Privacy Notice

This Privacy Notice explains how Cadenza Scheduling ("Cadenza", "we", "us") handles personal data when you use the Cadenza scheduling platform at cadenzascheduling.au.

1. Who we are

Cadenza Scheduling is the data controller for personal data collected through our website and application. For businesses that use Cadenza to manage their own clients, Cadenza acts as a processor on that business's behalf for the client records they upload. Questions: info@cadenzascheduling.au.

2. Personal data we collect

• Account data - name, business name, business type, email address, login credentials.
• Contact data - phone numbers used for SMS reminders and account contact.
• Scheduling data - staff, client and student records, appointments, attendance, notes and progress entries entered by account users.
• Support data - messages you send us through contact, help or bug-report forms.
• Usage and technical data - device identifiers, browser type, IP address, log and error data.

Card and billing details are collected and processed by Stripe, our Merchant of Record. We do not store full payment card numbers.

3. Why we use it, and our legal basis

• Creating and running your account - performance of our contract with you.
• Providing the scheduling, messaging and reminder features - performance of contract.
• Security, fraud prevention and abuse detection - legitimate interests.
• Customer support and service communications - performance of contract and legitimate interests.
• Product improvement and diagnostics - legitimate interests.
• Marketing emails, where sent - consent, which you may withdraw at any time.
• Meeting legal, tax and accounting obligations - legal obligation.

4. Who we share data with

• Service providers / subprocessors - hosting and database infrastructure, email delivery, SMS delivery, and error monitoring.
• Merchant of Record - Stripe, for the sale of subscriptions, subscription management, payments, invoicing and tax compliance.
• Professional advisers - legal and accounting advisers, where necessary.
• Authorities - where required by law or to protect our legal rights.

We do not sell personal data.

5. Retention

We keep account and scheduling data for as long as the account remains active. After an account is closed we retain data for up to 12 months to allow recovery and to meet legal obligations, after which it is deleted or anonymised. Records we must keep for tax or accounting reasons are retained for the period required by law.

6. International transfers

Some of our providers process data outside Australia. Where that happens, we rely on contractual protections (such as standard contractual clauses) requiring an equivalent level of protection.

7. Your rights

Depending on where you live, you may ask us to access, correct, delete, restrict or export your personal data, object to certain processing, or withdraw consent. You may also complain to your local privacy regulator - in Australia, the Office of the Australian Information Commissioner. Email info@cadenzascheduling.au and we will respond within one month.

8. Security

We apply appropriate technical and organisational measures, including encryption in transit, row-level access controls that isolate each account's data, hashed credentials and restricted administrative access. No system is perfectly secure, but we work to protect your data and to notify you where we are required to do so.

9. Cookies

We use essential cookies and local browser storage to keep you signed in and to remember preferences. These are required for the service to function. If we introduce analytics or marketing cookies, we will ask for your consent first and provide a way to manage preferences.

10. Changes

We may update this notice. Material changes will be announced in the app or by email, and the date above will be revised.

See also our Terms & Conditions and Refund Policy.