Privacy Policy

Last Updated: 15 October 2026

1. Introduction

Xcel Creative Studios (“XCS”, “we”, “our” or “us”) provides creative, photography, videography, marketing, production, technical and consultancy services.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when providing our services, operating our website at xcelcreativestudios.com, and conducting our business operations.

This policy applies to clients, hirers, producers, subcontractors, suppliers, website visitors and other individuals who interact with XCS.

This policy should be read alongside our Terms and Conditions, proposals and written agreements. Where there is an inconsistency, the relevant contractual documents will apply to the extent permitted by law.

2. Collection of Information

XCS collects personal and business information reasonably necessary to operate our business and deliver our services. Information may be collected through:

Emails, telephone calls, messages and other correspondence.
Proposals, quotations, contracts, booking forms and invoices.
Our website and associated online forms.
Project briefs, creative materials, approvals and production documentation.
On-site communications, photography, videography and event production.
Third parties who are authorised to provide information on your behalf.

The information collected may include names, business details, contact information, billing and payment records, project instructions, creative preferences, correspondence, photographs, video recordings, audio recordings and other materials relevant to an agreed project.

We generally collect information directly from the relevant individual or their authorised representative. Where information is provided by a client, venue or other third party, we handle it in accordance with applicable privacy obligations.

3. Use of Collected Information

We use personal and business information for legitimate business purposes, including:

Preparing proposals, quotations, contracts and project briefs.
Planning, coordinating and delivering creative and production services.
Creating, editing, refining and delivering photographs, videos, marketing materials and other project deliverables.
Coordinating clients, producers, subcontractors, venues, suppliers and production schedules.
Managing invoices, deposits, payments, accounting and financial records.
Communicating about project progress, approvals, revisions and delivery.
Maintaining business records and meeting legal, regulatory and contractual obligations.
Improving our services, workflows and internal business processes.
Marketing our services where permitted by law and consistent with any applicable consent or confidentiality restrictions.

We will not use personal information for unrelated purposes unless the individual has consented or the use is otherwise permitted or required by law.

4. Artificial Intelligence (AI) and Automated Tools

XCS may use artificial intelligence tools, automated systems and digital software to assist with creative development, administration, communication and project delivery.

These tools may be used to:

Refine, proofread, summarise or restructure written briefs, proposals, emails, scripts, captions and other text.
Develop creative concepts, campaign ideas, content strategies and production plans.
Assist with research, brainstorming, transcription, translation and content organisation.
Support image, audio and video editing, enhancement, categorisation and post-production workflows.
Improve administrative processes, productivity and internal business operations.

Depending on the task, information submitted to these tools may include project briefs, creative direction, business information, correspondence and other materials supplied in connection with a project.

XCS will take reasonable steps to minimise the personal, confidential or commercially sensitive information submitted to AI systems. Where practical, identifying details will be removed or replaced before information is processed.

We will select and use AI tools with regard to their privacy, security and data-handling practices. Information will only be submitted where the use is reasonably connected to the relevant business purpose and is permitted by applicable law, contractual obligations and any necessary consent.

XCS does not intend to use AI as a substitute for appropriate human judgement. AI-generated material may be reviewed, edited and verified by XCS before being used or delivered to a client.

We do not authorise AI tools to use client information for unrelated purposes on our behalf. However, the handling of information by an AI provider is also subject to that provider’s own terms, privacy policy and technical practices. Depending on the service and settings, information may be processed or stored by the provider and its service partners, including outside Australia.

Clients should identify any confidentiality, privacy or intellectual property restrictions that may affect the use of particular project materials before supplying them. XCS will consider reasonable restrictions and agree on any additional requirements in writing where appropriate.

5. Storage and Security of Information

XCS takes reasonable steps to protect personal information from loss, misuse, interference, unauthorised access, modification or disclosure.

Information may be stored electronically through business software, cloud storage, website platforms, email systems and other approved service providers. Access is limited to individuals who reasonably require the information to perform their duties or provide contracted services.

Where appropriate, we use access controls, account security measures, secure connections and other safeguards to protect information.

XCS does not intentionally retain complete credit card details. Payment card information is handled by the relevant payment provider in accordance with its security and privacy practices.

No electronic storage or transmission method can be guaranteed to be completely secure.

6. Accounting, Invoicing and Payments

XCS uses Xero for accounting, invoicing, financial administration and related business recordkeeping.

When you engage our services, information such as your name, business details, contact details, invoice information, transaction records and payment status may be processed through Xero and associated services.

