Privacy policy

Who is responsible

Wren Music runs children’s group music classes in Yokine, Perth, Western Australia. Kate manages the enrolments and family records. For any privacy question or request, email hello@wrenmusicperth.com.

What we collect

If you register interest in another class time, we collect your first name, email, preferred class time and your child’s age, together with the term and privacy acknowledgement. We store the enquiry in the private register and send you an acknowledgement and the Wren business inbox a copy. We use these details to follow up about suitable class options. An enquiry does not reserve a place, enrol a child or subscribe you to marketing.

The enrolment form collects the parent or carer’s name, email and mobile; each child’s first name, date of birth and class preferences; optional notes and how you heard about Wren Music; and the class agreement, privacy acknowledgement and photograph choice. Please provide information only for children you are responsible for, or have authority to enrol.

The register also holds assigned classes, enrolment history by term, family links, invoices, credits, discounts, payment and refund entries, correspondence and delivery status. We record policy versions, acknowledgement times and administrative changes. Payments are checked and recorded by Wren Music; this website does not collect card details or access your bank account.

Please keep optional child notes relevant to participation in class. Do not include medical reports or information about other people. If you choose to supply health, disability or other sensitive support information, the form asks for separate permission to use it to support your child. You can leave notes blank and contact Kate to discuss an appropriate way to share necessary information.

How we use it

We use these details to review class requests, organise places and waiting lists, communicate class information, prepare family invoices and receipts, record payments and adjustments, and manage returning families across terms. Siblings using the same parent email can be grouped into one family and invoice.

Required contact and child details are needed to process an online enrolment. Optional notes, referral information and permission for photographs are not conditions of obtaining a place. You can make a general enquiry without completing the form.

Enrolment emails are service messages about your request, classes and billing. Submitting the form does not subscribe you to a marketing mailing list. We do not sell family information or provide it to advertisers.

Where records are stored and who can access them

Cloudflare hosts the website and private register. Enrolment and billing records are stored in its D1 database, which is encrypted at rest. Website connections use HTTPS. The register requires an authorised sign-in; access is for Kate and authorised people helping administer or maintain Wren Music.

Resend sends acknowledgements, class confirmations, invoices, receipts and other operational messages. Sending is configured through Tokyo, Japan, but Resend stores email data in the United States. Our business mailbox, supplied through Porkbun, retains messages and attachments; copies may also be held in an authorised connected inbox.

For continuity, the system can email a daily Excel reference copy to the Wren business inbox. Authorised staff can download spreadsheets, PDFs and class registers onto their devices. These copies may contain contact details, child notes and financial records; they must be kept private and are not public class lists. Changes to an offline copy do not change the live register.

Our service providers and their subprocessors can process information outside Australia, including the United States and Japan, and locations used by Cloudflare’s global network and email services. We do not promise Australian-only storage. Provider information is available from Cloudflare, Resend and Porkbun.

We share information with service providers as needed to run these services, with people you authorise, or where disclosure is required or permitted by law. Private child notes are excluded from parent invoices and class confirmation emails. They are included in the Wren enrolment alert and authorised register/backup copies so Kate can review them.

Website security and technical information

Cloudflare processes technical information such as IP addresses, browser/device information and security events to deliver and protect the website. The enrolment form uses Cloudflare Turnstile to check for automated submissions. Sign-in cookies keep authorised register users signed in.

The website loads fonts from Google Fonts, so Google receives connection information such as your IP address and browser details when the fonts load. Your enrolment form fields are not sent to Google Fonts. We do not run advertising trackers on this website.

Email delivery records help us identify failures or bounces. Messages and attachments are also handled by the recipient’s email provider. No online service can guarantee complete security; please avoid sending unnecessary sensitive information.

Photographs

Photograph permission is asked separately for each child, with an equal Yes or No choice. Wren Music never shows children’s faces in advertising: any image used on the website or flyers is taken from behind or with the face obscured. You can withdraw permission by emailing hello@wrenmusicperth.com. We will stop future use and remove images from channels we control where practicable; previously distributed printed material cannot always be recalled.

How long information is kept

We keep records while needed to run classes, manage returning families, resolve queries and meet financial or other legal recordkeeping obligations. Records are not automatically erased at the end of a term. When information is no longer needed, it should be deleted or de-identified.

Removal requests are assessed against those needs and obligations. Retained financial history may need to remain even when optional notes or other information can be removed. Copies in email, downloads and provider backups have their own retention cycles; removing a live record does not instantly remove every copy.

Access, corrections, withdrawal and complaints

Email hello@wrenmusicperth.com to request a copy or correction of your family’s information, ask for deletion or de-identification, withdraw photograph or optional-note permission, or raise a privacy concern. Please identify the family and the change requested without sending extra sensitive documents. We may need to verify your authority before disclosing or changing a child’s information.

Kate will review the request, explain any information that must be retained and consider relevant register, email and offline copies. We aim to respond within 30 days. Withdrawing optional-note permission does not prevent lawful retention of records already needed for another purpose. If a concern remains unresolved, you can contact the Office of the Australian Information Commissioner for guidance on available complaint options.

Policy changes and acknowledgement

This page shows the current policy and its update date. New online enrolments must acknowledge it. The system retains the policy version and acknowledgement time for each child’s submitted enrolment, including siblings in the same form. Existing records without that acknowledgement remain labelled as not recorded; later edits do not invent past consent.

The class policy separately covers fees, missed classes and withdrawals. A privacy acknowledgement does not replace that agreement or provide permission for photographs.