1. Scope and privacy framework
This Privacy Policy applies to personal information handled through quaverontis.com and the Quaverontis Royale House Merch Giveaway. Quaverontis handles that information in accordance with this notice and, where applicable, the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where a statutory exemption applies, we still aim to follow the data-minimisation, security, access and correction practices described here.
The entry form does not request payment information, bank details, identity passwords or a deposit. It also does not enrol you in marketing.
2. Information we collect
Information supplied with an entry
- full name and email address;
- preferred T-shirt design and size;
- confirmations that you are aged 18 or over, resident in Australia, and accept the promotion terms; and
- the date and time of the submission and basic technical information used to deliver or secure the form.
Information requested from provisional winners
We request an Australian delivery address and, if reasonably needed, evidence of identity, age or residency. We do not need this additional information from unsuccessful entrants. Please do not send identity documents unless we specifically request them using an appropriate method.
Correspondence
If you email us, we receive your email address and the contents, attachments and delivery metadata associated with that message.
3. How we collect information
We collect information directly from you when you submit the entry form, respond to a winner email or contact us. The form sends your entry to a first-party PHP endpoint on quaverontis.com. Our hosting and email providers may automatically create limited network and security logs when your browser connects to their services.
If you provide information about another person, such as a delivery contact, you must have their authority and make this notice available to them.
4. Why we use it
Quaverontis uses personal information only where reasonably necessary to:
- receive, record and validate giveaway entries;
- detect duplicate, automated, fraudulent or otherwise ineligible entries;
- conduct and document the random draw;
- contact provisional winners and verify eligibility;
- arrange size allocation, fulfilment and tracked delivery;
- answer questions, handle complaints and protect participants;
- maintain the security and integrity of the website; and
- comply with applicable legal and record-keeping obligations.
We do not use the giveaway entry form for behavioural advertising, data brokerage, credit assessment, automated decisions with legal effect or unrelated direct marketing.
5. Who may receive information
Access is limited to Quaverontis personnel and suppliers who need information for the purposes above. These may include:
- website hosting, server-security and email providers that support quaverontis.com;
- merchandise fulfilment and Australian courier providers, for confirmed winner deliveries only;
- professional advisers where necessary; and
- regulators, courts or law-enforcement agencies where disclosure is authorised or required by law.
We do not sell or rent personal information. We do not disclose entry data to casinos, betting providers, gambling operators, card rooms or unrelated merchandise businesses.
6. Overseas processing
Some hosting, server-security or email infrastructure may process information outside Australia. Where information is disclosed to an overseas provider, we take reasonable steps appropriate to the service and information involved, including reviewing privacy and security commitments, limiting the information supplied and applying APP 8 where it applies. Provider locations may change; contact the Privacy Officer if you require current information about likely overseas recipient countries.
Giveaway entries are received by our own server endpoint and written to a private data location configured by the site operator. They are not intentionally placed in a public website directory.
7. How long we keep information
| Record | Typical retention approach |
|---|---|
| Unsuccessful entry records | Deleted or de-identified within 90 days after all prizes are fulfilled and disputes are resolved. |
| Winner and delivery records | Kept only as long as reasonably required for fulfilment, proof of the draw, complaints and applicable legal obligations-normally no longer than 12 months unless law requires more. |
| Identity or eligibility evidence | Reviewed and deleted promptly after verification unless needed to resolve a specific dispute or legal issue. |
| General correspondence | Kept for as long as needed to answer the request and maintain a reasonable record of the outcome. |
We may retain de-identified aggregate statistics that no longer identify an individual.
8. Cookies and local browser storage
This site does not use advertising or analytics cookies. It uses limited local browser storage to remember:
- that an adult visitor confirmed being 18 or older, for up to 30 days;
- the displayed community activity estimate and its last update time; and
- a successful-entry reference and timestamp on the device, to reduce accidental duplicate entries.
These values do not contain your name or email address. You can clear them using your browser’s site-data controls, but doing so does not delete an entry already submitted to Quaverontis. Contact us to request access or deletion of submitted information. A complete key-by-key explanation is available in our Cookie Policy.
9. Security
We use reasonable administrative and technical safeguards designed for the nature of the information, including encrypted HTTPS transport, access controls, limited collection and deletion schedules. No internet transmission or storage system can be guaranteed completely secure.
Genuine winner emails come from an address ending in @quaverontis.com. Quaverontis will never ask for a password, payment card, bank login, cryptocurrency, deposit or fee. Forward suspicious messages to privacy@quaverontis.com.
10. Access, correction and other requests
You may ask whether we hold personal information about you, request access to it, or ask us to correct it. You may also ask us to delete information; we will do so where we are not required or reasonably entitled to retain it. Deleting an active entry will withdraw it from the draw. Where the Privacy Act applies, access and correction requests are handled consistently with APPs 12 and 13.
Email privacy@quaverontis.com with enough information for us to identify the relevant record. We may ask for reasonable verification before acting. We aim to acknowledge privacy complaints within five working days and provide a substantive response within 30 days where practicable.
If you believe we have mishandled personal information, contact us first so we can investigate. If you are not satisfied with our response or do not receive one within a reasonable period, you may be eligible to complain to the Office of the Australian Information Commissioner (OAIC).
11. Young people
The promotion and its entry form are intended only for people aged 18 and over. We do not knowingly accept entries from minors. If we learn that a person under 18 submitted information, we will remove the entry and delete the information unless temporary retention is necessary for security or legal reasons. Our reasons for using an adult-only boundary are explained in the Responsible Play Policy.
12. Changes to this notice
We may update this notice when our practices, suppliers or legal obligations change. The current version is published here with its effective date. Material changes during an active giveaway will be highlighted on the website and will not be applied retrospectively in a way that unfairly disadvantages entrants.
13. Contact us
Privacy Officer
Quaverontis, Australia
privacy@quaverontis.com
For general promotion questions, use hello@quaverontis.com. Please do not include passwords, payment details or unnecessary identity documents in an email.