Payments may be processed through third-party payment providers made available by XCS, including any payment service linked to an invoice. These providers handle payment information in accordance with their own terms, privacy policies and security procedures.

XCS does not control the independent privacy practices of third-party payment providers.

Information is used to manage billing, deposits, progress payments, outstanding balances, refunds, financial reporting and applicable legal obligations.

Failure to provide information reasonably required for invoicing or payment may affect our ability to provide services in accordance with the relevant contractual terms.

7. Disclosure to Third Parties

XCS may disclose personal or business information to third parties where reasonably necessary for service delivery, business administration or compliance with the law.

These third parties may include:

Producers, subcontractors, crew members and authorised project collaborators.
Venues, suppliers and technical service providers.
Xero and relevant accounting or payment service providers.
Wix and website hosting or analytics providers.
Cloud storage, communication and productivity platforms.
AI providers and other software services used in our workflows.
Insurers, professional advisers, accountants and legal representatives.
Government authorities or other parties where disclosure is required or permitted by law.

We take reasonable steps to ensure that information disclosed to service providers is handled appropriately and is limited to what is reasonably necessary for the relevant purpose.

We do not sell personal information to third parties.

8. Overseas Processing and Storage

Some of our service providers, including cloud software, website, analytics and AI providers, may store or process information outside Australia.

Depending on the provider and the services used, information may be accessible to overseas recipients or processed in overseas data centres.

Where applicable, XCS will take reasonable steps to address relevant privacy obligations before disclosing personal information to overseas recipients. The countries involved may vary depending on the services and providers in use.

9. Confidentiality and Promotional Use

XCS treats client information, project briefs, correspondence and supplied materials as confidential where required by law, contract or an agreed confidentiality arrangement.

Completed work may be displayed in XCS portfolios, showreels, websites, social media, advertising, exhibitions and other promotional materials in accordance with the applicable Terms and Conditions and any agreed restrictions.

Where a client requires work to remain confidential, the client should submit a written request before the project commences. Any restriction should be confirmed in writing and will apply to the materials and uses expressly agreed, subject to applicable law.

XCS will not treat the existence of a contractual promotional-use provision as permission to disregard privacy rights, applicable consent requirements or other legal restrictions.

10. Photography, Videography and Event Recording

As part of our services, XCS may capture and process photographs, video footage, audio recordings and other audiovisual material at events, performances, productions, workplaces and other locations.

These materials may contain identifiable individuals, including clients, performers, staff, attendees and members of the public.

The use, editing, storage and publication of such material will depend on the agreed project scope, applicable permissions, contractual arrangements and relevant legal requirements.

Where necessary, clients organising an event or production should help ensure that appropriate notices, permissions or consents are obtained from individuals being recorded, particularly where children or other vulnerable individuals may be involved.

XCS will consider reasonable requests concerning identifiable footage or photographs, subject to existing contractual obligations, legal requirements and the practical limitations of the relevant project.

11. Website, Cookies and Analytics

The XCS website is built and hosted using Wix. Wix and its integrated services may collect technical information through cookies and similar technologies.

Depending on the services enabled, this information may include:

Browser, device and operating system information.
IP address and approximate geographic location.
Pages visited, navigation activity and session duration.
Referral sources and website interaction data.
Information used to support website security, functionality, analytics and marketing.

XCS may use analytics or marketing tools, such as Google Analytics or Meta advertising technologies, where enabled on the website.

These technologies may collect information directly or through third-party services in accordance with their respective privacy policies and applicable consent requirements.

You can manage cookies through your browser settings and, where available, the website's cookie preferences. Disabling certain cookies may affect website functionality.

12. Communications and Marketing

XCS may use your contact information to send essential communications concerning quotations, bookings, project updates, invoices, approvals, delivery and other administrative matters.

We may also send promotional material about our services where permitted by law.

You may opt out of non-essential marketing communications by using an unsubscribe option where provided or by contacting hello@xcelcreativestudios.com.

We will continue to send essential service-related communications where reasonably necessary to fulfil an existing engagement or meet legal obligations.

13. Access, Correction and Deletion

You may request access to personal information held by XCS and ask us to correct information that is inaccurate, incomplete, irrelevant or out of date.

You may also request deletion of your personal information. We will consider these requests in accordance with applicable law and our contractual obligations.

Some information may need to be retained for accounting, tax, insurance, dispute resolution, recordkeeping or other legal purposes.

Requests can be made by emailing hello@xcelcreativestudios.com. We may need to verify your identity before processing a request and will respond within a reasonable timeframe.

14. Data Retention and Disposal

XCS retains personal information only for as long as reasonably necessary for the purposes for which it was collected, including project delivery, business administration, legal compliance and dispute resolution.

