Privacy Policy

1.1MusiCal for Schools is provided by MusiCal, ABN 71 608 106 413, South Australia, Australia (MusiCal, we, us). Our website is musicalendar.app.

1.2This policy explains how we collect, hold, use and disclose personal information, and how you can access or correct it or make a complaint. It applies to:

• MusiCal for Schools — the application school music departments use to run their visiting-teacher (peripatetic) music programme, including each school’s branded login, enrolment form and portals;
• the public schools demo, which contains sample data only;
• the MusiCal for Schools website, including its contact form.

1.3MusiCal Studio and MusiCal Solo, our product for private studios and independent teachers, is a separate application with its own privacy policy. This policy does not cover it.

1.4We handle personal information in accordance with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). Where a school is subject to its own state, territory or sector privacy rules (for example a Catholic or government school system), we assist the school to meet them.

1.5We have a nominated Privacy Officer, who is responsible for this policy and for handling privacy enquiries, access and correction requests and complaints. Contact details are in section 16.

1.6For licensed schools, this policy should be read together with our Terms of Service. If the two conflict on a privacy matter, this policy applies.

2.1The school that licenses MusiCal for Schools (the School) decides what information is collected about its students, families and teachers and how it is used. The School is the controller of that information.

2.2MusiCal stores and processes the information on the School’s behalf and under its instructions, and is responsible for keeping the platform secure. We do not use School data for our own purposes beyond running, securing and improving the service.

2.3Questions about a particular student, family or teacher record should go to the School first, because it controls that record. You can also contact us directly (section 16) and we will work with the School to respond.

3.1Depending on how a School configures it, MusiCal for Schools can hold:

• Students: name, class or pastoral-care group, campus, date of birth, school email address (used for the optional student portal login and for lesson reminders), mobile number, home address, instrument and experience level, whether a school instrument is on loan, enrolment status, and free-text notes entered by the School or family (for example learning goals or timetable constraints).
• Parents and guardians: name, email address and mobile number of up to two guardians per student, and which is the primary contact.
• Teachers and tutors: name, email, phone, biography, profile photo, instruments, start date, home address, emergency contact, and the expiry dates of the compliance clearances the School requires (for example working-with-children check, public liability insurance and mandatory-notification training). Only the expiry dates are held, not the clearance documents.
• Lessons and attendance: timetables, rooms, ensembles, cancellations and their reasons, attendance marks, lesson notes, repertoire and practice logs.
• Resources: documents and audio (such as sheet music and backing tracks) a tutor uploads and shares with their own students, and links to videos or websites the tutor shares. Tutors confirm before sharing that resources contain no recordings, photos or personal information of students.
• Lending library: instruments and equipment, and which student or borrower has them.
• Custom fields the School defines for its own purposes (for example photo consent or T-shirt size).
• Account data: email address, role, a password stored only as a salted hash, and sign-in timestamps.
• Communication log: a record of each automated email sent (type, recipient, related lesson, time and delivery status).

3.2We do not collect health information. MusiCal for Schools has no medical-conditions field for students and no medical-notes field for teachers. Schools keep health information in their own student-information systems. We also do not collect government identifiers, financial, card or payment details, biometric data, location data, or photos of students. Schools should not enter health or other sensitive information into free-text notes.

3.3Demo school. The public demo contains fabricated sample data, is reset every night, and sends no real email. Anything typed into the demo is not treated as a real school’s data.

3.4Website contact form. If you use the contact form on our website we receive the name, email address, school and message you enter.

3.5Technical information. To operate and secure the service we record sign-in events and email delivery status. We do not use analytics or advertising trackers.

4.1Families supply their own details. A student’s record starts with what a parent, guardian or student provides. That happens in one of three ways, all under the School’s authority: the family completes the School’s MusiCal enrolment form; the School imports the details families gave it through its own enrolment process; or a school administrator types the record in from information the family supplied.

4.2Where a family completes the enrolment form directly, the form shows a collection notice and a link to this policy. Schools may also require agreement to their own terms and conditions on that form.

4.3Students, parents and teachers can update their own details after signing in. Administrators and tutors keep records current on the School’s behalf.

4.4Teacher accounts are created by invitation from the school administrator. Student and parent portal accounts are created only when the administrator chooses to invite them, and are linked to the email address the family provided.

4.5We do not buy personal information, collect it from data brokers, or import it from a School’s other systems unless the School uploads a file itself.

5.1Personal information is used only to deliver and support the School’s music programme, including to:

• manage enrolments and link students to tutors, instruments, ensembles and lessons;
• build and run the timetable, rotations and term calendar;
• record attendance, lesson notes, repertoire and practice, and share resources between a tutor and their own students;
• send operational emails: lesson reminders (only where the family has opted in), schedule changes, cancellations, missed-lesson notices, library loan and overdue notices, enrolment confirmations and account or password messages;
• track the compliance clearances the School requires of its visiting teachers;
• keep the platform secure, diagnose faults and maintain an audit record;
• invoice the School and communicate about its licence, and respond to enquiries.

5.2We do not sell personal information, use it for advertising or market research, use it to train artificial-intelligence or machine-learning systems, or use it for profiling or automated decision-making about a person.

5.3We may use aggregated, non-identifying figures (for example the number of lessons scheduled across all schools) to monitor and improve the service.

5.4We will not use or disclose personal information for any other purpose unless the law requires or permits it, or the person (or the School on their behalf) consents.

