Privacy Policy — Otunes
Draft — not legal advice: Have this policy reviewed by qualified counsel before relying on it for compliance (including GDPR, CCPA/CPRA, or other regimes).
This is Otunes's own Privacy Policy. It applies to the Otunes web application and related product services. Outcoach Pty Ltd ("Outcoach", "Company", "we", "us", or "our") operates Otunes and acts as the data controller for personal information described here, unless we tell you otherwise (for example for a school or organisation). By using Otunes, you agree that you have read this Policy. If you do not agree, do not use the product. Other Outcoach products may have their own notices; they are separate from this document.
What is personal information?
"Personal information" means information about an individual that identifies the individual or that is reasonably capable of identifying them—whether directly (for example your name or email) or indirectly (for example when combined with other data).
What information we collect
The personal information we collect depends on how you use Otunes and what you choose to provide.
- Account and authentication: When you register or sign in (for example via Clerk, or where we offer social login such as Google), we may receive identifiers such as your name, email address, and profile picture. We use these to create and secure your account. Third-party identity providers process some of this data under their own policies; we encourage you to read their privacy notices.
- Product and learning activity: Assessment attempts, answers, scores, progress, preferences, and similar activity you generate inside Otunes.
- Recordings and uploads: If you upload audio, notation images, or other files for practice or assessment features, we (and our infrastructure providers) store and process those materials to run the service. Automated or AI-assisted analysis may be used to generate feedback or learning content. Do not upload content you are not allowed to share.
- AI-assisted features: Some features (for example AI-generated learning articles or explanations) send prompts or context to model providers under our agreements. We design flows to minimise unnecessary personal data in those prompts; providers may retain inputs under their own terms.
- Organisations (where applicable): If your school, studio, or club uses organisation features, we may process information needed to administer that relationship (for example organisation name or admin contact details), in addition to individual learner data described above.
Payment data
We collect data needed to process payments for Otunes subscriptions. We do not store full payment card details on our own servers; payments are processed by third parties such as Stripe. Their privacy policy applies to payment processing: stripe.com/en-au/privacy.
Application and device data
With your permission or as needed to operate the web app, we may also process:
- Analytics and product usage data to understand how Otunes is used and to improve it.
- Cookie and similar technologies for sessions, security, preferences, and (where enabled) analytics. See our Otunes Cookies Policy for more detail.
- Technical data such as IP address, browser type, device type, and language—used for security, operation, and analytics.
How we use your information
We process information to provide, secure, and improve Otunes; authenticate users; run assessments and learning features; process subscriptions; communicate about your account; comply with law; and pursue legitimate business interests consistent with this Policy. Where we rely on consent, you may withdraw it subject to contractual and legal limits.
Sharing with third parties
We may share data with service providers who process it on our behalf (for example hosting, authentication, payments, analytics, and AI infrastructure), including providers located outside your country. We require appropriate safeguards where required by law. We may disclose information to regulators or others when required to meet legal obligations or to investigate misuse of the service.
Links to third-party sites
Otunes may link to third-party websites. Those sites have their own privacy policies. We are not responsible for their practices; review their policies before you submit personal information.
Security
We take reasonable steps to protect information in line with this Policy. No transmission over the internet is completely secure; you use Otunes at your own risk as to network transmission.
Accessing, modifying, and deleting your information
You may be able to access or update some personal information through your account in the application. For privacy requests (including deletion), start from our in-app Help page or email us at the address below. We may need to verify your identity. Some information may be retained where required by law or legitimate business needs.
How long we keep data
We retain information for as long as needed to provide Otunes, meet legal and accounting requirements, resolve disputes, and enforce our agreements. Retention periods may extend beyond account closure where necessary for backups, security, or legal holds.
Regional rights
Depending on where you live, you may have rights to access, correct, delete, restrict or object to certain processing, or to data portability. California residents may have additional rights under CCPA/CPRA. EEA, UK, and certain other jurisdictions have rights under GDPR—your counsel should confirm lawful bases and international transfers in the final version of this Policy.
Children
Otunes is not directed to children below the age required by applicable law without appropriate parental or institutional consent. If you believe we have collected data improperly from a child, please contact us.
Governing law and jurisdiction
This Policy is governed by the laws of the Commonwealth of Australia and the State of Victoria, subject to mandatory consumer protections in your place of residence. Disputes may be subject to the dispute process described in our Terms of Service (including good-faith negotiation and arbitration where those Terms apply).
Changes to this Policy
We may update this Policy from time to time. We will post the revised version on this page and update the "Last updated" date. For material changes, we may also notify you via the application or email where appropriate.
Contact
Otunes privacy and product inquiries: Help & resources
Email: support@outcoach.io (include "Otunes" in the subject line so we can route your request).
Outcoach Pty Ltd corporate site: outcoach.io (optional — not required to read this Policy).