Retention periods may vary depending on the type of information, the nature of the engagement and applicable legal requirements.

Project files, original footage, photographs, audio recordings and final deliverables may be retained according to the relevant project agreement, storage arrangements and operational requirements.

When information is no longer required and there is no legal or other legitimate reason to retain it, XCS will take reasonable steps to securely delete, destroy or de-identify it.

15. Privacy Complaints and Concerns

If you believe XCS has mishandled your personal information or breached an applicable privacy obligation, you may submit a complaint by emailing hello@xcelcreativestudios.com.

Please describe the concern and provide sufficient information for us to investigate it.

XCS will review the complaint, make reasonable enquiries and respond within a reasonable timeframe. Where appropriate, we will take steps to address any substantiated issue.

If you are not satisfied with our response, you may be able to refer the matter to the Office of the Australian Information Commissioner (OAIC), subject to its jurisdiction and the applicable legal requirements.

Website: https://www.oaic.gov.au/

16. Legal Disclosure

XCS may disclose information where required or authorised by law, court order or regulatory obligation, or where reasonably necessary to establish, exercise or defend legal rights, recover outstanding payments, investigate suspected unlawful activity or respond to a legal claim.

Any such disclosure will be limited to what is reasonably necessary and legally permitted.

17. External Links and Third-Party Platforms

Our website, communications and project materials may contain links to third-party websites, social media platforms or online services.

This Privacy Policy applies to XCS's handling of information and does not govern the independent privacy practices of external websites or platforms.

You should review the privacy policies and terms of any third-party services you choose to use.

18. Changes to This Privacy Policy

XCS may update this Privacy Policy to reflect changes to our services, software, business practices or legal obligations.

The latest version will be published on our website with an updated revision date. Where appropriate, we may also notify affected individuals of material changes.

Changes will apply from the date specified in the updated policy, subject to any applicable legal requirements.

19. Australian Privacy Law

XCS aims to handle personal information in a manner consistent with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

Our handling of personal information is guided by principles of transparency, appropriate collection and use, reasonable security, and respect for individuals' rights.

Nothing in this policy excludes, restricts or overrides any rights or obligations that cannot lawfully be excluded, restricted or overridden.

20. Contact Us

For questions, access or correction requests, privacy complaints or other enquiries concerning this Privacy Policy, contact:

Xcel Creative Studios

Email: hello@xcelcreativestudios.com

Website: https://www.xcelcreativestudios.com

Privacy Policy

Privacy Policy

Last Updated: 15 October 2026

1. Introduction

Xcel Creative Studios (“XCS”, “we”, “our” or “us”) provides creative, photography, videography, marketing, production, technical and consultancy services.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when providing our services, operating our website at xcelcreativestudios.com, and conducting our business operations.

This policy applies to clients, hirers, producers, subcontractors, suppliers, website visitors and other individuals who interact with XCS.

This policy should be read alongside our Terms and Conditions, proposals and written agreements. Where there is an inconsistency, the relevant contractual documents will apply to the extent permitted by law.

2. Collection of Information

XCS collects personal and business information reasonably necessary to operate our business and deliver our services. Information may be collected through:

Emails, telephone calls, messages and other correspondence.

Proposals, quotations, contracts, booking forms and invoices.

Our website and associated online forms.

Project briefs, creative materials, approvals and production documentation.

On-site communications, photography, videography and event production.

Third parties who are authorised to provide information on your behalf.

The information collected may include names, business details, contact information, billing and payment records, project instructions, creative preferences, correspondence, photographs, video recordings, audio recordings and other materials relevant to an agreed project.

We generally collect information directly from the relevant individual or their authorised representative. Where information is provided by a client, venue or other third party, we handle it in accordance with applicable privacy obligations.

3. Use of Collected Information

We use personal and business information for legitimate business purposes, including:

Preparing proposals, quotations, contracts and project briefs.

Planning, coordinating and delivering creative and production services.

Creating, editing, refining and delivering photographs, videos, marketing materials and other project deliverables.

Coordinating clients, producers, subcontractors, venues, suppliers and production schedules.

Managing invoices, deposits, payments, accounting and financial records.

Communicating about project progress, approvals, revisions and delivery.

Maintaining business records and meeting legal, regulatory and contractual obligations.

Improving our services, workflows and internal business processes.

Marketing our services where permitted by law and consistent with any applicable consent or confidentiality restrictions.

We will not use personal information for unrelated purposes unless the individual has consented or the use is otherwise permitted or required by law.

