Privacy Policy
Coach Music Academy Last updated: 23 August 2026 Version: 2026-08-v1
1. About this policy
Coach Music Academy ("CMA", "we", "us") is a singing school operating in Melbourne, Victoria. We respect your privacy and we are committed to handling personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth).
This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and how you can access, correct or delete it.
It covers both:
our website at ; and
the Coach Music Academy student app at app.coachmusicacademy.com.au, used by students, parents and guardians, coaches and office staff.
Many of our students are children. Section 4 sets out specifically what we collect about students under 18 and who may consent on their behalf.
The entity bound by this policy is Coach Music Academy Pty Ltd, ABN 16 391 096 981. "Coach Music Academy" is its trading name.
2. The personal information we collect
2.1 Students
Identity and contact: name, preferred name, email address (where the student has one of their own), the studio they attend, and an internal identifier linking them to our booking system.
Date of birth — we collect a date of birth for every student, adults included. We use it for two things: to work out whether a student is under 18, which decides who may consent on their behalf; and to place students in the right class, so that a group is made up of students of similar age and what is covered in the lesson suits that age. We ask you for it directly rather than taking it from our booking system, because the date held there is often wrong. Coaches can see a student's age and the day and month of their birthday — never the year, and never the full date of birth. The full date of birth is visible only to our office staff and to the student's own parent or guardian.
Lesson records: attendance, the focus areas worked on, songs being learned and their status, and notes written by the coach after each lesson.
Progress summaries: periodic written summaries of a student's progress, drafted with AI assistance and reviewed and approved by a staff member before being sent (see section 6).
Photographs, where a student or their parent chooses to upload a profile photo. Stored in a private location and never publicly accessible.
Things the student writes themselves: an optional "about me", preferred musical genres, and replies to messages from the school.
Consent records: what was consented to, by whom, in what relationship to the student, which version of this policy, and when — including any withdrawal.
App usage information — see section 2.4.
2.2 Parents and guardians
Name and email address, which students you are linked to, your notification preferences, messages you send or receive through the app, and your own consent records.
The student app does not hold phone numbers.
2.3 Coaches and staff
Name, email address, the studios and students you work with, an identifier linking you to our booking system, and lesson notes you write. Note that lesson notes you record are personal information about both you and the student.
2.4 App usage information
When you use the student app we record which section of the app was opened and when — for example "home", "summaries", "songs".
What we deliberately do not record:
which particular song, lesson or summary was opened — only that a section of that kind was;
your IP address, device identifier or browser details;
anything you type, read, or the content of anything you view.
Repeat visits to the same section within a minute are recorded once.
Why: so we can understand which parts of the app are useful, and so we can tell when a family has stopped using it and might need support. We do not use it to assess, rank or compare students, and it is never shared with coaches.
We do not record app usage for coaches or office staff — this applies to students and families only.
2.5 Prospective students (intro lessons)
If you book an introductory lesson we collect the information you give us on our booking and intake forms, and notes the coach makes during that lesson. If you do not go on to enrol, see section 8 for how long we keep this.
2.6 Website visitors
When you visit our website we collect:
Device information — your browser type, IP address, time zone, and the pages you view — through cookies and similar technologies.
Analytics — how you found the site and how you move around it, using Google Analytics.
Advertising — we use the Meta (Facebook) Pixel and Google Ads conversion tracking so we can show our advertising to people likely to be interested in singing lessons, and measure whether it works.
Our website is hosted on Squarespace, which sets its own cookies to operate the site.
You can opt out:
Google Analytics:
Facebook:
Google Ads:
All participating networks:
You can also block or delete cookies in your browser — see . Some parts of the site may not work as well.
Do Not Track. We do not currently change how the website collects data in response to a Do Not Track signal.
None of this applies to the student app. The tracking above is on the public marketing website only. The student app sets no advertising or tracking cookies and contains no third-party analytics or advertising software. It stores a sign-in token on your device so you stay signed in.
3. How we collect it
Directly from you — when you enrol, complete a form, set up an account, or use the app.
From your parent or guardian, or from the student, where they are linked.
From your coach — lesson notes and attendance.
From our booking system (Mindbody) — lesson schedules and the client record that links you to them.
We collect personal information about a child from that child where it is reasonable to do so, and otherwise from their parent or guardian.
4. Children
Many of our students are under 18. For a student under 18:
a parent or guardian must accept this policy and consent to lesson notes being recorded and used to produce progress summaries, before the student's account can be used;
a parent or guardian may access, correct or delete their child's information at any time (section 10);
progress summaries are sent to the parent or guardian, not only to the student;
where a student has no email address of their own, we do not create one for them for contact purposes and we communicate through their parent or guardian.
We do not use children's personal information for marketing or advertising, sell it, or disclose it for any purpose other than those in section 5.
5. Why we use it
To teach: scheduling lessons, recording what was covered, tracking progress.
To keep families informed: progress summaries, messages from the school and from coaches, announcements, and information about performances and events.
To run the school: enrolment, attendance and staff administration.
To improve the app: understanding which parts families use (section 2.4).
To meet our legal obligations.
The student app never asks for or stores payment details. Billing is handled entirely through our booking system.
6. Artificial intelligence
We use AI to help write progress summaries, and you should know exactly what that means.
A summary is drafted by an AI service from the lesson notes your coach has written over the period.
Every summary is read and approved by a staff member before it is sent. No summary reaches a family unreviewed, and no decision about a student is made by the AI.
