Privacy Policy

TRYO's Privacy Policy

Last Updated: 3rd Feb 2026

1. Introduction

Toowoomba Regional Youth Orchestra (“TRYO”, “we”, “us”, or “our”) is committed to protecting the privacy of our players, parents, guardians, and community members.

TRYO is operated by Timmelle Music Family Trust and complies with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

This Privacy Policy explains how we collect, use, store, and protect personal information.

2. What Information We Collect

We may collect personal information including, but not limited to:

Personal & Contact Information

– Participant name

– Parent/guardian name

– Email address and phone number

Participation Information

– Instrument(s) played

– Musical experience, level, and years of playing

– Participation history with TRYO

– School name (where relevant)

Safety & Welfare Information

– Emergency contact details

– Medical or health information relevant to participation (e.g. allergies, medical conditions, medications)

Media

– Photos and video footage taken during rehearsals, camps, concerts, and events

Payment details are not collected or stored through our registration systems. Invoicing and payments are handled separately.

3. How We Collect Information

Personal information is collected when you:

– Register for TRYO programs or activities

– Communicate with us via forms, email, or other channels

– Participate in TRYO rehearsals, events, camps, or performances

Registration forms are embedded on our website and submitted via third-party form services.

3A. Enquiries & Contact Forms

Personal information submitted through our website contact or “get in touch” forms is collected for the purpose of responding to enquiries and providing relevant information about TRYO.

Contact form submissions may be stored in our administrative systems and used to follow up with information about TRYO programs, concerts, or opportunities where relevant. You may request that your details not be retained or used for future communications at any time.

3B. Ticket Purchases

When purchasing tickets to TRYO concerts or events, we may collect personal information such as the purchaser’s name, email address, and transaction details for the purpose of processing the purchase, delivering tickets, and communicating important event information.

Payment processing is handled securely by third-party ticketing or payment providers. TRYO does not store or have access to full payment card details.

Contact details provided during ticket purchase may be used to send essential information related to the event. Where consent is given, contact details may also be used to provide information about future TRYO events and programs. You may opt out of non-essential communications at any time.

4. How We Use Personal Information

We use personal information for purposes including:

– Administering registrations and participation

– Communicating rehearsal, performance, and event information

– Ensuring participant safety, wellbeing, and appropriate supervision

– Internal administration and reporting

– Sending email communications, including important notices and updates

– Informing families and patrons about future TRYO programs, concerts, and opportunities

5. Email Communications & Consent

By registering with TRYO or purchasing tickets, you consent to receiving email communications from us, including:

Essential operational communications (e.g. rehearsals, performances, changes, safety information, or event updates)

Information about future TRYO programs, camps, concerts, and opportunities

You may unsubscribe from non-essential or marketing communications at any time using the link provided in emails. Essential operational communications related to current participation or ticketed events may still be sent where necessary.

6. Photography & Video

Photos and video may be taken during TRYO rehearsals, performances, camps, and events for promotional, educational, and archival purposes.

– Images may be used on our website, social media, email communications, and promotional materials

– Participants’ names are not attached to images of children

– Identifying name tags are removed where necessary

– No personal identifying information is published alongside images without further consent

By registering or attending a TRYO event, you consent to this reasonable use of photography and video unless otherwise notified in writing.

7. Storage & Security of Information

Personal information is stored using secure and reputable third-party platforms, including but not limited to:

– Jotform (form submissions)

– Airtable and Google Sheets (administration)

– Brevo (email communications)

– Make.com (automation and data processing)

Access to personal information is restricted to authorised TRYO administrative and IT personnel and only where required for legitimate operational purposes.

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure.

8. Disclosure of Personal Information

TRYO does not sell or rent personal information.

We may disclose personal information:

– Where required or authorised by law

– Where necessary to protect the safety or wellbeing of participants or patrons

– To trusted service providers who assist with administration and communications

Any third-party services used are required to handle personal information responsibly.

9. Access, Correction & Requests

You may request:

– Access to personal information we hold about you or your child

– Correction of inaccurate or outdated information

– Removal of information where appropriate

Requests can be made by contacting TRYO using the details below.

10. Children & Young People

TRYO primarily works with children and young people under 18 years of age.

Personal information relating to minors is collected with the consent of a parent or legal guardian and is handled with particular care.

11. Child Safe Standards

TRYO is committed to providing a safe, supportive, and inclusive environment for all children and young people.

We recognise our responsibilities under the Queensland Child Safe Standards and take reasonable steps to ensure that personal information relating to children and young people is handled with care, sensitivity, and respect.

This includes:

– Collecting only information that is reasonably necessary for participation, safety, and wellbeing

– Limiting access to children’s personal information to authorised staff and volunteers

– Using personal information only for legitimate operational, safety, and communication - purposes

– Managing photography and media in a way that protects the dignity and privacy of children

Personal information relating to children is collected with the consent of a parent or legal guardian and is handled in accordance with this Privacy Policy and TRYO’s broader child safety practices

12. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in our practices or legal requirements. The most current version will always be available on our website.