multi-stage planning. It allows us to follow through accurately, avoid repetition, and maintain clarity across discussions, while still limiting access to only those involved in managing your request.
How Information Is Used
Event Coordination
The primary purpose of collecting information is to organise and deliver your event. Details you provide are used to confirm availability, shape the structure of your evening, and align dining, entertainment, and atmosphere with your expectations.
From arranging seating formats to refining pacing and communication before the event, your information allows us to manage each step with precision. Without these details, it would not be possible to deliver the tailored, immersive experience the venue is designed for.
Customer Communication
Your contact details are used to respond to enquiries, provide confirmations, and clarify any details needed to progress your booking. This may include follow-up emails, schedule updates, or questions that help us better understand your requirements.
We do not send unsolicited promotional messages. Communication is focused, relevant, and directly tied to your enquiry or planned event, ensuring it remains useful rather than intrusive.
Service Improvement
We review general patterns in how visitors interact with the website and how enquiries are structured in order to improve both our digital experience and our event formats. This may involve refining page content, adjusting enquiry flows, or improving how information is presented.
Insights are used at a broad level rather than focusing on individuals. The goal is to make the process clearer, more intuitive, and better aligned with the expectations of guests planning premium, curated experiences.
Sharing of Information
We do not sell, rent, or broadly distribute your personal information. Any sharing is limited, purposeful, and directly related to delivering your enquiry or event. In practice, this means information is only used within the scope of planning, coordination, and communication required to provide our services.
In some cases, trusted service providers may assist with website hosting, communication systems, or operational support. These providers are selected carefully and are expected to handle information confidentially and only for the specific tasks they are engaged to perform. We do not authorise them to use your data for unrelated purposes.
Data Storage and Security
Storage Practices
Your information is stored within secure digital systems with access limited to those responsible for managing enquiries and event coordination. We retain information only for as long as it is practical and necessary to fulfil its purpose, whether that is responding to an enquiry or completing event arrangements.
Where possible, information that is no longer required is removed or minimised. This approach ensures that data is not held indefinitely without purpose while still allowing us to maintain continuity during active planning stages.
Security Measures
We take reasonable steps to protect personal information from misuse, interference, and unauthorised access. This includes controlled system access, secure infrastructure, and monitoring practices designed to maintain integrity and reliability.
While no system can guarantee absolute security, we continually review our practices to ensure they remain appropriate to the nature of the information we handle and the expectations of our guests.
Your Rights
Access and Correction
You may request access to the personal information we hold about you and ask for corrections if any details are inaccurate or incomplete. Requests can be made through our Contact page, and we will take reasonable steps to respond within an appropriate timeframe.
This ensures your information remains accurate and relevant, particularly during ongoing event planning where details may evolve.
Data Removal
You may also request that your personal information be removed where appropriate. Such requests are considered on a case-by-case basis, taking into account operational needs and any relevant obligations.
Where removal is possible, we will take reasonable steps to ensure your data is no longer retained in active systems.
Third-Party Links
Our website may include links to third-party websites for additional information or convenience. These sites operate independently and are not controlled by The Ember River Club. As such, we are not responsible for their privacy practices, policies, or content.
If you choose to visit an external site, we recommend reviewing its privacy policy to understand how your information may be handled in that context.
Contact and Updates
Contact for Privacy Requests
If you have questions about this Privacy Policy or wish to request access, correction, or removal of your information, you can reach out through our Contact Us page. This ensures your request is directed appropriately and handled with care.
We aim to respond clearly and respectfully, providing guidance or action as needed based on your enquiry.
Policy Updates
This Privacy Policy may be updated periodically to reflect changes in our practices or to maintain alignment with relevant expectations. Any updates will be published on this page.
We encourage visitors to review this policy occasionally to stay informed about how information is managed.