Privacy and Data Sovereignty Policy

1. Who we are

Bandmin is operated by ParaPrac (ABN 38 317 916 069) ("Bandmin", "we"), based in Australia. Contact: [email protected].

2. Our principles

1. Your band's data is your band's. Each band owns and controls its member records. We process them only to run the service for that band.
2. Band data stays in Australia. Band workspace data and its backups are held on Australian servers (section 5).
3. We never sell data or use it for advertising. We do not use band or member data to train AI models.
4. Collect less. We ask only for what a feature needs.
5. Be plain about the exceptions. Where something may leave Australia, we say so.

3. What we collect

Visitors who register interest: your email address and the date and time you signed up. Nothing else.

Website visitors: our hosting provider keeps standard server logs (such as IP address and browser type) for a short period for security and troubleshooting. We use no analytics or tracking scripts.

Band members (inside a band's space): the information the band chooses to record, which may include name, contact details, photo, group and role membership, RSVPs and attendance, instrument loans, membership and dues status, working with children check details, key contacts, and files such as music parts and governance documents. The band's administrators decide what is collected.

Account and security data: sign-in email, authentication settings (authenticator app or passkey), and an activity log of who did what.

Music download codes: see section 8.

Children and young people. School and community bands include under-18s. Their information is entered by band administrators or parents and guardians, is visible only to those the band authorises, and is protected in the same way as all other data. We do not market to children.

4. How we use it

• To run the band's workspace: notices, calendar, music, gigs, assets, membership and governance.
• To send service emails (invitations, sign-in links, reminders). Members control non-essential email in their notification settings.
• To keep the service secure and prevent abuse (section 9).
• To send product updates only to people who ticked "Send me occasional Bandmin updates". You can unsubscribe at any time.

We do not use personal information for other purposes without consent.

5. Data sovereignty: where data lives

Email caveat. Bandmin sends email through Australian-hosted Dingomail, but the mailbox that receives it belongs to you. If your email provider (for example Gmail or Outlook) stores mail offshore, a copy of the message will be held there. We cannot guarantee that email stays onshore end to end.

Our commitment. Band records, uploaded files and their backups are stored in Australia. We will update this table before adding any new provider that handles personal information outside Australia.

6. Payments

• Paying Bandmin. We use PayPal and Stripe to receive payments to Bandmin. Both may process personal information internationally, including in the United States, under their own terms and privacy policies. Card details go to the payment provider and are not stored by Bandmin.
• No obligation to use them. Bands are not required to use PayPal or Stripe. Direct bank transfer is also accepted.
• Bands collecting from members. A band may choose to connect its own PayPal and Stripe accounts to its Bandmin space. If it does, the band's own account handles the money (for example member dues), subject to that provider's terms and conditions and to the band's own responsibilities. Bandmin does not hold those funds.

7. Separation between bands, and who can see your data

• Between bands. Each band's data is isolated from every other band's, enforced in the database itself (row-level security), not only in the app.
• Within a band. Roles control what each person can see. Sensitive items (such as door codes) are hidden until deliberately revealed.
• Bandmin staff cannot see your band's data by default. If we need access to give support, a band administrator must authorise it first.
• Exceptions. If authorisation is impossible because of a technical fault, or in the unlikely event that the law requires access, Bandmin may gain access. In that case the band's account contact is notified automatically, together with the reason, and every action taken is logged.

8. Music downloads and accountability

Every music chart a member downloads carries a short code, in the file's metadata and as a small watermark near the edge of the page. The code allows Bandmin administrators to identify which user downloaded that copy. It exists to help bands keep control of their music and to discourage illegal online sharing of charts, through good accountability. The code is linked to the member's account and is used only for that purpose, or if the law requires.

9. Misuse, abuse and illegal content

Bandmin is a band administration tool, not an email marketing or content hosting platform. We reserve the right to identify and investigate suspicious activity or unusual usage patterns, such as excessively high email volumes or suspected illegal content (including child sexual abuse material). Where needed, and where the law requires or permits, we may suspend or cancel accounts, delete illegal data, and report to the authorities. This is the only circumstance in which we look at content without a band administrator's authorisation, other than a legal requirement under section 7.

10. Security

• Encryption in transit and at rest. Sensitive authentication data has further application-level encryption.
• Two-step sign-in is mandatory for administration functions and for access to personal information, using an authenticator app or a passkey.
• Short-lived sign-in links and invitations.
• An activity log records who did what.
• Daily backups with longer-term copies.
• Least-privilege access for staff and contractors.

No system is perfectly secure. We will tell you if we find a problem.

11. Data breaches

If a breach is likely to cause serious harm, we aim to inform affected bands within 72 hours of becoming aware, with plain-language details of what happened and what to do, and we will notify the Office of the Australian Information Commissioner where the Notifiable Data Breaches scheme requires.

12. Sharing

We do not sell or rent personal information. We share it only:

• with the providers in section 5 and section 6, to run Bandmin;
• with other members of the same band, as the band's settings allow;
• where required or permitted by law (including section 9); or
• with your consent.

We never share one band's data with another band.

13. Export, retention and deletion

• A band can export and delete its data at any time.
• After deletion, live data is removed within 30 days and backups age out within 90 days.
• When a member leaves, the band decides what to keep for its records (for example attendance or financial history). A member can ask the band, or us, to remove or correct their information.
• Interest-list emails are deleted when you unsubscribe or ask us to.

14. Your rights

You can ask to access or correct the personal information we hold, and to complain. Band records are controlled by the band, so we will pass your request to its administrators and help them respond. Email [email protected]; we aim to reply within 30 days. If you are unsatisfied, you can contact the Office of the Australian Information Commissioner (oaic.gov.au).

15. Cookies and tracking

bandmin.au uses no analytics or tracking scripts. Only essential cookies and storage needed to sign in and run the service are used.

16. Changes

We will post changes here, update the date above, and notify band administrators of material changes in advance.