Privacy Policy

Sooshi Events provides cloud-based workforce management software for major events, including workforce planning, recruitment, learning management, scheduling, rostering, communications, catering management and operational reporting.

This Privacy Policy applies to:

• Visitors to our website
• Customers
• Prospective customers
• Event organisers
• Employees of our customers
• Contractors
• Volunteers
• Job applicants
• Users of the Sooshi Events platform
• Mobile application users

It applies to all products and services operated by Sooshi Events unless a separate privacy notice is provided.

Depending on how you interact with our Services, we may collect the following information.

Personal Information

• Full name
• Email address
• Telephone number
• Postal address
• Date of birth (where required)
• Gender (where required)
• Emergency contact information
• Employment details
• Organisation
• Role
• Qualifications
• Licences
• Certifications
• Training records
• Languages
• Availability
• Uniform sizing
• Accessibility requirements

Recruitment Information

Where recruitment services are used, we may collect:

• CVs and resumes
• Employment history
• References
• Education history
• Skills
• Interview notes
• Recruitment assessments
• Application history
• Offer information

Workforce Information

Where our workforce modules are used, we may collect:

• Shift assignments
• Attendance records
• Check-in and check-out times
• Meal selections
• Learning completion
• Performance feedback
• Supervisor notes
• Operational deployment history

Technical Information

We automatically collect information such as:

• IP address
• Browser type
• Device information
• Operating system
• Time zone
• Cookies
• Log files
• Usage analytics
• Error reports
• Mobile device identifiers

Certain Services may require the processing of sensitive information, including:

• Dietary preferences
• Accessibility requirements
• Medical information where required for event participation
• Criminal history checks where legally required
• Working rights
• Government-issued identification
• Professional registrations

We process sensitive information only where necessary, authorised by the relevant organisation, or permitted by applicable law.

Information may be collected:

• Directly from you
• From your employer
• From an event organiser
• Through recruitment applications
• Through integrations with authorised third-party systems
• From uploaded documents
• Through website usage
• Through mobile applications
• Through cookies and similar technologies

We use information to:

• Provide our Services
• Create user accounts
• Recruit candidates
• Match candidates to roles
• Schedule shifts
• Allocate rosters
• Deliver online learning
• Manage event operations
• Issue meal entitlements
• Verify attendance
• Provide customer support
• Improve our Services
• Generate operational reporting
• Maintain platform security
• Meet legal obligations
• Communicate with users

Certain features of the Sooshi Events platform use artificial intelligence and automated decision support.

These features may assist with:

• Candidate matching
• Shift allocation recommendations
• Workforce forecasting
• Recruitment insights
• Learning recommendations
• Operational planning

AI-generated recommendations are designed to support human decision-making and should not be relied upon as the sole basis for employment or operational decisions.

Where applicable, we process personal information:

• With consent
• To perform contractual obligations
• To comply with legal obligations
• To protect legitimate business interests
• Where otherwise permitted by law

We may share information with:

• Event organisers
• Customer organisations
• Recruitment agencies
• Catering providers
• Learning providers
• Cloud hosting providers
• Technology service providers
• Identity verification providers
• Government authorities where legally required
• Professional advisers

We do not sell personal information to third parties.

Your information may be stored or processed in countries other than your country of residence.

Where international transfers occur, we take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable privacy laws.

We implement administrative, technical and physical safeguards designed to protect personal information, including:

• Encryption in transit and at rest
• Role-based access controls
• Multi-factor authentication
• Security monitoring
• Audit logging
• Regular backups
• Disaster recovery procedures
• Secure development practices
• Vulnerability management

No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

We retain personal information only for as long as necessary to:

• Deliver our Services
• Meet contractual obligations
• Comply with legal requirements
• Resolve disputes
• Enforce agreements

Retention periods may vary depending on the type of information and applicable laws.

We use cookies and similar technologies to:

• Maintain user sessions
• Improve website performance
• Analyse website usage
• Remember preferences
• Enhance security

You can manage cookies through your browser settings. Some functionality may be affected if cookies are disabled.

Subject to applicable law, you may have the right to:

• Access your personal information
• Correct inaccurate information
• Update your information
• Delete certain information
• Restrict processing
• Object to certain processing
• Withdraw consent where applicable
• Request data portability
• Lodge a complaint with a relevant supervisory authority

Requests may be subject to identity verification.

Where Sooshi Events processes personal information on behalf of an organisation, that organisation is responsible for ensuring it has the necessary legal authority to provide personal information to us.

Customers are responsible for managing user permissions within their organisation.

Our Services are not intended for children under the age required by applicable law unless participation is authorised by a parent, guardian or responsible organisation.

Our Services may integrate with third-party platforms, including recruitment systems, identity providers, learning platforms and communication services.

We are not responsible for the privacy practices of third-party services.

Users should review the privacy policies of those providers separately.

We may collect aggregated and anonymised information to:

• Improve our Services
• Analyse platform performance
• Develop new functionality
• Produce industry insights

Aggregated information does not identify individual users.

We may send marketing communications to individuals who have requested information about our Services or where permitted by law.

You may opt out of marketing communications at any time by using the unsubscribe link or contacting us.

Service-related communications, including security notifications and account updates, may still be sent where necessary.

We may update this Privacy Policy from time to time.

Any changes will be published on our website with an updated effective date.

Where required by law, we will notify users of material changes.

If you have any questions about this Privacy Policy or how we handle personal information, please contact us.

If you believe your privacy rights have been breached, please contact us first so we can investigate and respond promptly.

For many organisations using the Sooshi Events platform:

• The event organiser or customer is the Data Controller (or equivalent under applicable law).
• Sooshi Events acts as the Data Processor, processing personal information on behalf of the customer in accordance with contractual instructions.

Where Sooshi Events collects personal information directly for its own business purposes (such as website enquiries, marketing or customer account management), Sooshi Events acts as the Data Controller for that information.

We are committed to handling personal information responsibly and transparently. If you have any questions, concerns or requests regarding this Privacy Policy or our privacy practices, please contact our Privacy Officer using the contact details provided above. We will acknowledge and respond to privacy enquiries within a reasonable timeframe and in accordance with applicable law.