6.1Within the School. Information is visible to the School’s own users according to their role: administrators see their school’s records; tutors see the students assigned to them; students and parents see their own schedule, resources and details. No user can see another school’s data.

6.2MusiCal staff. MusiCal’s administrators can access School data for support, provisioning and maintenance, and do not use it for any other purpose.

6.3Sub-processors. The following providers process personal information on our behalf. Their staff are bound by their own security and confidentiality obligations. We will tell Schools before adding a sub-processor that would process their data.

6.4We do not share personal information with anyone else, except where the law requires us to (for example a lawful request from a court or regulator). We would tell the affected School of any such request unless prohibited from doing so.

6.5No cross-school discovery. There is no feature that lets a user of one school find, search or access the users or records of another.

7.1All School data is stored in Australia (Supabase, Sydney). It is not stored overseas.

7.2One limited flow leaves Australia: the address and content of each automated email is sent to Resend, a US company, which sends it from its servers in Tokyo, Japan, and keeps delivery records (including the recipient address and message content, for a limited period) on its systems in the United States. We take reasonable steps to ensure Resend handles the information consistently with the APPs, including using its standard data-processing terms.

7.3Contact-form submissions on the website may be handled in the United States by Netlify. Please do not use the contact form to send student information; email us instead.

8.1Location. School data is stored in a managed PostgreSQL database and object storage operated by Supabase on Amazon Web Services in the Sydney region (ap-southeast-2). Backups are kept in the same region.

8.2Encryption. Data is encrypted in transit (TLS 1.2 or higher) and at rest (AES-256).

8.3Separation. Every record is tagged with its school, and row-level security in the database prevents one School’s data being returned to another. Within a School, access is limited by role.

8.4Other safeguards include: invitation-only accounts; passwords stored only as salted hashes by our authentication provider; the privileged database key held only on the server and never sent to the browser; uploaded resources served through short-lived signed links; multi-factor authentication on our own infrastructure accounts; daily backups; a tested restore process; and a documented incident response plan.

8.5No system is completely secure. If we become aware of a breach, section 12 applies.

9.1Personal information is kept for as long as the School needs it to run its music programme and meet its own record-keeping obligations. Administrators can archive students, retire enrolments and delete records at any time.

9.2End of licence. When a School’s licence ends, we keep its data for 30 days so it can be exported, then delete it, unless the School asks us to delete it sooner. Deletion removes the School’s records and every user account attached to it.

9.3Email log. Records of automated emails are kept while the School’s data is kept, to provide an audit trail and prevent duplicate sends.

9.4Backups. Database backups are retained on a short rolling schedule (currently 7 days) and then overwritten, so deleted data disappears from backups within that period.

9.5Contact-form submissions are kept for up to 12 months, then deleted.

10.1Self-service. Students, parents and teachers can view and update their own details after signing in. Parents can update their child’s details. Administrators can view, correct, archive and delete any record in their school.

10.2Through the School. Because the School controls its records, individuals should ask it first to see, correct or delete information about them.

10.3Directly with us. Any individual or School can email us to ask what personal information we hold about them, to have it corrected, or to have it deleted. We may need to confirm identity, or confirm the request with the School, before acting.

10.4Requests are free of charge and we act on them within 14 days. If we cannot meet a request (for example because the School is legally required to keep the record) we will tell you why in writing.

10.5A School may ask us at any time for an export of all of its data in a usable format, or for its complete deletion, and we will confirm deletion in writing.

11.1If you believe we have mishandled your personal information or breached the APPs, please email our Privacy Officer at the address in section 16 with the details.

11.2We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. We will tell you the outcome and the reasons in writing.

11.3If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or 1300 363 992.

12.1If we become aware of unauthorised access to, or disclosure or loss of, personal information, we will notify the affected Schools without undue delay and give them details of what information and which people were affected, what we have done to contain it, and what we recommend they do.

12.2We comply with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth), including notifying the OAIC and affected individuals where the scheme requires it, and we will support each School to meet its own obligations.

12.3Schools should tell us promptly if they become aware of unauthorised use of an account, so that we can respond.

13.1Most students in MusiCal for Schools are children. Their information is provided by their parents or guardians, or by the School from what parents provided at enrolment, and is used only to run the music programme the child is enrolled in.

13.2The School is responsible for obtaining any consent its own policies or applicable law require before a child’s information is entered, and for deciding whether to invite students to the student portal.

13.3A student’s information is visible only to their own School: its administrators, the tutor(s) who teach them, and the student and their linked parents or guardians. Students can email their own tutor from the portal; there is no chat, commenting or messaging between students, and no way for anyone outside the School to contact a student through MusiCal.

13.4We hold no health information about students and no student photos.

13.5If a parent or guardian believes we hold information about their child that should not be there, they should contact the School or email us, and we will work with the School to correct or delete it.

14.1We do not use cookies for advertising or analytics, and we do not use third-party tracking scripts.

14.2MusiCal sets a session cookie so that you stay signed in, and may keep small preferences (such as a chosen view) in your browser’s local storage. These are removed when you sign out or clear your browser data.

15.1We may update this policy from time to time. Updates are published on this page with a new version number and effective date, and earlier versions are available on request.

15.2For any material change we will email each School’s administrator contact at least 30 days before the change takes effect. Schools are responsible for making the current policy available to their families and staff.

16.1Privacy questions, access, correction or deletion requests, and complaints should be sent to the MusiCal Privacy Officer.

• Email: info@musicalendar.app (mark it “Attention: Privacy Officer”)
• Entity: MusiCal, ABN 71 608 106 413, South Australia, Australia