Effective date: 2 October 2026
Polishd Productions Pty Ltd
ABN: 11 648 670 544
Postal address: 2/22 Sphinx Way, Bibra Lake WA 6163
Privacy and private-order contact: orders@polishdproductions.com.au
Contact form: polishdproductions.com.au/contact-us
Polishd Productions films and photographs dance competitions and makes performance media available to customers and families. This policy explains how we collect, hold, use and disclose personal information through our events, galleries, website, Order Hub and customer support.
We aim to handle personal information in accordance with applicable Australian privacy law. This policy should be read with the terms and notices for the relevant competition and gallery.
1. Summary
- We handle customer contact and order details, competition-programme information, and photographs and video of performers. Many performers are children.
- We receive programme and entry information from competition organisers so that we can identify performances, organise media and help families find the correct routine.
- Where a competition has its public name-search feature enabled, a person can search for a performance by performer name or studio without creating an account. See section 4.
- We use limited AI-assisted costume checking for some orders. It is described in section 5. A family may instead request a private order link before ordering, so that order is handled without the AI check.
- We do not sell personal information or use it for advertising, profiling for advertising, Meta Pixel, Google Ads or similar advertising tracking.
- Delivery copies of video held in Cloudflare R2 are deleted under our 180-day R2 lifecycle. That is separate from photographs in galleries and footage kept in our offline archive. See section 8.
2. Information we collect and hold
From customers and people who contact us
We may collect your name, email address, telephone number, postal or billing address, order and payment-status details, messages to us, performance details, costume description, customer confirmations, download activity and support correspondence.
Stripe processes card payments. We do not receive or store full card details.
From competition organisers
We may receive running orders, programmes, entry lists and spreadsheets. These can contain performer and studio names, performance numbers, routine titles, sections, session times and other information included by the organiser. We may therefore hold information about performers who have not placed an order with us.
We use this information to organise event media, match media to the correct performance, operate the public performance finder where enabled, and assist families to locate a routine.
From filming, photographing and use of our website
We collect photographs and video taken at an event, together with limited technical information needed to manage those files. We may also collect ordinary web-server and security logs, such as IP address, browser information, pages requested and error or security events.
We use cookies and local browser storage needed for the cart, checkout and website operation. We do not use advertising cookies or third-party advertising tracking.
3. Children and competition media
Many performers we film are children. We use their performance information and media to provide competition coverage, identify the correct routine, deal with orders and deliver media.
We are engaged to film or photograph events under arrangements with the relevant competition organiser. We rely on organisers to make the appropriate event notices and arrangements for filming, photography and the programme information they provide to us.
Before releasing media through Order Hub, we use performance details, matching steps, watermarked samples where applicable and customer confirmation to reduce the risk of one family receiving another performer’s media.
A parent or guardian may contact us to ask about a child’s information or media, to request correction, to ask us to stop offering media for sale, or to request removal where appropriate. We may need to retain some information where required by law or reasonably needed to deal with a payment, security, dispute or legal matter.
4. Public performance finder and galleries
For competitions where the Names and studios finder mode is enabled, anyone can search our website without an account by performer name or studio name. Results may show the performer’s name, studio, routine title, section, session and stage time; the finder may also return close spelling matches. The performer’s name may also appear on the related ordering page, cart, private delivery page and order record.
If you are a parent or guardian and do not want a child’s name searchable in this finder, email us at orders@polishdproductions.com.au. We will review the request and remove the searchable entry where appropriate.
Watermarked performance images may also appear in the relevant competition gallery. Gallery access and any event password are managed separately for that competition. Gallery display is distinct from Order Hub’s matching, confirmation and delivery processes.
5. AI-assisted costume checking
For an order that needs a costume check, we may use Anthropic’s API as a limited matching aid. This does not process every item of event media and it is not used to make a mismatch or rejection decision on its own.
Video check
On our editing computer, we may send a limited number of still frames from the performance and the customer’s costume description to Anthropic for an opinion about whether the costume appears to match. A positive result can allow the matching workflow to continue. A negative, unclear or failed result is referred to Polishd staff for review.
Photo-folder check
When staff are deciding which photo folder belongs to a performance, our website may send up to two reduced-size, metadata-stripped photographs from each candidate folder, for no more than three folders, together with the same costume description. The result is advice for staff only: it cannot select a folder, confirm media, create customer access, release photographs or mark an item as checked.
Information sent and the non-AI option
For these checks, we do not intentionally include the customer’s name, contact details, order number, performer name, studio, competition name, performance number or file name in the API request. The images themselves may identify a performer.
If you do not want media sent to an AI provider for a costume check, email orders@polishdproductions.com.au before placing your order to request a private order link. We will handle that order through manual review without the AI-assisted costume check.
