Privacy Policy

Version 1.0 – 1 November 2025

Acceptance of our Policy

Polyphonic values and respects the privacy of the people we deal with. Polyphonic is committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) (Privacy Act) and other applicable privacy laws and regulations.

This Privacy Policy (Policy) describes how we collect, hold, use and disclose your personal information, and how we maintain the quality and security of your personal information.

By visiting, viewing, accessing, registering with or otherwise using the Polyphonic app and/or website (together, the “Platform”), including any of the materials, data, information and services made available via the Platform (together, the “Services”), you show your acceptance this Policy.

If you do not accept this Policy, do not access or use the Platform or Services.

What is personal information?

“Personal information” means any information or opinion, whether true or not, and whether recorded in a material form or not, about an identified individual or an individual who is reasonably identifiable. In general terms, this includes information or an opinion that personally identifies you either directly (e.g. your name) or indirectly.

What personal information do we collect?

The personal information we collect about you depends on the nature of your dealings with us or what you choose to share with us. The personal information we collect about you may include but is not limited to:

  • your personal or company profile, including your individual or entity name
  • biography
  • photo or cover image
  • audio or audio-visual ‘demo’ content
  • an email address
  • a password
  • your phone number
  • any communications or content sent or received by you in the platform

How do we collect your personal information?

We collect your personal information directly from you when you:

  • create an account
  • interact with the platform
  • interact with us over the phone, online or in person
  • participate in surveys or questionnaires
  • attend a Polyphonic event
  • subscribe to our mailing list

Collecting personal information from third parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

How do we use your personal information?

We use personal information for many purposes in connection with our functions and activities, including the following purposes:

  • provide you with information or services that you request from us
  • provide access to the platform
  • secure your account
  • prevent fraud
  • deliver to you a more personalised experience and service offering
  • improve the quality of the services we offer
  • internal administrative purposes
  • marketing and research purposes

Disclosure of personal information to third parties

We may disclose your personal information to third parties in accordance with this Policy in circumstances where you would reasonably expect us to disclose your information. For example, we may disclose your personal information to:

  • our third party service providers (for example, our IT providers)
  • our marketing providers
  • our professional services advisors
  • government bodies or law enforcement when required by law

Transfer of personal information overseas

Some of the third-party service providers we disclose personal information to may be based in or have servers located outside of Australia, including in the USA and other countries.

Where we disclose your personal information to third parties overseas, we will take reasonable steps to ensure that data security and appropriate privacy practices are maintained. We will only disclose to overseas third parties if:

  • you have given us your consent to disclose personal information to that third party; or
  • we reasonably believe that:
    • the overseas recipient is subject to a law or binding scheme that is, overall, substantially similar to the APPs; and
    • the law or binding scheme can be enforced; or
  • the disclosure is required or authorised by an Australian law or court / tribunal order.

How do we protect your personal information?

Polyphonic will take reasonable steps to ensure that the personal information that we hold about you is kept confidential and secure, including by:

  • having a robust security of our databases / records;
  • taking measures to restrict access to only personnel who need that personal information to effectively provide services to you;
  • having technological measures in place (for example, anti-virus software, fire walls);

Online activity

The Polyphonic platform uses cookies on its websites and applications. These cookies are used to distinguish you from other users of the platform.

Our website uses usage tracking and analysis software to help us better understand visitor traffic, so we can improve our services. Although this data is mostly anonymous, it is possible that under certain circumstances, we may connect it to you.

We may send you direct marketing communications and information about our services, opportunities, or events that we consider may be of interest to you if you have requested or consented to receive such communications. These communications may be sent in various forms, including mail, SMS, and email, in accordance with applicable marketing laws, such as the Australian Spam Act 2003 (Cth). You consent to us sending you those direct marketing communications by any of those methods. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so. You may opt-out of receiving marketing communications from us at any time by following the instructions to unsubscribe set out in the relevant communication.

In addition, we may also use your personal information or disclose your personal information to third parties for the purposes of advertising, including online behavioural advertising, website personalisation, and to provide targeted or retargeted advertising content to you (including through third party websites).

Retention of personal information

We will not keep your personal information for longer than we need to. In most cases, this means that we will only retain your personal information for the duration of your relationship with us unless we are required to retain your personal information to comply with applicable laws, for example record-keeping obligations.

How to access and correct your personal information

Polyphonic will endeavour to keep your personal information accurate, complete and up to date.

If you wish to make a request to access and / or correct the personal information we hold about you, you should make a request by contacting us.

Links to third party sites

The Polyphonic platform may contain links to websites or applications operated by third parties. If you access a third party website through our platform, personal information may be collected by that third party website. We make no representations or warranties in relation to the privacy practices of any third party provider or website and we are not responsible for the privacy policies or the content of any third party provider or website. Third party providers / websites are responsible for informing you about their own privacy practices and we encourage you to read their privacy policies.

Inquiries and complaints

For complaints about how Polyphonic handles, processes or manages your personal information, please contact our support desk. Note we may require proof of your identity and full details of your request before we can process your complaint.

It will not always be possible to resolve a complaint to everyone’s satisfaction. If you are not satisfied with Polyphonic’s response to a complaint, you have the right to contact the Office of Australian Information Commissioner (at www.oaic.gov.au) to lodge a complaint.

Changes to This Privacy Policy

We may amend this Privacy Policy out our discretion and without notice. We will endeavour to notify you of any changes, but you agree to regularly check this Privacy Policy for updates. Your continued use of our services after any changes are made will signify your acceptance of the updated policy.

How to contact us

If you have a question or concern in relation to our handling of your personal information or this Policy, you can contact us for assistance at:

[email protected]