Privacy Policy
Last updated: 7 August 2025
The OZY Youth Choir Honouring Defence Service Inc. (referred to in this policy as “we”, “our”, or “us”) is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy outlines how we collect, use, store, and share personal information, and how you can access or correct your personal data. By using our services or accessing our website, you agree to the terms of this Privacy Policy.
1. Who We Are
OZY Youth Choir Honouring Defence Service Inc. is an incorporated association based in Exeter, New South Wales, Australia, working with young people and communities across Australia and, from time to time, internationally.
2. What Personal Information We Collect
We collect a range of personal information, which may include:
Full name, contact details (phone, email, address)
Date of birth or age
Parent or guardian contact details
Health and medical information (particularly for camps and tours)
Membership preferences, performance participation
Media (photos, audio, video recordings)
Payment details for event registration, merchandise, or donations
Browsing data via cookies or analytics tools
3. How We Collect Your Information
We collect personal information directly from:
Online forms (e.g., newsletter sign-ups, event registrations)
Membership and parental consent forms
Donations or merchandise transactions
Communication via email, phone, or social media
Participation in our programs, tours, or events
We may also collect limited information from third parties (e.g., schools or community organisations), with your consent or as authorised by law.
4. Why We Collect Your Information
We collect and use your personal information for purposes including:
Administering choir membership, rehearsals, and events
Ensuring the health and safety of participants (particularly minors)
Sending newsletters, updates, and promotional material
Managing tours, performances, media, and alumni records
Processing donations and purchases
Marketing and social media (including use of photos/videos with consent as per the Membership Declaration and/or Talent Release Forms)
Reporting to funding bodies or partner organisations (de-identified where possible)
5. Consent and Information About Children
We collect personal information about children only with the consent of a parent or legal guardian. We may use images, audio, or video recordings of children in our choir for promotional or educational purposes (e.g., website, social media, printed materials) only where consent has been explicitly given.
If you believe your child’s image or information has been used without appropriate consent, please contact us immediately using the details at the end of this policy
.
6. How We Store and Protect Your Information
We store your information securely using:
A CRM platform with restricted access
Password-protected cloud storage (e.g., Dropbox)
Access limited to authorised volunteers, technical support, and committee members
Security safeguards such as encryption, access logs, and 2FA (where supported)
7. Sharing of Information
We may share information with:
Approved third-party service providers (e.g., email platforms, payment processors)
Government authorities, where required by law
Event venues or travel providers (for camps/tours)
Media partners (with consent)
Some third-party providers may be located overseas. Where this occurs, we take reasonable steps to ensure that they comply with Australian privacy standards or equivalent protections.
8. Cookies and Website Analytics
Our website may use cookies and analytics tools to enhance user experience, track website traffic, and improve our services. You can disable cookies in your browser settings, but this may affect the functionality of our site.
Our website and emails may also contain links to external sites, including social media platforms. We are not responsible for the privacy practices of these external sites.
9. How Long We Keep Your Information
We retain personal information:
For as long as necessary to carry out the purpose for which it was collected
For alumni communications, mailing lists, or historical archives (where appropriate)
As required by law or internal policy
You may request deletion of your data at any time, subject to legal or contractual obligations.
10. Access, Correction, and Your Rights
You have the right to:
Request access to your personal information
Request correction of inaccurate or outdated information
Withdraw consent (e.g., for use of images)
Request deletion of your data
To make a request, please contact us using the details below. We may ask for verification of identity before responding.
11. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect changes in legal requirements or our practices. The updated version will be published on our website and we will notify subscribers and members via email.
We encourage you to check this policy periodically.
12. Contact Us
If you have any questions, concerns, requests, or complaints about privacy, please contact:
OZY Youth Choir Honouring Defence Service Inc.
Email: [email protected]
Mail: PO Box 121 Russell Island Qld 4184
Website: www.ozyyouthchoir.org.au
We will respond to your enquiry as quickly as possible and in accordance with Australian privacy law.