Privacy Policy

Effective date: 17 March 2026

In plain English: We collect what we need to run the platform — your name, email, and booking activity. Payments go through Stripe and we never see your card. Your data belongs to the Studio you signed up with, and Studios are completely separate from each other. We don’t track you, don’t show ads, and don’t sell your data. Our servers may be located outside Australia, including in the United States. You can ask to see, correct, or delete your data at any time by contacting your Studio. If we discover a data breach that may seriously affect you, we will let you know.

1. Who we are

Calendance is the software your Studio uses to run classes and manage bookings. Each Studio on the platform is independent and acts as the data controller for its members’ data — meaning your Studio decides how your information is used within their operations.

This policy follows the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs), because that’s the right thing to do regardless of our size.

2. What we collect

When your account is created

Your account may be created by you or by a Studio administrator on your behalf — for example, after you express interest in joining a class. When an administrator creates your account, they do so based on your verbal or written consent. When you first log in, you confirm that consent. You can withdraw it at any time by contacting the Studio.

At account creation, we collect your name and email address. We may also record your IP address, browser information, and a timestamp to verify how and when your details were provided.

Information you provide over time

As you use the platform, you may also provide: a phone number (optional), waiver signatures (recorded with your IP address, browser information, and a timestamp), and your notification preferences.

Information generated through use

The platform automatically collects: your booking history (classes booked, attended, cancelled, or missed), your credit balance and transaction history, payment records (order details and amounts — never your card number), a log of system emails sent to you, and your login timestamps.

If you’re not yet a member

If you express interest in a Studio’s classes without creating an account (for example, through an enquiry or waitlist), the Studio may store your name and email to follow up with you. We may also record your IP address and browser information at the time you provided your details. You can ask the Studio to remove this information at any time.

3. How we use your data

We use your data to make the platform work: signing you in, processing bookings, managing your credits, and sending you the emails you need (login links, booking confirmations, cancellation notices).

Your Studio may also send you optional emails — class reminders, announcements, credit expiry warnings — which you can opt out of at any time through your notification preferences.

We also use your data to record your waiver signature for legal and safety purposes, help the Studio manage attendance and rosters, and improve the platform.

4. Payment processing

When you buy a credit package, Stripe handles the payment. Your card details go straight to Stripe — we never see them, never store them, never process them. All we get is a confirmation that you paid, the amount, and an order reference.

For how Stripe handles your data, see their privacy policy.

5. Who sees your data

We never sell your data. Here’s who can see it:

Stripe processes your payments. Third-party email delivery services send system emails (like booking confirmations and login links) on behalf of your Studio. Studio staff — administrators and instructors — see what they need for their role, such as class rosters and booking history.

Your data belongs to the Studio you signed up with. Studios on Calendance are completely separate — no data crosses between them, even if you use the same email address at two different Studios.

6. Cookies

We use cookies for one thing: keeping you logged in. No advertising cookies. No third-party tracking. That’s it.

7. How long we keep your data

We keep your data while your account is active. If your account is deactivated, we retain the records for the Studio’s operational and reporting needs.

Waiver signatures are kept for as long as the law requires. Email logs are kept for a reasonable period for troubleshooting and audit purposes.

Want your data deleted? Contact your Studio. We’ll deactivate your account and remove or anonymise your personal information. Some data may need to be retained for legal or financial record-keeping obligations — but we’ll remove what we can.

8. How we protect your data

Your data is protected by encrypted connections (HTTPS) for all platform traffic, passwordless login (there are no passwords to steal or leak), and magic links that expire quickly and can only be used once.

Each Studio’s data is isolated — one Studio cannot see another Studio’s members or bookings. Within a Studio, staff can only see information that’s relevant to their role.

Your email address is your only way into the platform. Keep your email account secure — if someone else can access your inbox, they can sign in as you.

9. Your rights

You have the right to see what personal information we hold about you, correct anything that’s wrong, ask us to delete your data, turn off non-essential emails through your notification preferences, and lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy has been breached.

To do any of these, contact your Studio. You can update some details (like your name or phone number) directly in your profile.

10. Data breaches

If we become aware of a data breach that could seriously affect you, we’ll act quickly: assess what happened, notify you and the Office of the Australian Information Commissioner as appropriate, and take reasonable steps to contain the breach and limit the harm. This follows the spirit of the Notifiable Data Breaches scheme under the Privacy Act.

11. Where your data is stored

Our servers may be located outside Australia, including in the United States. Wherever your data is stored, we handle it in accordance with Australian privacy law and protect it with the same security measures described in this policy.

12. Children

This platform isn’t designed for anyone under 18 unless a parent or guardian has given consent. If you believe someone under 18 has provided personal information without appropriate consent, please let the Studio know.

13. Changes to this policy

We may update this Privacy Policy from time to time. If we make a significant change, we’ll let you know by email or with a notice on the platform.

14. Contact

For privacy-related questions about your account, bookings, or data, contact your Studio directly — their details are on their website.

For questions about the platform itself, or to report a data breach or lodge a privacy concern about how the platform handles data, reach Calendance at [email].