Anthropic states that its standard API inputs and outputs are normally deleted within 30 days, subject to its documented exceptions, including legal obligations and usage-policy enforcement. Its current commercial-service privacy information is available through Anthropic’s Privacy Center. We will review this disclosure if our service configuration or Anthropic’s published terms change.
6. How we use personal information
We use personal information and media to:
- film and photograph events and organise the resulting media;
- identify performances and help customers find, order and receive the correct media;
- confirm or investigate a possible matching error before delivery;
- carry out the limited AI-assisted checks described above, where applicable;
- process payments, orders, refunds, support requests and complaints;
- protect the security and integrity of our systems, galleries and media; and
- meet tax, accounting, insurance and legal obligations.
We do not use personal information for unrelated advertising and do not sell it.
7. Service providers and overseas handling
We use service providers to operate our website, process payments, store or present media, send emails and provide limited costume-checking assistance. Depending on the service, personal information may be stored or processed in Australia, the United States or other overseas locations.
| Provider | Purpose | Location currently recorded |
|---|---|---|
| MochaHost | Website hosting and email | Sydney, Australia |
| ShootProof | Photograph galleries, presentation and photo delivery | United States |
| Cloudflare R2 | Online video delivery copies and temporary video links | Oceania region |
| Stripe | Payment processing | United States |
| Anthropic | Limited AI-assisted costume checking described in section 5 | Data stored in the United States; Anthropic says traffic may be routed through select locations in the United States, Europe, Asia and Australia, depending on configuration |
We may also disclose information to competition organisers, professional advisers, insurers or authorities where reasonably necessary to resolve a match, order, eligibility, payment, complaint, security or legal issue, or where required by law.
We take steps reasonably appropriate to the circumstances when using overseas service providers. Their handling of information is also governed by their own applicable terms and policies.
8. How long we keep information and media
We retain information for no longer than reasonably needed for the purposes in this policy, subject to archive, customer-service, security, dispute-resolution and legal requirements. Different media and records have different retention arrangements.
| Information or media | Retention approach |
|---|---|
| Online video delivery copies held in Cloudflare R2 | Up to 180 days after delivery, then deleted under the configured R2 lifecycle rule. |
| Customer access to Order Hub delivery pages | Normally up to 180 days from delivery. |
| Video download links | Short-lived; a fresh link may be prepared while the relevant delivery copy remains available. |
| Photographs and watermarked galleries | Retained while the relevant gallery or archive remains available. We do not promise permanent availability. |
| Watermarked confirmation samples and private un-watermarked checking copies | Retained while we retain the related order or competition archive. They are included in database backups and are not automatically deleted. We remove them only during a documented manual clear-down of the relevant competition; backup copies remain until normal backup rotation. |
| Unpurchased footage | May be retained in our offline archive for archive purposes. We do not promise permanent availability. |
| Competition programmes and schedule information | Retained while reasonably needed to operate the relevant competition archive, support customers and meet record obligations. |
| Order, tax and accounting records | Retained for the period required by law and for reasonable dispute-resolution purposes. |
| Website, security and support logs | Retained for as long as reasonably needed for security, support and compliance. |
The R2 lifecycle applies to online video delivery copies. It does not promise deletion of separately retained offline archive footage, photographs held through a gallery, or records we must retain for legal or business reasons.
9. Security and delivery links
We use reasonable administrative, technical and physical safeguards to protect information and media from loss, unauthorised access, misuse, interference, modification and disclosure. Access is limited to people who need it for their work. No system can guarantee absolute security.
Order Hub delivery pages and video links are time-limited. Photo delivery may use a ShootProof share or download link. Anyone who receives a valid link may be able to use it while it remains active, so please do not forward, post or otherwise share delivery links publicly.
If we identify an eligible data breach, we will respond in accordance with applicable notification requirements.
10. Access, correction, removal and complaints
You may ask us to:
- tell you what personal information we hold about you or your child;
- correct information that is inaccurate, incomplete or out of date;
- consider removing media of you or your child, or stopping it from being offered for sale;
- remove a child’s name from the public performance finder where appropriate;
- ask about the manual, non-AI private-order process before placing an order; or
- make a privacy complaint.
Email orders@polishdproductions.com.au or use our Contact Us form. Please give us enough information to identify the relevant order or performance safely. We may need to verify identity before responding. We aim to respond within 30 days and will explain if we cannot fully meet a request because of a legal obligation, another person’s privacy, a payment or dispute issue, or another applicable exception.
Some information may remain in backups or records that we are required or reasonably entitled to keep. Requests to remove media or personal information are handled manually; they are not completed automatically by WordPress’s standard privacy tool.
If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.
11. Changes to this policy
We may update this policy when our services, information-handling practices or legal obligations change. We will publish the updated policy and change the effective date. Before enabling a materially new use of children’s media or a new third-party AI process, we will update this policy and provide appropriate notice.