To produce the draft, the relevant lesson notes are sent to OpenAI, in the United States. They are processed to generate the summary and are not used to train OpenAI's models.
Certain notes are never sent to an AI service. Coaches can mark a note as private, and private notes are excluded by design.
We also use AI internally to summarise patterns across coach notes for management purposes. This is restricted to senior administrators.
7. Who we share it with
We do not sell your personal information, and we do not disclose it for advertising.
We share it with service providers who help us run the school and the app:
What we use it for / Where
Database, sign-in and file storage for the app | Australia (Sydney)
Serving the app | Global
Mindbody | Bookings and scheduling | United States
Email and SMS to families, CRM | United States
Sending account emails | United States
Moving data between the above | European Union
Google | Optional "sign in with Google" | United States
Meta (Facebook/Instagram) | Advertising; contact lists uploaded for lookalike audiences (section 12) | United States
OpenAI | Drafting progress summaries and coach-note analysis (section 6) | United States
Your child's records are stored in Australia. The database and file storage behind the app — lesson notes, songs, practice logs, progress summaries, photos — are hosted in Sydney. They do not leave the country in the ordinary course of using the app.
Overseas disclosure. Some of the other providers above store or process personal information outside Australia, including in the United States — principally the tools we use for bookings, email and SMS, advertising, and the drafting assistance described in section 6. By using our services you acknowledge this. We take reasonable steps to ensure overseas recipients handle your information consistently with the Australian Privacy Principles.
We may also disclose personal information where required by law.
8. How long we keep it
Information / Kept for
Detailed app usage records (which section, when) | 8 weeks, then deleted
Daily app usage totals | 26 weeks, then deleted
Lesson notes, songs and progress summaries | Indefinitely, unless you ask us to delete them
Intro lesson enquiries that did not enrol | Indefinitely, unless you ask us to delete them
Consent records | For as long as we hold the information the consent relates to, and afterwards as our record that consent was given
Enrolment and financial records | At least 7 years, as required by Australian tax and company records law
The app usage periods are enforced automatically by a scheduled job, not by anyone remembering.
Where we no longer need personal information and are not required to keep it, we delete or de-identify it.
9. How we protect it
Access is controlled in the database itself, so a coach can only see their own students, a family can only see their own records, and staff access is limited by role. This is enforced at the data layer rather than only in the app.
Student photographs are stored privately and are not publicly reachable.
Private coach notes are never shown to families and never sent to AI services.
Detailed usage records are visible only to senior administrators.
We use encrypted connections throughout.
No system is perfectly secure. If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.
10. Accessing, correcting and deleting your information
You can ask us to:
give you a copy of the personal information we hold about you (or your child);
correct anything that is wrong;
delete it, where we are not required to keep it.
Some of this you can do yourself in the app — you can update your preferred name, your profile, your notification preferences, add or remove a photo, and add or correct a date of birth (a parent can do this for their child; an adult student can do their own).
How to ask, in the app. Open your Profile, tap Additional settings, and choose either Request a copy of my data or Request account deletion. We will action your request within 48 hours.
For anything else, contact us at the address in section 14. We will respond within 30 days. We will need to verify your identity, and for a request about a child, your relationship to them. If we refuse a request we will tell you why in writing and how to complain.
Deleting a student's account deletes their lesson notes, songs, summaries, consent records and app usage records together. That is built into how the data is stored, so nothing is left behind.
11. Consent, and changing your mind
When you first use the app you are asked to accept this policy and to consent to lesson notes being recorded and used to create progress summaries. For a student under 18, a parent or guardian does this.
You may withdraw consent at any time by contacting us. If you withdraw consent for lesson notes and summaries, we will stop producing summaries for that student.
Withdrawing consent stops us doing those things in future. It does not by itself delete summaries already sent or the lesson notes behind them — if you want those deleted as well, ask us and we will delete them where we are not required to keep them.
If we change this policy materially we will ask you to accept the new version next time you use the app.
12. Marketing and advertising
Advertising. We advertise on Facebook, Instagram and Google. To do that we use the tracking described in section 2.6 to reach people likely to be interested in singing lessons, and to measure whether our advertising works.
We also share contact lists with Meta. From time to time we upload a list of our contacts to Meta (Facebook and Instagram) so that Meta can build a "lookalike audience" — a group of other people with similar characteristics — for us to advertise to. Email addresses are hashed before they are sent. Meta matches them against its own users and uses them to find similar people.
We do not include students in these uploads.
If you would prefer us not to include your details in these audiences, email us at the address in section 14 and we will remove you and keep you out of future uploads.
Email and SMS. We send families term information, event invitations and school news, and — when a family first joins the app — a short series explaining how to access it, what it does and how to use it. Every commercial message carries an unsubscribe link, as required by the Spam Act 2003 (Cth).
We do not send marketing to students under 18. We communicate with their parent or guardian.
Media and performance photographs. We take photographs and video at concerts and other performances, and we use them on our website, on our social media accounts, and in advertising for the school.
If you do not want your child photographed, or you want a photograph of them removed, email and we will act on it. You do not need to give a reason, and it will not affect your child's lessons.
13. Complaints
If you think we have mishandled your personal information, contact us first at the address in section 14. Tell us what happened and what you would like us to do. We will acknowledge your complaint within 5 business days and respond within 30 days.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner:
Website:
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001
14. Contact us
Coach Music Academy Pty Ltd (ABN 16 391 096 981) Email: Post: 9 Kookaburra Street, Frankston VIC 3199