Privacy Policy

Last updated: 27 May 2026

1. About BitWaves Radio

The BitWaves Radio service is operated by BitWaves Radio Community Incorporated (“BitWaves”, “we”, “our” or “us”).

Legal entity: BitWaves Radio Community Incorporated
Public-facing station and app brand: BitWaves Radio
ABN: 35 568 915 799
Website: www.bitwaves.com.au
Email: admin@bitwaves.com.au

This Privacy Policy explains how we collect, use, hold, protect and disclose information when you use or interact with:

• the BitWaves Radio website;
• the BitWaves Radio mobile application for Android;
• the BitWaves Radio mobile application for iOS;
• our live radio streams;
• now-playing and recently played track information;
• listener request and contact services;
• membership, sponsorship and donation services;
• the BitWaves management portal;
• announcer, presenter, volunteer and authorised administration services.

References in this policy to BitWaves Radio or BitWaves refer to the services operated by BitWaves Radio Community Incorporated.

2. Acknowledgement of this policy

By accessing our website, using the BitWaves Radio mobile app, registering for or accessing a BitWaves portal account, or otherwise interacting with BitWaves services, you acknowledge that you have read this Privacy Policy.

Where we require your permission or consent for a particular feature or use of information, we will request it separately where appropriate.

3. Information we collect

The information we collect depends on how you interact with BitWaves.

Information you provide directly

We may collect personal information when you voluntarily:

• contact us;
• submit a form;
• send us a listener request or message;
• apply for membership or sponsorship;
• make a donation or payment through an available service;
• register for an account through an available website or portal service;
• provide feedback or make an enquiry;
• send us documents, logos, audio, images or other attachments;
• participate as an announcer, presenter, volunteer, administrator or authorised station user.

This information may include:

• your name;
• email address;
• telephone number;
• residential, postal or business address, where relevant;
• business or organisation name;
• membership, sponsorship or donation-related information;
• information included in your message, request, feedback or enquiry;
• files or attachments you choose to provide;
• account or registration information where an account-based service is available.

If you send BitWaves a text message or listener request through your device’s messaging service, we may receive your telephone number and the contents of the message you choose to send.

Website technical information

When you visit our website, certain technical information may be processed automatically through ordinary website, hosting and security operations.

This information may include:

• internet protocol address;
• browser type;
• device type;
• date and time of access;
• pages viewed;
• referring or exit pages;
• website usage information;
• security and server log information.

We may use this information to operate, protect, maintain and improve our website and related services.

Mobile app and streaming technical information

You do not need to create an account to listen to BitWaves through the BitWaves Radio mobile app.

When you use the app to listen to a radio stream or retrieve now-playing information, your device connects to streaming and metadata services used by BitWaves.

During this process, technical information may be processed automatically, including:

• internet protocol address;
• date and time of connection;
• the station stream requested, such as BitWaves or BitWaves Classics;
• basic device, application, operating system or network information ordinarily provided during a streaming connection;
• stream access information;
• server logs and technical diagnostics required to deliver, maintain or secure the service.

This information is processed so that:

• the selected radio stream can be delivered to your device;
• now-playing or recently played information can be displayed;
• service reliability can be monitored;
• technical problems, misuse or security incidents can be investigated.

4. Announcers, presenters, volunteers and authorised portal users

BitWaves is supported by announcers, presenters, volunteers, administrators and other authorised station personnel.

Where you participate in BitWaves activities, volunteer with the station, present a program, contribute content or receive authorised access to the BitWaves management portal, we may collect information necessary to manage your involvement with the station.

This information may include:

• your name;
• email address;
• telephone number;
• residential or postal address;
• your station role and portal permission level;
• your username and account authentication information;
• program, presenter or operational information relevant to your role;
• correspondence between you and BitWaves;
• portal access records and records of relevant administrative activity;
• screening or identification verification information where required for your role.

Screening and identification information

Where a role requires relevant screening or identity verification, BitWaves may record information necessary to confirm that the required check or verification has been completed.

For Working with Children Checks, this may include:

• confirmation that a required WWCC has been verified through the appropriate South Australian screening process;
• the date of verification;
• validity or expiry information where required for compliance and renewal monitoring;
• other limited information necessary to demonstrate that BitWaves has met its screening obligations.

BitWaves does not intend to retain copies of underlying Working with Children Check documents, criminal history information or screening material where recording confirmation of verification is sufficient for the required purpose.

Where a police check or other identity verification is required for a particular role, BitWaves will limit collection and retention to information reasonably necessary for that purpose and any applicable legal or operational obligation.

South Australian requirements provide that organisations engaging employees or volunteers in prescribed positions must verify relevant WWCC status online, keep records of when verification occurred and manage required renewal and expiry processes. (sa.gov.au)

How announcer, presenter, volunteer and portal information is used

We may use this information to:

• manage announcer, presenter and volunteer involvement with BitWaves;
• provide authorised access to station systems and the BitWaves management portal;
• allocate role-based permissions;
• communicate with station personnel;
• administer programming, station operations, requests, sponsorships, memberships or donations;
• verify eligibility or compliance requirements relevant to a particular role;
• protect the security and integrity of BitWaves systems;
• investigate suspected misuse or unauthorised access;
• maintain appropriate station, governance and operational records;
• comply with legal or regulatory obligations.

5. Where announcer, volunteer and portal information is stored

Information relating to announcers, presenters, volunteers and authorised portal users may be stored within the BitWaves management portal and its associated database.

