Privacy Policy

Last updated: 27 October 2026

1. About this policy

Receptions at Sapphire (“Sapphire”, “we”, “us” or “our”) is a wedding and function venue located at 11 Soden Rd, Bangholme VIC 3175, in Melbourne’s south-east.

We host weddings, anniversary parties, bridal showers, birthdays, high teas, corporate events, school formals and debutante balls.

This Privacy Policy explains how we collect, use, store and disclose your personal information when you visit our website at www.receptionsatsapphire.com, contact us, or book an event with us.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website or services, you acknowledge the practices described in this Privacy Policy.

2. Information we collect

We only collect personal information that is reasonably necessary to respond to your enquiries and to plan and deliver your event.

Depending on how you interact with us, we may collect the following information:

Contact details

Your name, phone number, email address and postal address.

Event details

Your event type, preferred date, expected number of guests, chosen package (for example, Indian, Afghan, Western, Sri Lankan or School & University packages), menu choices, decoration and styling preferences, and run-sheet information.

Guest and dietary information

Guest names, seating arrangements, dietary requirements and allergies that you provide so that we can safely cater for your event.

Where dietary requirements or allergies constitute health information, we collect this information only with your consent and use it only for the purpose of safely catering your event.

Organisation details

For corporate bookings, school formals and debutante balls, we may collect the name of the business, school or organisation and the relevant contact person's details.

Payment and billing information

Deposit and payment records, invoices and billing contact details.

We do not store full credit or debit card numbers on our website.

Enquiry content

Any information you choose to provide in an enquiry, email, phone call or social media message.

Website usage information

We may collect information such as your IP address, browser and device type, pages visited, referring website and time spent on our website through cookies and similar technologies.

Photos and testimonials

Images, reviews or testimonials that you provide to us or approve for use on our website or social media.

Anonymous or pseudonymous enquiries

You may deal with us anonymously or under a pseudonym when making general enquiries where practicable. However, we require your real name and contact details to confirm and manage an event booking.

Information about young people

School formals and debutante balls may involve students under 18 years of age. We generally collect information about these students from the school, event organiser, or a parent or guardian, and only collect information that is reasonably necessary to run the event.

3. How we collect information

We may collect personal information directly from you when you:

• submit an enquiry through our Contact Us page;

• call us on 0433 632 560;

• email us;

• visit our venue for a meeting or tour;

• message us through Instagram or Facebook;

• sign a booking agreement;

• pay a deposit;

• provide event or guest information; or

• browse our website, including through cookies and similar technologies.

Sometimes we may receive information from other people or organisations, such as a wedding planner, family member, school, corporate organiser or supplier acting on your behalf.

If we receive unsolicited personal information that we do not need, we will destroy or de-identify it where lawful and reasonably practicable to do so.

4. How we use your information

We may use your personal information to:

• respond to enquiries and provide package details, pricing and availability;

• arrange venue tours and planning meetings;

• confirm, plan and deliver your event;

• coordinate catering, styling, lighting, sound and other event services;

• coordinate with suppliers you have selected or that we engage for your event;

• issue invoices and manage deposits and payments;

• meet our legal, tax, insurance, liquor licensing and food safety obligations;

• improve our website, services and customer experience; and

• send you updates, information or offers where you have agreed to receive marketing communications.

Marketing communications

You can opt out of marketing communications at any time by using the unsubscribe link included in our emails or by contacting us directly.

We will never sell your personal information.

5. Cookies, analytics and third-party services

Our website is hosted by Squarespace.

Squarespace may use cookies and similar technologies that help our website operate, including for security and website functionality. If analytics features are enabled, cookies may also be used to provide information about how visitors use our website.

You can block or delete cookies through your browser settings. However, doing so may affect the functionality of some parts of our website.

Our website may also link to or use third-party services, including:

Squarespace

We use Squarespace to host our website and may use its website forms, analytics and related services.

Instagram and Facebook

We may link to our social media pages on Instagram and Facebook. If you interact with us through these platforms, your use of those services is also subject to Meta’s privacy policies.

Google Maps

Our website may use or link to Google Maps to help visitors locate our venue. Google may collect and process information in accordance with its own privacy policy.

Email and payment providers

We may use third-party email and payment service providers to communicate with you and process payments securely.

These third-party providers may collect or process information in accordance with their own privacy policies. We encourage you to review the privacy policies of any third-party services you use.

6. Sharing, storage and security

Who we share information with

We only share personal information where reasonably necessary to operate our business, plan and deliver your event, provide requested services, or comply with the law.

Depending on your event and circumstances, we may share information with:

• event suppliers, including photographers, decorators, DJs, florists and caterers involved in your event;

• IT, website, email and payment service providers;

• our accountants, lawyers and insurers; and

• government agencies or law enforcement bodies where required or authorised by law.

We do not sell your personal information.

Overseas disclosure

Some of our service providers, including Squarespace and Meta, may store or process information on servers located outside Australia, including in the United States.

Where we disclose personal information overseas, we take reasonable steps to ensure that appropriate privacy protections are in place and that your information is handled consistently with our obligations under the Australian Privacy Principles.

Security

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

We store information in secure, password-protected systems and limit access to people who need the information for legitimate business purposes.

Our website uses SSL encryption. However, no transmission of information over the internet can be guaranteed to be completely secure.

Please avoid sending sensitive information, such as credit or debit card numbers, through our website contact forms.

Retention

We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy and to meet our legal, accounting and tax obligations.

Financial records may generally need to be retained for up to 7 years.

When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it.

Event photos

We may photograph or receive photographs from events held at our venue.

Where we intend to feature identifiable guests in promotional material on our website or social media, we will seek appropriate consent.

If you have previously consented to the use of an image and would like us to remove it from our website or social media, please contact us and we will consider your request promptly.

7. Your rights and how to contact us

Access and correction

You may request access to the personal information we hold about you and ask us to correct information that is inaccurate, incomplete or out of date.

We aim to respond to requests within 30 days.

We may need to verify your identity before providing access to personal information. In limited circumstances, the law may allow or require us to refuse access. If this occurs, we will explain the reason where permitted to do so.

Privacy complaints

If you believe we have handled your personal information in a way that breaches applicable privacy laws, please contact us in writing using the details below.

We will acknowledge your complaint promptly and aim to investigate and resolve it within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

OAIC website: www.oaic.gov.au
Phone: 1300 363 992

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, services, technology or legal obligations.

The latest version will always be published on this page, together with the date it was last updated.

Contact us

Receptions at Sapphire
11 Soden Rd, Bangholme VIC 3175 (Near Keysborough)
Phone: 0433 632 560
Email: info@receptionsatsapphire.com
ABN: 40 638 152 360

Last updated: 27 October 2026