We collect your email address to send the newsletter, the details you give us when you submit an event or contact us, and - only if you create an account - your preferences and saved events. If you have an account, we also learn from how you use the site to give you better results, as set out in this policy. We log IP addresses on forms to stop spam, we use an analytics tool to see which pages are useful, and we use a handful of service providers, including AI tools that help draft event descriptions. We never sell personal information, and you can ask us to show you, fix, or delete anything we hold at any time.
1. Who we are
Under the Flight Path is published by Sebastian Edwards (ABN 36 210 992 534), trading as Under the Flight Path ("we", "us", "our"). This policy covers undertheflightpath.com.au, its events calendar, and the Under the Flight Path newsletter.
We handle personal information in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth). We've written this policy to be read, not to be survived; if anything in it is unclear, email us at hello@undertheflightpath.com.au and we'll explain it.
2. What we collect
What we hold depends on how you use the site.
If you subscribe to the newsletter
- Your email address, so we can send it. The newsletter itself is sent by our newsletter platform, which also tells us whether emails are opened and links clicked.
- For some links in the newsletter, including links to ticket and event websites, a record on our own system of which link you clicked, which event it was for and when, tied to your subscriber ID (not your IP address or device), so we can see what readers find useful.
- A referral code, and a tally of friends who subscribed through your link, to run the refer-a-friend programme. If you earn a reward we'll email you to arrange it.
- Your IP address at sign-up, used only to stop automated or fake sign-ups.
- Where you came from when you signed up (for example an Instagram link or a search), and which page or form you used, so we can see which channels bring readers in. Your browser keeps this for up to 30 days until you subscribe.
If you submit an event
- The event details: title, dates and times, venue, price, category, tags, descriptions, the event page link, a booking or ticket link if you give one, and a photo if you upload one. These are published.
- If you're the host: your business name, website and Instagram, which may be published with the event, and whether you'd like to hear about paid promotion.
- Your name and email address, so we can email you a confirmation and contact you about the event. Never published.
- A record that you consented to us featuring the event, whether you opted in to the newsletter, and when.
- A private link that lets you manage your submission later.
- Your IP address, used only to stop spam submissions. Never published.
If you contact us or ask about working with us
Your name, email address, business name and suburb if you give them, and what you tell us. Also your IP address, used only to stop spam.
If you join the "events picked for you" waitlist
Just your email address, used only to tell you when that feature is ready. It is not added to the newsletter unless you subscribe separately. No IP address is stored.
If a page crashes on you
If a page of this site stops working (for example the browser shows "Aw, Snap!"), your next visit sends us a small, anonymous note so we can fix it: which page it was, what you last tapped, how big the page was, and your browser, number of processor cores and approximate device memory. It has no name, email address, IP address, cookie or account, and anything you typed into a search box is left out.
If you create an account (optional)
- Your email address, which you sign in with. There's no password.
- If you give them, the name you'd like to be called (used only to greet you on your account page) and an age range (never a date of birth; used only in anonymised, combined counts of who the calendar reaches).
- The preferences you choose: categories, your suburb, suburbs you'd travel to, times of day, budget, and whether you're often out with kids.
- Kinds of event you turn down under "Things we're still guessing" on your account page, which we then leave out of the occasional "wildcard" pick. Nothing is hidden from the calendar.
- The events you save.
- The picks you mark as liked or "not for me", and the reason you give for a "not for me".
- How you use the site while signed in: which events you open, save and click through to, and which picks we showed you. We use this to tune what we show you, so your results keep getting better. It's part of having an account. Anything we report on from it is anonymised and combined with everyone else's, and all of it is deleted when you delete your account.
- If your account email matches a newsletter subscription, we link the two. When you open Newsletter settings, we check your subscription with our newsletter platform using your account email, and unsubscribe or resubscribe you there if you ask.
If you just browse
- Our analytics tool records pages viewed and general device and location information (see Cookies and analytics).
- Standard server and network logs kept by our hosting providers, including IP address, browser type, and pages requested.
We don't ask for and don't want sensitive information: health, race, religion, political views, sexual orientation, criminal record. Please don't put any in a form.
3. What gets published
If we publish an event you submitted, its details appear publicly on the events calendar and may appear in our newsletter and on our social media accounts. If you submitted as the host, your business name, website and Instagram may appear with it. Those pages are public and can be found by search engines.
We never publish your name, email address or IP address, and nothing about your account, preferences, saved events or activity history is ever public.
Changed your mind about an event you submitted? Use your manage link, or email hello@undertheflightpath.com.au from the address you used and we'll take it down.
4. Why we collect it
- To send the newsletter and run the refer-a-friend programme.
- To run the events calendar: to review and publish events, and to contact you about one you submitted.
- To reply to you when you contact us or ask about working with us.
- To personalise the calendar, if you have an account: putting events that suit your preferences first. Learning from what you open and save, so results keep improving.
