PRIVACY STATEMENT

Version: 1.0

Effective Date: 22/02/2026

Review Date: 21/02/2027

Applicable Legislation: Privacy Act 1988 (Cth), Australian Privacy Principles (APPs)

1. Purpose

Radiant Voice is committed to protecting the privacy of our students, clients, and their families. This Privacy Statement explains how we collect, hold, use, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This statement applies to all personal information collected by Radiant Voice, whether collected via our website, enrolment forms, in-studio interactions, telephone, email, or social media platforms.

APP Compliance Reference

APP

Requirement Addressed

APP 1

Open and transparent management of personal information

APP 2

Anonymity and pseudonymity

APP 3

Collection of solicited personal information

APP 5

Notification of the collection of personal information

APP 6

Use or disclosure of personal information

APP 7

Direct marketing

APP 8

Cross-border disclosure of personal information

APP 10

Quality of personal information

APP 11

Security of personal information

APP 12

Access to personal information

APP 13

Correction of personal information

2. Personal Information We Collect

In accordance with APP 3, Radiant Voice only collects personal information that is reasonably necessary for the provision of our voice training and singing education services. The types of personal information we may collect include:

Full name, date of birth, and gender
Contact details (address, email, telephone number)
Emergency contact information
Health and medical information relevant to vocal instruction (e.g. vocal pathologies, respiratory conditions, medications affecting voice, hearing status)
NDIS participant details and plan information (where applicable)
Payment and billing information
Photographs, audio recordings, and video recordings taken during lessons, workshops, performances, or studio events
Communication preferences and marketing opt-in/opt-out status

Sensitive Information: Health information provided for the purpose of vocal assessment and pedagogical planning is classified as sensitive information under the Privacy Act. We will only collect sensitive information with your explicit consent and where it is directly related to the delivery of our services.

3. How We Collect Personal Information

In accordance with APP 5, we collect personal information directly from you through:

Enrolment and intake forms (digital or paper)
Direct communication (email, phone, in-person, or online booking systems)
Our website, including contact forms and newsletter sign-up
Referrals from allied health professionals, speech pathologists, or NDIS plan managers (with your consent)
Video/audio recordings made during sessions or events

Where it is not reasonable or practicable to collect personal information directly from you, we may collect it from a third party (e.g. a parent/guardian, support coordinator, or referring clinician). In such cases, we will take reasonable steps to notify you of the collection.

4. Purpose of Collection, Use, and Disclosure

In accordance with APP 6, personal information is collected, used, and disclosed only for the primary purpose for which it was collected, or for a directly related secondary purpose you would reasonably expect. Our purposes include:

Providing vocal training, singing education, and voice habilitation services
Managing student enrolments, lesson scheduling, and attendance records
Communicating with you about lessons, cancellations, upcoming workshops, and studio events
Processing payments and issuing invoices
Fulfilling obligations under the NDIS (including service agreements and progress reporting)
Complying with legal and regulatory requirements
Internal quality improvement and service planning

5. No Sale of Personal Information to Third Parties

Radiant Voice will never sell, rent, trade, or otherwise commercially transfer your personal information to any third party.

Your personal information will not be disclosed to any external organisation for their independent use, except where required by law (e.g. a court order or regulatory obligation), or where you have provided your explicit, informed consent.

6. Direct Marketing

In accordance with APP 7, Radiant Voice will only use your personal information for direct marketing purposes if:

You have expressly opted in to receive marketing communications (e.g. newsletters, workshop announcements, promotional offers)
Each marketing communication includes a clear and simple mechanism to opt out (unsubscribe)
You have not previously requested to opt out of marketing communications

Opt-Out Mechanism: You may opt out of receiving marketing communications at any time by contacting us at [insert email/phone] or by using the unsubscribe link included in every electronic communication. Your request will be actioned within 5 business days.

Your enrolment or service access will never be conditional upon consenting to marketing.

