Privacy Policy

The short version

Sing Out On Demand is new, and it will grow. This page describes what the site does today, and it will change as we add things. When it does, we will update it before the change is switched on.

Whatever we add, three things stay fixed:

• We only collect what we need to run and improve the program.
• We never sell or rent your details.
• We treat anything to do with health, including dementia, as sensitive. It is never used for advertising and never passed to an advertising service.

Who we are

Sing Out On Demand is run by Sing Out West Limited (ABN 75 683 892 051), the registered charity behind Sing Out Choir, based in Dubbo, New South Wales. You will know us as Sing Out Choir — that is our registered business name, and Sing Out West Limited is the legal name behind it. We are the organisation responsible for the information described in this policy.

You can reach us about anything on this page at privacy@singoutondemand.com.au.

What this policy covers

This policy covers the Sing Out On Demand website at singoutondemand.com.au. Our main choir website, singoutchoir.com.au, is a separate site and is not covered here.

What we collect

When you sign up to watch, we ask for:

• Your name
• Your email address
• Which description fits you best — for example a family carer, a paid carer, a health professional, or someone living with dementia
• Whether you are watching for yourself or as part of your work
• If you are watching for work: the kind of place you watch in, and roughly how many people usually watch together
• Whether you agree to us emailing you about new episodes and other experiences from the choir

We also record:

• Which episodes you start, how long you watch each one for, and when, along with the general area you watched from (your country, state and town, worked out from your internet connection, never your address) and the kind of device and browser you used. This is linked to your account, so the choir can see how the program is actually being used and where it is reaching.
• Basic visit statistics — which pages are opened, the site you arrived from, your general location, and the kind of device and browser you use
• Standard web server logs, which include IP addresses, as part of delivering the site securely

We ask roughly how many people watch together because one sign-up at an aged care home can mean twenty residents in the room. Without it, twenty people are counted as one, and the choir cannot describe its reach accurately to the people who fund it.

Health information

If you choose "someone living with dementia", or a description that says you care for someone who is, that tells us something about health. We treat it as sensitive information. We use it only to understand who the program reaches and to report that to funders in totals. It is never used for advertising, never passed to an advertising or analytics service, and never shown to anyone outside the choir with your name on it.

Beyond that, we do not ask about anyone's health, and there is no box on our forms for free-form comments. We do not use passwords, so there is no password of yours for us to hold or lose. We do not collect payment details, because Sing Out On Demand is free for a limited time.

Why we collect it

• To let you into the episodes, and to recognise you when you come back
• To email you about Sing Out On Demand and other experiences from the choir, if you have agreed to that
• To understand who the program reaches, so the choir can shape it and report to funders
• To see how the program is being used in aged care homes, day centres and similar places, and to talk to those organisations about it
• To improve the program and how it is delivered — for example, which devices it is watched on and how well the video plays
• To develop future versions of Sing Out On Demand and related services from the choir, which may include paid ones

If you signed up to watch as part of your work, the choir can see your name alongside which episodes have been watched on your account and for how long, so it knows how the program is working where you are.

If you signed up to watch personally, your viewing only ever appears in totals. The choir does not look at what you watch on its own.

Who we share it with

We never sell or rent your details. We share them only with the services that help us run the site, and only what each one needs to do its job. Today those are:

• Cloudflare — hosts the site, the database and the videos, protects the sign-up form from automated abuse, and provides our visit statistics, which use no cookies
• Resend — sends the codes you use to sign in

If we connect another service — for example an analytics tool such as Google Analytics or Microsoft Clarity, a social media service, or an advertising service — we will add it to this list, and say what it receives, before it is switched on.

Your consent

Signing up is voluntary, and so is agreeing to hear from us. The box asking whether we may contact you is optional — leave it unticked and you can still watch everything. Ticking it is what gives us permission to email you about new episodes and other experiences from the choir. You can change your mind at any time on your account page, by emailing us, or by asking us to delete your account.

Sending you a code so you can sign in is a separate thing. We send those whether or not you have agreed to be contacted, because without one you cannot get into the episodes.

How we look after it

• It is held in a secure database on an account controlled by Sing Out Choir
• Everything travels over an encrypted connection
• Access is limited to named people at the choir and our contracted website administrator
• Our export of the sign-up list sits behind a separate login, not a shared link

Where it is stored

Some of the services we use to run this site hold or handle information outside Australia. Our database and video files sit in the Asia-Pacific region, and the service that emails your sign-in code sends from Japan. Some of these providers are United States companies running global networks, so your information may be handled there as well. Australian Privacy Principle 8 asks us to say that plainly rather than bury it, so we have.

How long we keep it

We keep your account for as long as the program runs, or until you ask us to delete it. There is no fixed expiry date. We would rather tell you that than promise a deletion timetable nobody at the choir would remember to act on.

Cookies

Today we use one cookie: a small file we put in your browser when you sign in, so we know it is you on your next visit. Our visit statistics do not use cookies.

If we add an analytics, social media or advertising service, it may set cookies of its own. We will name it in the list above before it is switched on, and tell you on the site at the time, with a choice where one is needed.

Your rights

You can ask us at any time to:

• Tell you what we hold about you
• Correct it
• Delete your account
• Stop contacting you

You can do the first three yourself from your account page while you are signed in. Or email privacy@singoutondemand.com.au and we will come back to you within 30 days.

What deleting your account actually does. We remove your name, your email address and your answers. We keep the record that four episodes were watched on those dates, with nothing left in it that points back to you — we discard the link rather than scramble it. We do this because the choir reports its total viewing figures to funders, and those totals should not quietly change every time somebody leaves.

Two things deletion does not reach, and we would rather say so than imply a clean sweep: the record that an email was sent to you, held in our email provider's own sending logs, and our video platform's own per-video statistics, which never carried your name in the first place.

If we email you

If the choir emails you about new episodes or other experiences, every message will say who it is from and carry a working unsubscribe link, as the Spam Act 2003 requires. Unsubscribing stops the emails and does not affect your access to the episodes.

Complaints

If you are unhappy with how we have handled your information, please tell us first at privacy@singoutondemand.com.au so we can try to put it right. If you are not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

This policy will change as Sing Out On Demand grows. The date at the top always shows when it last changed, and we update it before anything new is switched on, not after. If a change affects how we use information you have already given us, we will tell you before it applies.