4. Artificial Intelligence (AI) and Automated Tools

XCS may use artificial intelligence tools, automated systems and digital software to assist with creative development, administration, communication and project delivery.

These tools may be used to:

Refine, proofread, summarise or restructure written briefs, proposals, emails, scripts, captions and other text.

Develop creative concepts, campaign ideas, content strategies and production plans.

Assist with research, brainstorming, transcription, translation and content organisation.

Support image, audio and video editing, enhancement, categorisation and post-production workflows.

Improve administrative processes, productivity and internal business operations.

Depending on the task, information submitted to these tools may include project briefs, creative direction, business information, correspondence and other materials supplied in connection with a project.

XCS will take reasonable steps to minimise the personal, confidential or commercially sensitive information submitted to AI systems. Where practical, identifying details will be removed or replaced before information is processed.

We will select and use AI tools with regard to their privacy, security and data-handling practices. Information will only be submitted where the use is reasonably connected to the relevant business purpose and is permitted by applicable law, contractual obligations and any necessary consent.

XCS does not intend to use AI as a substitute for appropriate human judgement. AI-generated material may be reviewed, edited and verified by XCS before being used or delivered to a client.

Clients should identify any confidentiality, privacy or intellectual property restrictions that may affect the use of particular project materials before supplying them. XCS will consider reasonable restrictions and agree on any additional requirements in writing where appropriate.

5. Storage and Security of Information

XCS takes reasonable steps to protect personal information from loss, misuse, interference, unauthorised access, modification or disclosure.

Information may be stored electronically through business software, cloud storage, website platforms, email systems and other approved service providers. Access is limited to individuals who reasonably require the information to perform their duties or provide contracted services.

Where appropriate, we use access controls, account security measures, secure connections and other safeguards to protect information.

XCS does not intentionally retain complete credit card details. Payment card information is handled by the relevant payment provider in accordance with its security and privacy practices.

No electronic storage or transmission method can be guaranteed to be completely secure.

6. Accounting, Invoicing and Payments

XCS uses Xero for accounting, invoicing, financial administration and related business recordkeeping.

When you engage our services, information such as your name, business details, contact details, invoice information, transaction records and payment status may be processed through Xero and associated services.

Payments may be processed through third-party payment providers made available by XCS, including any payment service linked to an invoice. These providers handle payment information in accordance with their own terms, privacy policies and security procedures.

XCS does not control the independent privacy practices of third-party payment providers.

Information is used to manage billing, deposits, progress payments, outstanding balances, refunds, financial reporting and applicable legal obligations.

Failure to provide information reasonably required for invoicing or payment may affect our ability to provide services in accordance with the relevant contractual terms.

7. Disclosure to Third Parties

XCS may disclose personal or business information to third parties where reasonably necessary for service delivery, business administration or compliance with the law.

These third parties may include:

Producers, subcontractors, crew members and authorised project collaborators.

Venues, suppliers and technical service providers.

Xero and relevant accounting or payment service providers.

Wix and website hosting or analytics providers.

Cloud storage, communication and productivity platforms.

AI providers and other software services used in our workflows.

Insurers, professional advisers, accountants and legal representatives.

Government authorities or other parties where disclosure is required or permitted by law.

We take reasonable steps to ensure that information disclosed to service providers is handled appropriately and is limited to what is reasonably necessary for the relevant purpose.

We do not sell personal information to third parties.

8. Overseas Processing and Storage

Some of our service providers, including cloud software, website, analytics and AI providers, may store or process information outside Australia.

Depending on the provider and the services used, information may be accessible to overseas recipients or processed in overseas data centres.

Where applicable, XCS will take reasonable steps to address relevant privacy obligations before disclosing personal information to overseas recipients. The countries involved may vary depending on the services and providers in use.

9. Confidentiality and Promotional Use

XCS treats client information, project briefs, correspondence and supplied materials as confidential where required by law, contract or an agreed confidentiality arrangement.

Completed work may be displayed in XCS portfolios, showreels, websites, social media, advertising, exhibitions and other promotional materials in accordance with the applicable Terms and Conditions and any agreed restrictions.

Where a client requires work to remain confidential, the client should submit a written request before the project commences. Any restriction should be confirmed in writing and will apply to the materials and uses expressly agreed, subject to applicable law.

XCS will not treat the existence of a contractual promotional-use provision as permission to disregard privacy rights, applicable consent requirements or other legal restrictions.

10. Photography, Videography and Event Recording

As part of our services, XCS may capture and process photographs, video footage, audio recordings and other audiovisual material at events, performances, productions, workplaces and other locations.