Privacy policy

Who we are

TermRoll works out and collects term fees for Australian activity studios. It’s run by TermRoll. In this policy, “we” means us and “your studio” means the dance, music, swim or martial arts studio that uses TermRoll to bill your family.

Two kinds of information, two people responsible

If you’re a parent, your studio collects your family’s details and decides what it keeps. We hold them on your studio’s behalf so it can bill you, and we don’t use them for anything else. For anything about your family’s details, ask your studio first.

If you run or work at a studio, or you left your email address on one of our pages, the information about you is ours to look after, and this policy is our promise about it.

What we hold

About families, from your studio

• Parents’ and guardians’ names, email addresses and phone numbers.
• Children’s names, dates of birth and the level or class they’re in. We don’t hold photos of children.
• Any notes your studio chooses to record about a child. Your studio decides what goes in them, and it should only record what it needs.
• Enrolments, invoices, payments, credits and refunds, and the working behind every amount.
• Government voucher codes your studio redeems against your fees, and which scheme each code belongs to.
• Requests for a wait-list place or a trial class, which carry the same contact and child details.
• Text messages sent to you on your studio’s behalf, and the number they went to.

About studio owners and staff

• Your name and email address.
• Your password, which we store only in a form that can’t be turned back into the password, plus your two-factor and passkey settings if you use them.
• A record of where you’re signed in from (IP address and browser), which keeps your account secure.

About people waiting for us to open

• Your email address and which of our pages you left it on.

Card and bank details

You enter card and bank account details directly with our payments partner, Stripe. They never reach TermRoll or your studio. We only keep the references Stripe gives us, which let your studio charge the method you set up.

What we use it for

• Working out your fees, sending invoices and receipts, and collecting payments on the dates you agreed to.
• Sending you the single-use links you pay, enrol and book makeup classes with, and reminders when something is due.
• Keeping accounts secure and keeping the records Australian tax law requires.
• Writing to you once when TermRoll opens, if that’s why you gave us your email.

We don’t sell anybody’s information, we don’t use families’ details for our own marketing, and we don’t show advertising.

Who else sees it

Only the companies we need to run the service, and only what each one needs:

• Stripe, which processes payments and holds card and bank details.
• Our text message provider, when your studio sends reminders by SMS.
• Our email delivery provider, which sends invoices, receipts and links.
• Our hosting provider, which stores the information the service runs on.

We’ll also share information when the law requires us to.

Some of these providers, including Stripe, are based outside Australia, so your information may be stored or processed overseas, including in the United States.

Keeping it safe

Parents never have a password with us: every link we send works once, for one purpose, and expires. Studio accounts can turn on two-factor authentication and passkeys. Each studio’s information is kept apart from every other studio’s.

How long we keep it

We keep information while your studio uses TermRoll. Studio staff can delete their own account from their settings. Invoices and payment records are kept for as long as Australian tax law requires, even after an account is closed.

Seeing, correcting and complaining

You can ask to see or correct the information held about you. Parents should start with their studio, which can update your family’s details directly.

If you’re unhappy with how we’ve handled your information, tell us first. If we can’t sort it out, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Cookies

We only use the cookies TermRoll needs to work: one that keeps you signed in, and one that protects forms from being submitted by another site. We don’t use advertising or tracking cookies.

Changes to this policy

If we change how we handle information, we’ll update this page and the date at the top. If the change is significant, we’ll tell studios directly.