Privacy Policy
1. Our Commitment
Polyphony Singers Incorporated (Polyphony, Polyphony Choir, we, us) respects the privacy of members, audience members, supporters, volunteers, contractors, musicians, partners and people who contact us. This policy explains how we collect, use, disclose, store and manage personal information.
We comply with the privacy laws that apply to us and use the Australian Privacy Principles to guide proportionate, good privacy practice.
2. Information we may collect
• Identity and contact information.
• Membership, attendance, payment status and participation information.
• Ticketing, donation and supporter information.
• Communication and media preferences.
• Photographs, audio and video recordings.
• Information provided through enquiries, feedback or complaints.
• Contractor, performer and supplier information.
• Voluntary demographic, accessibility or other sensitive information where it is reasonably needed and the person has consented to its collection.
• Basic website, email and social media interaction information made available through the relevant service.
3. How we collect information
We may collect information directly through membership and ticketing forms, email, surveys, event registrations, consent forms, rehearsals, concerts, photography or filming, website interactions and social media. We may receive information from service providers such as ticketing platforms or venues where this is necessary to administer an event or activity.
4. Why we collect and use information
• Manage membership, rehearsals, performances, payments and events.
• Sell and administer tickets.
• Communicate operational information.
• Promote Polyphony and its performances where appropriate permissions are in place.
• Maintain historical and performance records.
• Support safety, accessibility, inclusion and member wellbeing.
• Manage contractors, suppliers, partners, grants and legal obligations.
• Respond to enquiries, feedback, complaints and requests.
• Evaluate and improve Polyphony’s activities.
5. Photographs, audio and video
Polyphony photographs and records some rehearsals, concerts and related activities for performance, archival and promotional purposes. We will give reasonable notice when general event photography or filming is taking place.
We will seek direct permission before deliberately featuring a person in an interview, vox pop, member profile, named social media post or similar content. Members may also tell us if they do not want to appear in identifiable promotional content. Permission may be verbal or written, depending on the nature and intended use of the content.
Anyone may contact us to raise a concern or request that Polyphony stop using or remove an identifiable image or recording. We will respond respectfully and take reasonable steps where practicable, although complete removal may not be possible once material has been shared or published by others.
6. Marketing communications
We send promotional emails or messages to people who have agreed to receive them or where otherwise permitted by Australian law. Marketing communications will identify Polyphony, include contact details and provide a functional, simple way to unsubscribe. Unsubscribe requests will be actioned within a reasonable timeframe. Operational communications required for membership, ticketing or event administration are separate from optional marketing.
7. Disclosure and service providers
We may provide personal information to committee members, authorised volunteers and service providers where reasonably necessary to operate Polyphony. These providers may include ticketing and payment platforms, venues, photographers, videographers, email and website providers and social media platforms. We will not provide member or audience contact information to partners, funders or other organisations for their own use without consent, unless required by law. Some providers may store or process information outside Australia. These providers handle information under their own terms and privacy policies.
8. Storage, access and security
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. We limit access to people who need the information for their Polyphony role, use reasonable account security measures and remove information when it is no longer reasonably required, subject to relevant record-keeping needs.
If personal information is lost, accessed without permission or disclosed in error, we will take reasonable steps to contain the issue, assess any risk and respond as required.
9. Access, correction, withdrawal and complaints
You may ask to access or correct personal information we hold about you, update your communication or media preferences, withdraw consent for future uses, or raise a privacy concern. Contact the Polyphony Management Committee at polyphony.management@gmail.com. We may need to verify your identity. We will respond within a reasonable period and explain if we cannot fully meet a request.
10. Changes to this policy
This policy may be updated when Polyphony’s activities, systems or legal obligations materially change. The current version and date of last update will be published on our website.
Effective date: 4 October 2026
Last updated: 4 October 2026