Privacy Policy.

New Voices Australia (“NVA”, “we”, “us”, “our”) is a youth vocal ensemble and content production company based in Sydney, New South Wales.

Most of the people we work with are under 18, and much of what we do involves filming, recording and publishing their performances. We take that seriously. This policy explains what personal information we collect, why we collect it, who we share it with, and how you can access, correct or complain about it.

We handle personal information in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth). Where a small business exemption may apply, we have chosen to meet those standards anyway.

This policy covers our website, social media, audition and enrolment processes, rehearsals, recordings and filming activity. It sits alongside our Child Protection Policy and Code of Conduct.

• Participants and young artists
• Parents, guardians and carers
• People who audition and their families
• People who contact us, subscribe or interact with our social accounts
• Contractors, collaborators, crew and guest artists
• Website visitors

Participants and auditionees

• Name, date of birth, age and gender
• Contact details, school and year group
• Voice part, vocal range, audition recordings and audition notes
• Headshots, photographs, video footage and audio recordings
• Biographies and content provided for publication
• Attendance, participation and session records
• Home address, health and medical information, dietary requirements and access needs
• Emergency contact, consent and talent release records
• T-shirt and uniform sizing

Parents, guardians and carers

• Name, relationship to the participant, contact details and address
• Billing and payment records, payment plans and scholarship applications
• Communications with us, including parent group chats
• Consents and authorisations given for a child

Website visitors, enquirers and followers

• Name and contact details supplied in an enquiry or subscription
• Technical information such as IP address, device and browser type, pages visited and referral source
• Interactions with social media content and advertising

Contractors, collaborators and crew

• Name, contact details, business details and ABN
• Payment and invoicing information
• Working With Children Check details where a role requires one

Health information is sensitive information under the Privacy Act. We collect it only where needed to keep participants safe during rehearsals, recordings, filming and travel, and only with the consent of a parent or guardian.

Health and medical details, home addresses, dates of birth and emergency contacts are kept in permission-restricted participant records. Access is limited to directors and staff who need it for a specific safety or operational reason. This information is never published, included in a website integration or shared with sponsors, partners or platforms.

For participants under 18, personal information is collected from, or with the authorisation of, a parent or guardian. Registration, medical and consent information is provided by the parent or guardian.

A signed talent release is required at the start of every programme. It is not once-off consent and can be declined or varied without a participant losing their place. Where a young person can understand what they are agreeing to, we will also explain how their image, voice and name may be used.

If publication consent is withdrawn, we will stop using the participant’s image, voice or name in new material and remove existing material where reasonably practicable. Section 08 explains the limits of removal from third-party platforms.

• Online audition and registration forms
• Audition submissions, including material submitted through casting platforms
• Email, phone, direct message and parent group chats
• In person at rehearsals, recordings, filming days and performances
• Audio, video and photography recorded during NVA activities
• Our website and advertising accounts on Meta and TikTok
• Third parties who refer participants to us, where consent has been given

Unrequested personal information that we do not need will be destroyed or de-identified where the law allows.

• Run auditions, enrolments and our programmes
• Communicate about schedules, call sheets, venues and requirements
• Keep participants safe and respond to medical incidents and emergencies
• Invoice fees, manage payment plans and assess scholarship applications
• Produce, edit and publish music videos, short form content and promotional material
• Promote NVA, recruit future participants and run advertising campaigns
• Develop opportunities for our artists, including partnerships, media and performance bookings
• Maintain insurance, meet venue requirements and comply with legal obligations
• Improve our programmes, website and operations

Creating and publishing content is a core part of NVA. Participants are photographed, filmed and recorded at rehearsals, recording sessions, filming days and performances.

With a current signed talent release, material may be published on NVA’s website and social channels, used in advertising and recruitment, supplied to media, events, venues, brands and collaborators, included in showreels and reports, and retained for future NVA material.

We do not sell participant images or recordings as stock content or license them for uses unrelated to NVA. Once material is public, others may view, share, screenshot or download it. We cannot control copies made by others. If removal is requested, we will remove material from our channels where reasonably practicable, ask relevant partners to do the same and explain what we can and cannot reach.

Images taken independently by families and audiences at events are not covered by this policy.

Service providers. Form, registration, participant management, cloud storage, email, messaging, payment, social media and advertising providers that process information for us.

Venues and hirers. Participant numbers, attendance lists, emergency arrangements and risk documentation when required.

Production collaborators. Photographers, videographers, audio engineers, editors and crew who need material to complete their work.

Partners and media. Names, headshots, biographies and content within the scope of a current talent release.

Emergency and medical services. Health and emergency details needed to respond to a serious situation.

Where the law requires it. This includes child protection reporting obligations, which override confidentiality.

We do not sell personal information or disclose it for another organisation’s direct marketing.

Several platforms we use store data outside Australia, most commonly in the United States. This includes database, cloud storage, form, email, messaging and advertising providers. By providing information, you consent to it being stored and processed overseas by these providers. We take reasonable steps to use reputable providers with appropriate security and contractual protections, although overseas information may be subject to foreign laws.

• Records are held in access-controlled cloud systems with multi-factor authentication
• Access is limited to directors and team members who need it for their role
• Health information, addresses, dates of birth and emergency contacts are separately permission-restricted
• Physical documents are stored securely and digitised or destroyed
• Access is reviewed at the start of every programme

No system is completely secure. A breach likely to cause serious harm will be handled under the Notifiable Data Breaches scheme, including notification of affected people and the Office of the Australian Information Commissioner where required.

• Enrolment, attendance, consent and talent release records are retained for insurance, legal and child protection purposes
• Financial records are kept for at least seven years
• Health information is reviewed each programme and retired when no longer current
• Published creative content is retained indefinitely as part of the NVA archive, subject to section 08
• Unsuccessful audition material is deleted within 12 months unless permission is given to retain it for a future programme

Information that is no longer needed is destroyed or de-identified.

Our website uses cookies and similar technologies to make the site work and understand how it is used. We may also use advertising tools from Meta and TikTok, including tracking pixels, to measure and target audition and recruitment campaigns.

You can control cookies through your browser and manage advertising personalisation through each platform. Blocking cookies may affect how parts of the site work.

We send audition, programme, performance and NVA news to people who have registered or opted in. Marketing emails include an unsubscribe link, and you may ask us to stop at any time. Operational messages about a current programme will continue while a participant is enrolled.

You may request a copy of personal information held about you or your child and ask us to correct information that is wrong or out of date. Parents and guardians may make requests for a child.

Contact the Privacy Officer using section 17. We will respond within 30 days. Requests are free, although a reasonable retrieval cost may apply to extensive records. If a request is refused, we will explain why in writing and explain how to complain.

If you believe personal information has been mishandled, contact our Privacy Officer and explain what happened and what you would like us to do. We will acknowledge the complaint within five business days and aim to resolve it within 30 days.

If you are not satisfied, you may contact the Office of the Australian Information Commissioner at oaic.gov.au, call 1300 363 992 or write to GPO Box 5218, Sydney NSW 2001.

Privacy enquiries and child protection concerns both go to the NVA directors.

We review this policy periodically and update it as our programmes, platforms and legal obligations change. The current version is always published here. Where a change materially affects how participant information is handled, families will be notified directly.