Privacy Policy

The information collected depends on how you use the Hub and which services are connected to a client account.

• Names, email addresses, phone numbers, roles, and job titles.
• Client, brand, influencer, contact, and relationship information.
• Shoot booking details, useful dates, content feedback, comments, approvals, and service preferences.
• Profile images, logos, brand assets, social media links, website links, and other files or links supplied to Vito Media.
• Account activity such as login records, delivery views, notifications, audit actions, and support interactions.
• Technical information such as device, browser, IP address, cookies, session data, and security logs.

Vito Media may collect personal information:

• directly from you when you use the Hub or contact Vito Media;
• from your organisation, account owner, team members, or authorised representatives;
• through connected tools used for delivery, such as Google Drive, Google Calendar, Planable, Monday.com, email, hosting, and authentication services; and
• when files, forms, comments, approvals, links, or service details are added to a client account.

Vito Media uses personal information to:

• operate, secure, and improve the Vito Media Hub;
• manage client accounts, contacts, permissions, and access;
• plan shoots, deliver content, manage feedback, and provide client services;
• send account notices, delivery updates, booking confirmations, support messages, and service communications;
• keep business, security, billing, audit, and compliance records; and
• meet legal, regulatory, and contractual obligations.

Vito Media only shares personal information where it is reasonably required for the purposes described in this policy or where required by law.

• Vito Media team members, contractors, and authorised suppliers.
• Users connected to the relevant client account, where information is intended to be shared inside that workspace.
• Service providers that support hosting, authentication, email, storage, analytics, delivery workflows, calendar bookings, project management, and content tools.
• Professional advisers, insurers, payment providers, regulators, courts, or authorities where necessary.

Some service providers may store or process information outside Australia. Where this occurs, Vito Media takes reasonable steps to use providers with appropriate security and privacy controls.

Vito Media takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. This may include account authentication, access controls, monitoring, backups, provider security controls, and limiting access to people who need it.

Personal information is kept for as long as needed for the purposes in this policy, including service delivery, business records, legal obligations, dispute handling, security, and backup requirements. When information is no longer needed, Vito Media will take reasonable steps to delete, de-identify, or securely archive it where lawful and practical.

The Hub uses cookies and similar technologies to keep users signed in, protect accounts, remember sessions, improve reliability, and understand how the service is used. Blocking required cookies may stop parts of the Hub from working properly.

You may ask Vito Media to access or correct personal information held about you. Vito Media may need to verify your identity and may refuse a request where permitted by law, for example where access would affect the privacy of another person or reveal confidential business information.

If you have a privacy concern, contact Vito Media first so the issue can be reviewed and responded to. If the concern is not resolved, you may be able to contact the Office of the Australian Information Commissioner.

Vito Media may update this policy as the Hub, services, laws, or business processes change. The latest version will be published in the Hub and will show the date it was last updated.

Questions or requests about privacy can be sent to your usual Vito Media contact or to notifications@hub.vitomedia.au.