- To stop spam and abuse, which is what the IP addresses on our forms are for.
- To understand what's useful, through aggregate analytics.
- To meet our legal obligations, and to establish or defend a legal claim.
Submitting an event or creating an account doesn't add you to the newsletter unless you ask to be. You can unsubscribe from any newsletter using the link at the bottom of it.
6. Overseas disclosure
Our database is hosted in Sydney. But some of the providers above operate overseas or on global networks, so some personal information is disclosed outside Australia, most likely to the United States, and potentially to other countries where those providers operate infrastructure.
We take reasonable steps to use reputable providers with their own privacy and security commitments, but by giving us information you accept that we can't control, and aren't accountable for, how an overseas recipient handles it once disclosed, and that overseas privacy laws may differ from Australia's.
7. How long we keep it
| What | How long |
|---|---|
| Newsletter subscription and referral record | While you're subscribed, and for a reasonable period after so we can honour referral rewards and requests |
| A published event, and the contact details behind it | While it's published, and for a reasonable period after, so we can handle corrections and complaints |
| Account, preferences, saved events and likes / "not for me"s | Until you delete your account, which you can do yourself at any time |
| Activity history | Until you press "Start fresh" on your account page or delete your account, then deleted straight away |
| Sign-in links | Single use; expire after one hour |
| IP addresses recorded with sign-ups and form submissions | 30 days, then deleted; they're only needed to stop spam |
| Event submissions we didn't publish | 2 years, then deleted |
| "Events picked for you" waitlist email | Until the feature opens (we'll email you once), or 2 years, whichever is first, then deleted |
| Which newsletter links were clicked (your subscriber ID, the link and its event, the time; no IP address) | 1 year, then deleted |
| Anonymous page-crash notes | 90 days, then deleted |
| Messages and enquiries | 2 years, then deleted |
| Complaints, takedown requests, and records of paid promotion (quotes, agreements, invoices) | Up to 7 years, so we have a record of what was raised, agreed and paid, and what we did |
When we no longer need personal information for any of these purposes and aren't required to keep it, we delete it or de-identify it.
8. Access, correction and deletion
If you have an account, you can change your preferences, and delete your account yourself on your account page; deleting it removes your preferences, saved events and history straight away. Your newsletter subscription isn't affected; unsubscribe from the link in any newsletter.
For anything else, email hello@undertheflightpath.com.au and we'll help. You can ask us to:
- tell you what we hold about you, and give you a copy
- correct anything inaccurate, out of date, incomplete or misleading
- delete an event you submitted, your subscription, or your account
- stop sending you emails
We'll acknowledge your request quickly and respond within 30 days, usually much sooner. There's no charge. We may need to confirm it's really you: emailing us from the address you used is normally enough. In limited cases we may not be able to do everything you ask, for example where we're legally required to keep something. If so, we'll tell you why in writing.
9. How we protect it
The site runs over HTTPS. Our database is access-controlled and hosted in Australia, and administrative access is restricted and requires a login. Accounts have no passwords: you sign in with a single-use code (or link) emailed to you, and each account can only ever read or change its own data. We limit who can see personal information to those who need it to run the site.
No system is perfectly secure, and we can't guarantee absolute security. If a data breach occurs that is likely to cause serious harm, we'll notify affected people and the Office of the Australian Information Commissioner, as required by the Notifiable Data Breaches scheme.
11. Children
The calendar lists events for families, but the site itself isn't aimed at children, and you must be 18 or over to create an account or submit an event. If you believe we hold personal information about a child, tell us and we'll delete it.
12. If you're in the EU or the UK
This is a newsletter and calendar for one part of Sydney. We don't target or market to people in the EU or UK, so the GDPR and UK GDPR are unlikely to apply to us. If they do apply to you, we'll honour the equivalent rights anyway: access, rectification, erasure, restriction, portability, and objection, on request to hello@undertheflightpath.com.au.
Where those laws apply, our lawful bases would be: consent for the newsletter, for publishing an event you submitted, and for activity history; contract for providing your account; legitimate interests for running and protecting the site, including anti-spam checks and analytics; and legal obligation where we're required to keep or disclose something. You can withdraw consent at any time.
13. Complaints
If you think we've mishandled your personal information, tell us first at hello@undertheflightpath.com.au. We'll investigate and respond within 30 days.
If you're not satisfied with how we handle it, you can complain to the Office of the Australian Information Commissioner:
- oaic.gov.au/privacy/privacy-complaints
- 1300 363 992
- GPO Box 5218, Sydney NSW 2001
The OAIC generally asks you to raise it with us first and give us a chance to fix it.
14. Changes to this policy
We'll update this policy as the site changes. The current version is always here, with the date it was last updated at the top. If we make a change that materially affects how we handle your personal information, we'll make that clear on the site and in the newsletter rather than quietly editing the page.
See also our Terms of Use and Disclaimer.