Privacy Notice

Last Updated: 19th October 2025

About This Notice

This Privacy Notice explains how Keys of Swan collects, uses, and protects your personal information when you enroll in our piano teaching services.

We are committed to protecting your privacy and handling your information responsibly in accordance with Australian privacy best practices.

By enrolling in lessons with Keys of Swan, you agree to the collection and use of information as described in this Notice. For students under 18, this consent is provided by the parent or legal guardian.

This Privacy Notice works together with our Service Agreement and any other agreements we have with you.

0. Children's Privacy

As a service primarily for children and young people, we take extra care with student information:

  • We communicate primarily with parents/guardians for students under 18
  • Parents/guardians have the right to access and control their child's information
  • We only collect information necessary for providing piano lessons
  • Safeguarding is a priority in all our practices

1. What Personal Information We Collect

We collect the following types of personal information:

Student and Parent/Guardian Information

  • Full names
  • Home address (lessons are conducted at your home)
  • Phone numbers
  • Email addresses
  • Emergency contact details
  • Student's age/date of birth (for safeguarding purposes)

Lesson and Administrative Information

  • Lesson schedule (day, time, frequency)
  • Lesson duration and pricing
  • Payment records and history
  • Attendance records
  • Practice notes and progress observations
  • Communication history (emails, text messages, phone calls)

Optional Information

  • Photos or videos (only with explicit consent)
  • Feedback or testimonials (only with explicit consent)

2. How We Collect Information

We collect information:

  • Directly from you during enrollment
  • Through ongoing communication (email, phone, text)
  • During lessons (progress notes, observations)
  • Through payment transactions

3. How We Use Your Information

We use your personal information to:

Provide Our Services

  • Schedule and conduct piano lessons
  • Communicate about lessons, schedules, and progress
  • Send lesson reminders and updates
  • Provide practice guidance and feedback

Administrative Purposes

  • Process payments and maintain financial records
  • Manage bookings and cancellations
  • Maintain student records and progress tracking
  • Respond to inquiries and requests

Legal and Safety Obligations

  • Comply with legal requirements
  • Ensure student safety and safeguarding
  • Maintain insurance records

Marketing (with consent only)

  • Share testimonials or success stories
  • Post photos/videos on website or social media
  • Send newsletters or updates about services

4. How We Store and Protect Your Information

Storage Methods

  • Digital records: Stored securely on password-protected devices and cloud services
  • Physical records: Kept in secure locations with restricted access
  • Communication: Email and messaging platforms with standard security measures

Security Measures

  • Password-protected devices and accounts
  • Regular backup of digital records
  • Limited access (only authorised Keys of Swan personnel and your assigned teacher have access to student information)
  • Secure disposal of records when no longer needed

Retention Period

We retain your information:

  • Active students: For the duration of your enrolment plus 12 months
  • Former students: Up to 7 years for financial records (tax purposes), 12 months for other records
  • Photos/videos: Until consent is withdrawn or no longer needed

5. Who We Share Your Information With

We do not sell, rent, or trade your personal information.

We may share limited information only when:

  • Required by law: With government authorities, law enforcement, or regulatory bodies only if legally obligated
  • Service providers: With payment processors (bank transfers) - minimal information only
  • Emergencies: With emergency services if student safety is at risk
  • With your consent: For testimonials, photos, or referrals (only with explicit written consent)

6. Photos and Videos

We may occasionally take photos or videos for:

  • Progress tracking and educational purposes
  • Marketing materials (website, social media, promotional content)

Your rights regarding photos/videos:

  • We will always obtain written consent before taking photos/videos
  • You can specify whether consent is for internal use only or public use
  • You may withdraw consent at any time
  • We will remove or stop using images upon request
  • You may request copies of any photos/videos we have of your child

7. Your Privacy Rights

You have the right to:

Access Your Information

  • Request a copy of the personal information we hold about you
  • Ask how your information is being used

Correct Your Information

  • Update incorrect or outdated information
  • Notify us of any changes to contact details

Request Deletion

  • Request deletion of your information (subject to legal retention requirements)
  • Withdraw from our services

Withdraw Consent

  • Withdraw consent for marketing communications
  • Withdraw consent for photos/videos at any time

Make a Complaint

  • Raise concerns about how your information is handled

8. How to Exercise Your Rights

To access, correct, or delete your information, or to raise any privacy concerns, contact Keys of Swan.

We will respond to your request within 14 days.

Phone:

Email: contact@keysofswan.com

10. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements.

  • Updated notices will be dated and provided to current students/families
  • Continued use of our services after changes constitutes acceptance of the updated notice
  • Significant changes will be communicated directly via email

11. Contact Us

If you have any questions about this Privacy Notice or how we handle your information, please contact Keys of Swan.

Thank you for trusting Keys of Swan with your piano education.

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