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Privacy Policy

Commitment to Privacy

This privacy policy is written in alignment with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), as regulated by the Office of the Australian Information Commissioner (OAIC).

This policy outlines how Vision Arts Studios collects, uses, discloses, and stores personal information safely and responsibly. The appointed Data Protection Officer, Sara Joseph, is responsible for the ongoing compliance with this policy and privacy legislation.

Vision Arts Studios is committed to keeping your personal information safe and protected, ensuring that your information will be:

  • Processed lawfully, fairly, and transparently

  • Collected for specific and legitimate purposes

  • Adequate, relevant, and limited to what is necessary

  • Accurate and up to date

  • Retained only as long as necessary

  • Protected against unauthorised access, misuse, or loss
     

This policy applies to all personal information provided to us by enrolment forms, registration of interest, email, phone, in person, and online communications.

 

Definition of Personal Information (under the Privacy Act)

“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable. This includes names, addresses, dates of birth, contact details, identification numbers, photographs, and any data that identifies you directly or indirectly.

 

How We Collect and Use Data

We collect your personal information through website interactions (e.g. Linktree), registration forms, enrolment processes, and general communications, to provide the services you have requested.

The lawful bases for collecting and processing data under the Australian Privacy Principles include:

  • Consent

  • Contractual obligations

  • Legal obligations

  • Vital interests

  • Legitimate business interests
     

Vision Arts Studios does not share personal information with third parties without your explicit consent, unless legally required to do so. You may revoke your consent at any time by contacting the Data Protection Officer (see contact info below), and we will promptly action your request.

 

Cookies and Online Tracking

We use cookies on our website to provide the best service and user experience. These cookies may collect:

  • IP address

  • Domain name

  • Requesting and referring URLs

  • Browser type and operating system

  • Date and time of visit
     

For more details, refer to our Cookie Policy.

 

Your Rights Under Australian Privacy Law

You have the following rights under the Privacy Act 1988 (Cth):

  • Right to be informed – About how your data is collected and used

  • Right of access – To the information we hold about you

  • Right to correction – To update or correct your personal data

  • Right to erasure – To request deletion of your data when no longer required

  • Right to restrict use – To limit the handling of your information

  • Right to complain – To us or the Office of the Australian Information Commissioner (OAIC) if you believe your privacy rights have been breached
     

To exercise your rights, please contact our Data Protection Officer.

 

Accuracy and Collection Process

We strive to ensure all personal information is accurate, complete, and up to date:

  • Phone: Details are confirmed with the caller

  • In-person: Forms are reviewed by the data subject

  • Email: Confirmation requested via reply

  • Paper: Transferred to secure digital files with confirmation

  • Online forms: Summary is shown prior to submission
     

 

Storage and Security

We implement strong security measures to protect personal data:

  • Data is stored in password-protected systems, accessible only to authorised personnel

  • Paper records are stored in locked cabinets or secure facilities

  • Computers and servers are protected by firewalls and antivirus software

  • Data will never be stored on unsecured portable devices
     

 

Data Breaches

If a data breach occurs that is likely to result in serious harm, it will be handled in accordance with the OAIC Notifiable Data Breaches Scheme. Affected individuals and the OAIC will be notified where required.

 

Data Retention

  • Financial records – Kept for 7 years in compliance with Australian Taxation Office (ATO) requirements

  • Membership records – Kept only as long as necessary and reviewed annually

  • Examination and qualification records – May be retained indefinitely if required by regulation

  • Employment/HR records – For unsuccessful applications, data will be retained for 6 months
     

At the end of the retention period, data will be:

  • Destroyed securely (paper = shredded, electronic = permanently deleted), or

  • Archived securely with restricted access if retention is legally or operationally required
     

 

Review of This Policy

This Privacy Policy is reviewed annually or whenever privacy law changes.
Last reviewed: December 2025
Next review due: December 2026

 

Contact Information

Data Protection Officer
Sara Joseph
Director – Vision Arts Studios
📞 0432 889 012
✉️ performingarts@visionarts.com.au

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