7. Recording, Photography, and Media Use

Radiant Voice may record audio, video, or photographic material during lessons, workshops, masterclasses, performances, and studio events. Such recordings may be used for:

Pedagogical purposes (e.g. vocal assessment, progress tracking, lesson review)
Marketing and promotional purposes (e.g. social media posts, website content, advertising material, testimonials)
Educational or training resources (e.g. demonstration material for workshops or professional development)

7.1 Consent for Marketing Use of Media

Before any recording, photograph, or video of you (or your child) is used for marketing or promotional purposes, Radiant Voice will obtain your written consent via a Media Consent Form.

The Media Consent Form will specify the types of media to be used, the platforms on which it may appear, and the duration of consent.

7.2 Right to Opt Out of Media Use

You have the right to:

Decline to provide media consent at the time of enrolment or at any subsequent point, without any impact on your access to services
Withdraw media consent at any time by providing written notice to Radiant Voice
Request the removal of any existing media featuring you (or your child) from our marketing channels, subject to reasonable timeframes for removal from third-party platforms

Upon withdrawal of consent, Radiant Voice will cease using the relevant media for marketing purposes and take reasonable steps to remove it from platforms under our direct control. We note that once content has been shared on third-party social media platforms, complete removal may not always be within our control, but we will make every reasonable effort.

7.3 Recordings for Pedagogical Purposes

Recordings made solely for pedagogical purposes (e.g. vocal assessment playback during a session) are not published or shared externally. These recordings are stored securely, accessible only to Radiant Voice staff involved in your instruction, and are deleted in accordance with our data retention schedule unless you request otherwise.

8. Data Security

In accordance with APP 11, Radiant Voice takes reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Security measures include:

Password-protected digital storage systems with restricted access
Secure cloud-based platforms with encryption for client records and financial data
Physical security of paper records (locked filing where applicable)
Regular review of data security practices
Destruction or de-identification of personal information that is no longer required for any purpose under this statement or at law

9. Data Retention and Destruction

Personal information will be retained only for as long as it is needed for the purposes described in this statement, or as required by law. When personal information is no longer required, it will be securely destroyed or de-identified in accordance with APP 11.2.

10. Cross-Border Disclosure

In accordance with APP 8, Radiant Voice does not routinely disclose personal information to overseas recipients. If the use of cloud-based services results in data being stored or processed on servers located outside Australia, we will take reasonable steps to ensure that the overseas provider is bound by obligations substantially similar to the APPs, or that you have consented to the overseas disclosure.

11. Access and Correction

In accordance with APP 12 and APP 13, you have the right to:

Request access to the personal information we hold about you
Request correction of any personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading

To make an access or correction request, please contact us using the details provided in Section 13. We will respond to your request within 30 days. We will not charge you for making a request, but may charge a reasonable fee for providing access if the request requires substantial effort to fulfil.

12. Complaints

If you believe that Radiant Voice has breached the Australian Privacy Principles, you may lodge a complaint with us using the contact details in Section 13. We will:

Acknowledge receipt of your complaint within 5 business days
Investigate the complaint and provide a written response within 30 days
Take corrective action where a breach is identified

If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

13. Notifiable Data Breaches

In the event of a data breach that is likely to result in serious harm to any individual whose personal information is involved, Radiant Voice will comply with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988. This includes notifying affected individuals and the OAIC as soon as practicable after becoming aware of the breach.

14. Contact Us

For any queries, access requests, correction requests, complaints, or to update your marketing or media consent preferences, please contact:

Privacy Officer: Bassam Alkhalaf

Business Name: Radiant Voice

Email: hello@radiantvoiceacademy.com

Phone: 03 9125 8335

15. Changes to This Privacy Statement

Radiant Voice may update this Privacy Statement from time to time to reflect changes in legislation, business operations, or best practice. The current version will always be available on our website and at the studio. Where changes are material, we will take reasonable steps to notify you.