Privacy policy

Who to contact

In this policy, “Runestone XP”, “we” and “us” mean Runestone XP. For privacy questions, access or correction requests, or complaints, email clint@runestonexp.com or call +61 402 278 915. Booking help is available on our support page.

This policy covers runestonexp.com, the private enquiry form linked from it, and Up In Stone Cup registration and payment handling. A private client room or another event may have additional notices supplied for that service.

Information you share

Our enquiry form asks for your name, email address, the experience you are considering and a short description of your idea. You can also provide your phone number, company, how you heard about us and an optional referral detail. We keep your submission, its date and our follow-up notes so we can manage the conversation.

We also receive information you choose to send by email or in a subsequent conversation. Please share only what is relevant. Avoid including payment-card details, identity documents or sensitive health information in the enquiry form. If you mention another person, make sure you have their permission to share their details.

You can browse the public website without completing a form. Optional fields can be left blank; without contact details we may not be able to respond to an enquiry.

Event registrations & payments

For the Up In Stone Cup, we collect the booking contact’s name, email, phone number, company, role and business website; selected package and team details; player names and optional handicaps; catering requirements; and sponsor details and artwork where relevant. We also keep booking references, terms acknowledgements, payment status, transaction references and administrative records.

Provide other people’s details only with their permission, including permission to share relevant dietary information with event staff and the caterer. Dietary information may reveal sensitive information. We request only what is needed to arrange catering; please avoid unrelated health details. You can contact us directly to discuss catering needs.

We use event information to administer your booking, coordinate players and sponsorship, arrange catering, communicate event updates, reconcile payments and handle support or refund requests. Without required contact and company details we cannot complete an online registration. Player details and sponsor artwork can be completed later where the form permits.

When you pay, payment-card details are entered into Stripe’s checkout and processed by Stripe. Our registration form does not collect or store full card numbers or card security codes. Stripe provides payment and transaction information needed to manage the booking. Its handling of checkout data is explained in Stripe’s privacy policy.

How we use it

We use enquiry information to respond, discuss your requirements, prepare a proposal where requested and keep track of follow-up. Referral information helps us understand how people find Runestone XP. Technical information may be used to operate the website, investigate faults and prevent misuse.

Submitting an enquiry or event registration does not subscribe you to marketing. You can ask us to stop enquiry follow-up by emailing us. Essential booking and event communications may still be needed to deliver your purchase.

Storage and service providers

Enquiry and registration records are stored in our online systems with restricted organiser access. A participant’s private registration link permits access to that booking and should only be shared with authorised people. Our website, enquiry and registration services use OpenAI Sites and Cloudflare infrastructure. Email correspondence uses Microsoft 365, booking confirmations use Resend, and payments use Stripe. Resend processes the booking contact’s name and email address, company, booking reference, package and payment summary, and private registration link to send the confirmation. Player names, catering requirements and sponsor artwork are not included in these emails. These providers process information to deliver hosting, storage, security, communications and payments.

For event delivery, relevant booking, player and dietary details may be shared with authorised event staff and The Brisbane Golf Club or its caterers, only as needed for their role. Sponsor names, business logos and approved artwork are used for the agreed public sponsorship benefits. We do not sell personal information or provide attendee contact lists to sponsors for their marketing.

Information may be processed outside Australia, including in the United States, depending on the service and its infrastructure. Processing locations can change; contact us if you need more information about the services involved in your enquiry or booking.

Information may also be disclosed where required by law. For additional sharing outside the arrangements described here, we will discuss the relevant arrangements with you.

Website analytics and browser storage

We use first-party analytics to understand page views, visits, referral sources, campaigns and golf booking activity. Your browser stores a random identifier for up to 90 days and a visit identifier in session storage. These help estimate visitor counts and connect a visit to its source. A new visit begins after 30 minutes of inactivity or when you arrive with a different tagged campaign.

Analytics records contain random identifiers, approved public page paths, event times, referring website names and campaign tags. They do not contain names, email addresses, IP addresses, full browsing URLs, private registration links, player details or payment card information. When a tracked visit starts a booking, its source is linked to the internal booking reference so we can report verified sales by source. That link means the booking attribution is pseudonymous rather than fully anonymous. We do not use advertising pixels or send this analytics data to a separate marketing analytics provider.

Detailed analytics and booking-source links are removed after 90 days during report refreshes and periodic visitor-triggered cleanup. The browser identifier expires after 90 days. Do Not Track and Global Privacy Control signals disable collection. You can also disable analytics in this browser. This opt-out uses a local browser preference and does not delete existing records. Clearing browser storage removes that preference and resets the visitor identifier.

Hosting and security services may process technical details such as IP addresses, browsers, requested pages and request times, and may use cookies for essential functions. Restricting essential cookies may affect sign-in. Linked third-party websites have their own privacy policies.

Security and retention

The website uses HTTPS, and access to stored enquiries is restricted. No online service can guarantee absolute security.

Enquiry, registration and payment records are kept to manage your interaction, deliver the event and handle relevant business, accounting or legal needs. Dietary information is retained only as needed for catering, related follow-up or a legal requirement. Retention depends on the nature of the record. You can ask us to delete information that is no longer needed; we will explain if there is a reason it must be retained.

Access, correction and complaints

Email clint@runestonexp.com to ask what personal information we hold about you, request a correction or deletion, or raise a privacy concern. Tell us which enquiry or interaction your request relates to. We may need to confirm your identity before releasing or changing information.

We will review your request or complaint, investigate the relevant records and respond with the outcome and any next steps. We aim to respond within 30 days and will let you know if more time is needed. If a request cannot be met, we will explain why.

If your concern remains unresolved, the Office of the Australian Information Commissioner provides information about privacy complaints and whether it can assist with your situation.

Changes to this policy

We will update this page when our website or enquiry-handling practices change. The date above identifies the current version. You can request a copy by email.