Privacy Policy

KomosOccasions (“we”, “us”, “our”) provides event-planning software to businesses (“customers”) who use it to manage their own clients and events. This policy explains how we handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It applies to the KomosOccasions website and application.

Information we collect

We collect personal information in the course of providing the service, including:

• Account information , names, email addresses, passwords (stored only as a secure hash), and role within a workspace.
• Customer and event records , information our customers enter about their own clients (names, contact details, event dates, venues, budgets, preferences) and their suppliers.
• Communications , emails sent and received through the platform, message content, and attachments (quotes, contracts, inspiration images).
• Enquiries , information submitted through public enquiry forms, including forms a supplier places on their own website (see “Enquiry forms on a supplier’s own website”, below).
• Technical data , IP address, browser type, and usage logs for security and diagnostics.

How we use information

• To provide, operate and improve the service.
• To authenticate users and secure accounts.
• To send transactional emails (verification, password reset, invitations, notifications) and, where enabled by a workspace, follow-up communications to its clients.
• To provide AI-assisted features (for example, drafting replies, classifying enquiries, summarising threads and extracting details from transcripts). Content processed for these features is sent to our AI sub-processor solely to generate the requested output; it is not used to train third-party models.
• To process billing and subscriptions.
• To comply with legal obligations and prevent fraud or abuse.

Disclosure to third parties (sub-processors)

We use trusted service providers to operate KomosOccasions. We disclose only the information necessary for them to perform their function:

• Anthropic , AI text generation and classification.
• Brevo , sending and receiving email.
• Stripe , subscription billing and payment processing.
• Fly.io , application hosting.
• Neon , managed database hosting.
• Cloudflare , file and image storage, DNS and access control.
• Sentry , error monitoring.
• Axiom , application log retention for about thirty days.
• PostHog , product analytics on our own screens: which pages are used, keyed to an opaque user id. No session recording, no form content, and never on a workspace’s public site.
• Where a workspace connects an integration, the relevant provider (for example Google, Microsoft, Xero or Twilio).

Sharing with suppliers

The businesses using KomosOccasions plan events, and doing that means approaching suppliers, venues, florists, photographers, caterers, on their clients’ behalf.

When a planner asks a supplier to quote for your event, they share the details that supplier needs in order to answer: typically the event date, the location or venue, guest numbers, what you are looking for, and a budget range. Depending on what the planner writes, it may include your name and how to contact you.

A supplier is not one of our service providers. They are a separate business, and once a planner sends them your details they hold that information in their own right and under their own privacy policy, not ours. We do not control what they do with it.

The planner decides who to approach and what to tell them. If you would rather your details were not passed on, or want to know which suppliers have been contacted about your event, ask the planner you are dealing with, they control that data. You can also contact us using the details at the end of this policy.

Enquiry forms on a supplier’s own website

A supplier using KomosOccasions can put our enquiry form on their own website. When you fill it in, your enquiry goes to that supplier. It is their business record of a customer who contacted them, and the supplier is the one who controls it and decides what to do with it. We store and process it on the supplier’s behalf, as part of running the service for them. To see, correct or remove what you sent, ask the supplier. The supplier keeps it for as long as they use KomosOccasions, as described under “Retention and deletion”, below.

The optional planning-team box

The form has a box you can tick if you would also like the KomosOccasions planning team to contact you about help planning your whole event. It is never ticked for you, and your enquiry reaches the supplier whether you tick it or not.

Only if you tick the box, we copy these details from your enquiry to our planning team:

• your name, email address and phone number (if you gave one);
• the type of event and your preferred date;
• your postcode and country, and an approximate location worked out from the postcode.

We do not copy your message, any notes, or anything else you typed about the location. We keep a record of which supplier’s form the copy came from, which version of the box’s wording you agreed to and when, and a scrambled code worked out from your network address (never the address itself) so we can spot a burst of fake sign-ups.

We use the copy for one purpose: so our planners can contact you about planning your event. This is direct marketing that you have asked for (APP 7), and you can stop it at any time, see below. We do not sell your details. If you go on to become a client of our planning team, “Sharing with suppliers”, above, applies to your event like any other.

The supplier can see that you ticked the box and the date your details were shared with us. They cannot see our copy or what our planners do with it.

How long we keep the copy. If you do not become a client of our planning team, we delete our copy 365 days after we receive it, or 30 days after you withdraw, whichever comes first. If you do become a client, your details become part of your client record with us and are kept as described under “Retention and deletion”; if you withdraw after that, we stop contacting you about planning. None of this changes the supplier’s own record of your enquiry.

How to withdraw. The email confirming your enquiry includes a link to withdraw your permission for the planning team to contact you. You can also ask us, using the details at the end of this policy. Withdrawing stops us contacting you about planning and stops any copy being made if it has not happened yet. It does not affect your enquiry to the supplier. You can also ask us for access to, or correction of, our copy (APP 12 and APP 13).

Cross-border disclosure (APP 8)

Some of our sub-processors store or process data outside Australia, including in the United States and the European Union. By using KomosOccasions you acknowledge that your information may be processed overseas. We take reasonable steps to ensure overseas recipients handle personal information consistently with the APPs.

This applies to the service providers listed above. It does not describe suppliers a planner approaches on your behalf, see “Sharing with suppliers”, above.

Data security

Each workspace’s data is logically isolated using database row-level security. Passwords are hashed, traffic is encrypted in transit, and access is restricted on a need-to-know basis. No system is perfectly secure, but we take reasonable steps to protect personal information from misuse, loss and unauthorised access.

Retention and deletion

We retain personal information for as long as a workspace is active. When a workspace is closed, its data is scheduled for deletion and permanently removed after a grace period. Workspace administrators can export their data at any time from the settings area, and can request earlier deletion by contacting us.

Accessing and correcting your information

Under the APPs you may request access to, or correction of, the personal information we hold about you. If your information was provided to a workspace (for example, you are a client of a business that uses KomosOccasions), please contact that business directly, as they control that data. Otherwise, contact us using the details below.

Complaints

If you believe we have breached the APPs, contact us and we will investigate and respond. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

Contact us

Privacy Officer, KomosOccasions, privacy@komosoccasions.com.