Privacy Policy

1. What we collect (APP 3 and 5)

Everyone with an account

• Name, email address and phone number (either may be optional depending on how you sign up).
• A password (stored only as a one-way hash) or, if you sign in with Google, the identifier Google assigns to your Google account (its “sub” value), along with the verified email address, name and profile picture Google shares with us.
• Profile details you choose to add: photo, city, address, date of birth, gender, favourite music genres, language, currency and time-zone preferences.
• Your role (guest, artist, host), account status, last-login and last-activity times, failed-login counts and security events (for example a lockout), used to protect accounts.
• If you turn on push notifications: a registration for that browser (the address its push service gave it, the encryption keys for it, and the browser's user-agent text), which you can turn off in Settings and which is deleted when you delete your account. Also your email / push / SMS notification choices.

Location

• If you share your location, we store the latitude and longitude you send, and use it to find nearby events and to pick a default currency. Events and venues also carry the address and map coordinates their organisers enter.
• To pick a currency we send those coordinates to OpenStreetMap Nominatim (reverse geocoding) and the country code to REST Countries.

Using events, songs and money

• Song requests: the song, artist, any dedication message and “dedicated to” name, tip, queue type, and the payment attached to it.
• Wallet balance, held balance and a ledger of every top-up, hold, charge and refund. Passes you buy, their QR codes and the time they were scanned at the door. Coupons used. Subscription status.
• Reviews, support tickets, reports, complaints, disputes (including any evidence files you attach) and chat messages you write, and the staff notes and decisions attached to them.
• Invitations: if a host invites you, they hold the email, phone or name they typed for you.

Artists and hosts

• Public profile: stage name, bio, photos, social links, portfolio media, genres, equipment and availability.
• Verification (KYC) documents: an identity document (passport, driving licence, national ID or other), proof of residential address such as a utility bill or lease, and references (the names and contact details of people you list — please make sure they are happy to be named). These documents are sensitive; we restrict who can see them.
• Payout details: bank or payout-account details, held with the sensitive fields encrypted (AES-256-GCM), plus billing and tax details such as a tax or GST number where you provide one, and your earnings and payout history.

We collect this information directly from you, from Google if you use Google sign-in, from hosts who invite you, and from our payment and verification providers. If you do not give us the information we ask for, we may not be able to provide the service (for example, we cannot pay an artist who has not completed verification).

2. Why we use and disclose it (APP 6)

• To run the service you asked for: sign you in, show events, run the live song queue, take and settle payments, issue passes and check you in.
• To pay artists and hosts and to keep a financial record of every movement of money.
• To verify artists and keep the platform safe: KYC review, fraud and abuse prevention, rate limiting, audit logs.
• To moderate content: song requests, dedications and reviews are screened for profanity and abuse (Section 3, OpenAI).
• To send OTP codes, receipts, event and request updates, and the notifications you have left switched on. Email and push notifications are on by default; SMS notifications are off by default. One-time passwords are sent when you sign in or verify a contact detail.
• To resolve disputes, handle reports and complaints, and comply with law (tax, accounting, court orders).

We use your information only for these purposes, or for a related purpose you would reasonably expect, or with your consent, or where the law requires or permits it. We do not sell personal information, and today the code contains no advertising or cross-site tracking. We do not send marketing messages today; if that changes, we will ask for your consent first and every marketing message will have an unsubscribe option.

3. Who we share it with, and overseas disclosure (APP 8)

We do not sell your personal information. We use these service providers (“processors”); each receives only what it needs. Several are based or host data outside Australia, in particular in the United States and India.

• Stripe — card payments and wallet top-ups, Stripe Connect payouts to artists and hosts, and guest subscriptions (VIP / Premium).
• Object storage (DigitalOcean Spaces, an S3-compatible service) — storage of uploaded files: profile and event images, portfolio media, evidence files and KYC documents. The files may be stored in a data centre outside Australia.
• Google (Sign in with Google) — if you choose “Continue with Google”, Google's sign-in script (Google Identity Services) loads on the sign-in screens and Google tells us your verified email, name, picture and account identifier. Google can see your IP address and browser details when the script loads.
• Browser push services — only if you turn on notifications: the push service run by your browser's maker (Google, Mozilla, Apple or Microsoft) delivers them. The message is encrypted for your browser; the service sees that a message was sent and to which registration, not what it says.
• 2Factor — delivers SMS one-time passwords to your phone number (an India-based provider).
• Resend — delivers transactional email (OTPs, receipts, notices). It receives the recipient address and the message.
• OpenAI — the text of a song request (title, artist, album, dedication) and of reviews is sent to OpenAI's moderation API to flag abuse. This only runs where an API key is configured.
• Sentry — error reports (technical details of a failure, which can include a URL or account identifier) are sent to Sentry. This only runs where a Sentry DSN is configured, and request data and secrets are stripped before a report is sent.
• Music metadata — when you search for a song your search terms go to Spotify and Apple iTunes Search (and similar catalogue services used for tempo / BPM look-ups) to return results.
• Maps — the venue map picker (used by artists and hosts creating events) loads the Leaflet library from unpkg and map tiles from OpenStreetMap, which makes those services aware of your IP address. Some venue links open Google Maps or OpenStreetMap in a new tab.
• OpenStreetMap Nominatim and REST Countries — as described in Section 1.

Within the service: an artist or host can see what they need to run your event — your display name, your song requests and dedications, and whether your pass was scanned. Host revenue reports do not include guest identity. Staff (admins) can see account, payment and moderation data as their permission allows, and every staff action on an account is written to an audit log. Star ratings and reviews you leave for an artist are public. In a report or dispute, the other person sees the outcome, and what you wrote may be shown to the person you reported.

We may disclose information when the law requires it or to protect users and the platform from fraud or harm.

Before we disclose personal information to a recipient outside Australia, we take reasonable steps to make sure it handles the information consistently with the APPs, usually through the provider's data-processing terms. In some cases (for example when you choose to sign in with Google) you are directing the disclosure yourself.

4. How long we keep it, and deleting your account

Anyone can delete their account — guests, artists and hosts — from their own settings. It is a two-step process. When you ask for deletion, your account enters a 30-day grace period. During that time the account keeps working and you can undo the request from the same place (an admin can also cancel it). When the 30 days end, your account is anonymised: it cannot be signed into again and the steps below cannot be reversed. Nobody, including staff, can anonymise an account early.

Before deletion can go ahead, anything you are owed must be settled, so that nobody is left owed money. We can refuse or postpone deletion while you still have:

• a wallet balance or held funds (ask us for a refund of your unused balance first, or spend it);
• open song requests, live passes for an event that has not ended, or events you run that are published or live;
• open bookings, a payout in progress, or earnings you have not withdrawn (request your payout and let it complete first).

Deleted or anonymised at the end of the grace period: your name (it becomes “Deleted User”), email, phone, sign-in identifiers, password and tokens, profile photo, city, address, location, date of birth, gender, preferences, push registration, and all notifications are switched off. For an artist, the public profile and the identity document, address proof, KYC files, references, availability and payout / billing details are removed too. We delete or anonymise your messages, playlists, reviews and uploaded documents as described below.

Kept, with no personal identifiers attached:

• The financial transaction ledger — wallet transactions, payouts, refunds, payments and pass revenue — and the audit logs, which we keep for 7 years in anonymised form because Australian tax and company law require us to keep financial records. These rows point to an anonymous account.
• Immutable compliance-provenance logs, and ratings that other people's reviews contributed to.
• Content that is evidence or about someone else — review text, support-ticket and dispute threads, chat messages — which will show “Deleted User” as the author but is not erased.
• Contact details a host typed into an invitation to you are the host's record and are not scrubbed.

There is no separate “delete now” option: deletion always has the 30-day grace period. You can start deletion in your account settings or by asking us through our contact form.

Other records, and how long we keep them:

• Sign-in and security logs (for example failed sign-ins and lockouts): 90 days.
• One-time codes (OTP records): 30 days.
• Support tickets: 24 months after the ticket is closed. For a message sent through the contact form by someone without an account, we then erase the name, email, message and attached files. If you delete a verified account, we erase the contact-form messages sent from your email address at once.
• The anonymised financial ledger and audit logs: 7 years, as described above.

5. Access and correction (APP 12 and 13)

You can ask us for access to the personal information we hold about you and ask us to correct it. You can already edit most profile details yourself in settings, change notification choices in preferences, and start account deletion as described above. You can also download a copy of your data from your account settings (guest, artist and host settings all have a “download my data” option), or ask for one through our contact form; we respond to requests normally within 30 days. We may refuse access in the limited cases the Privacy Act allows (for example where it would reveal another person's information) and will tell you why in writing.

Privacy officer: use our contact form and choose “Privacy request” as the topic.

6. Security and data breaches (APP 11)

Passwords are hashed; bank and tax fields are encrypted at rest; access is permission-based and staff actions are audit-logged; sign-in is rate-limited and accounts lock after repeated failed attempts; Superadmin accounts require a second sign-in factor. No system is perfectly secure, and we cannot guarantee that it will never be breached.

If we suspect an eligible data breach — one likely to result in serious harm — we will assess it promptly (within 30 days at the latest) and, if it is notifiable, tell the people affected and the Office of the Australian Information Commissioner (OAIC) as the Notifiable Data Breaches scheme requires.

7. Age

DJHOLIC is meant for adults (18 and over). We do not currently verify age at sign-up (you can enter a date of birth, but it is not checked), and individual events may set their own age limits. If you believe a child has given us personal information, tell us and we will delete it. People under 18 should not create an account.

8. Cookies and similar storage

See the Cookie Policy. In short: essential storage only, and no analytics or advertising trackers today.

9. Complaints

If you think we have breached the Privacy Act or the APPs, write to our privacy officer through our contact form (topic “Privacy request”) with the details. We will acknowledge your complaint and respond in writing as soon as possible. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au. If you are in the EU or UK you can also complain to your local data-protection authority.

10. People in the EU and UK (GDPR / UK GDPR)

If you are in the European Economic Area or the United Kingdom, the GDPR or UK GDPR applies to our handling of your personal data. We are the controller. We rely on these lawful bases:

• Contract — to create your account, run the queue, take payments, issue passes and pay artists and hosts.
• Legitimate interests — security, fraud prevention, audit logs, content moderation and improving the service, balanced against your rights.
• Legal obligation — tax, accounting and responding to lawful requests.
• Consent — optional things like push notifications and sharing your location, which you can withdraw at any time.

You have the right to access, correct, erase, restrict or object to the use of your data, to data portability, to withdraw consent, and to complain to a supervisory authority. Use our contact form (topic “Privacy request”). Some records must be kept (Section 4). Because we are based in Australia and our providers are in several countries, your data is transferred outside the EEA / UK. We use safeguards such as standard contractual clauses or an adequacy decision where one exists. DJHOLIC launches in Australia only, so we have not appointed an EU or UK representative.

11. People in the United States

If you live in a US state with a comprehensive privacy law (for example California), you may have the right to know what we collect, to access, correct or delete it, and not to be discriminated against for using these rights. We do not sell personal information or share it for cross-context behavioural advertising. To use a right, use our contact form (topic “Privacy request”). DJHOLIC launches in Australia only, so we do not expect these laws to apply at launch.

12. Changes

We will update the “last updated” date above when this policy changes. If a change is material, we will tell you, for example in the app or by email.