The BitWaves management portal is hosted through VentraIP on servers located in Sydney, Australia.

Information may also be stored in:

• BitWaves email and communications systems operated through Microsoft 365, where emails are sent to or received from announcers, volunteers, administrators or other contacts;
• protected file storage used for relevant portal documents, uploaded station material or administrative records;
• backups maintained through VentraIP’s hosting backup systems;
• operational or administrative records maintained by authorised BitWaves personnel where reasonably necessary.

Where a third-party service provider stores or processes information on behalf of BitWaves, the provider may handle that information as required to provide its services, maintain or secure its systems, or comply with its own legal obligations.

6. Who can access announcer, volunteer and portal information

Access to announcer, presenter, volunteer and portal user information is restricted to authorised people who require access for legitimate BitWaves operations.

Depending on the information and operational need, access may be provided to:

• authorised Super Administrators;
• authorised Station Administrators;
• technical support personnel or website developers where required to maintain, troubleshoot or secure the portal or related services;
• technology service providers where reasonably required to host, maintain, back up or protect the service.

Portal users are provided with individual login credentials and access is managed according to their authorised role and operational need.

Presenters, volunteers or other users are not provided with unrestricted access to other users’ personal information merely because they hold a BitWaves account.

When a person no longer requires portal access, their account may be deactivated while relevant records are retained where reasonably necessary for security, operational, governance or legal purposes.

7. Current mobile app data practices

At the date of this Privacy Policy, the BitWaves Radio mobile app does not require listeners to create an account in order to listen to the stream.

The current version of the app does not send push notifications or marketing notifications.

The Android version of the app may display a media playback notification or playback controls while you are listening to a radio stream. This is part of the app’s audio playback functionality and allows you to control the stream from your device. It is not a push notification or promotional message.

The current mobile app is not intended to access or collect:

• your precise location;
• your contacts;
• your photos;
• your camera;
• your microphone;
• your payment card details through the radio player itself.

If we later introduce push notifications, listener accounts, analytics, crash reporting, competitions, payments, location-based features or other functionality involving additional information handling, we will update this Privacy Policy where required.

8. How we use information

We may use information collected through our website, mobile apps, portal and related services to:

• provide and operate the BitWaves website, apps and portal services;
• deliver live audio streams;
• display now-playing and recently played information;
• respond to listener requests, messages, feedback and enquiries;
• administer memberships, sponsorships, donations, payments or accounts where these services are offered;
• manage announcer, presenter, volunteer and administrative access;
• communicate with you about matters relevant to your involvement with BitWaves;
• provide information or updates that you have requested;
• improve the operation, reliability, security and usability of our services;
• investigate technical issues, suspected misuse, fraud or security incidents;
• maintain appropriate operational and administrative records;
• comply with legal, regulatory, screening, governance or record-keeping obligations.

BitWaves does not sell your personal information.

9. Mobile app functionality

Live audio streaming

The BitWaves Radio app allows listeners to access live audio streams, including BitWaves and BitWaves Classics.

To provide this service, the app connects to streaming infrastructure used by BitWaves. Streaming and hosting service providers may process technical connection information, such as your internet protocol address and connection time, as part of delivering the stream and maintaining the reliability and security of the service.

Now-playing and recently played information

The app may retrieve now-playing or recently played track information from streaming or metadata services used by BitWaves.

This allows the app to display information about music currently being broadcast or recently played on the station.

Background playback and media controls

The app may continue playing audio while your device is locked or while you use another application.

Your device may display audio playback controls, lock-screen controls or a media playback notification while the stream is playing. These controls are part of the app’s normal streaming functionality.

Listener requests and contact features

The app may include buttons or links allowing you to:

• contact BitWaves;
• send a listener request;
• visit our website;
• access external information;
• open your device’s messaging application.

Where the app opens your messaging application, BitWaves does not access messages you have not sent. BitWaves only receives information that you choose to send to us.

10. Cookies and website technologies

The BitWaves website may use cookies or similar technologies where required to:

• operate website features;
• remember user preferences;
• maintain website security;
• protect online forms;
• support embedded content;
• understand general website usage;
• improve website functionality and performance.

Cookies are small files stored by your web browser. You can control or disable cookies through your browser settings; however, doing so may affect the operation of some website features.

The BitWaves Radio mobile app does not use website browser cookies merely because you listen to the radio stream through the app.

Where the app opens an external webpage, that webpage may use cookies or similar technologies in accordance with its own privacy practices.

11. Sponsors, supporters and external links

BitWaves may display sponsor names, supporter acknowledgements, logos or external links on our website or within the BitWaves Radio mobile app.

Displaying a sponsor acknowledgement, logo or link does not, by itself, mean that BitWaves uses advertising tracking technology or shares your personal information with that sponsor.

If you select a link that opens an external website, social media platform, app store, messaging service, payment platform or other third-party service, that third party may collect or process information in accordance with its own privacy policy.

BitWaves is not responsible for the privacy practices, content or security of external websites or third-party services.

12. Third-party service providers

We may use third-party service providers to assist in operating the BitWaves website, mobile apps, management portal and radio streaming services.

These providers may include:

• VentraIP, used to host the BitWaves management portal and related hosted services on servers located in Sydney, Australia;
• Microsoft 365, used for BitWaves email and communications services;
• streaming infrastructure and audio hosting providers used to deliver BitWaves radio streams and associated technical services;
• Apple App Store and Google Play services used to distribute the BitWaves Radio app;
• security, form or communications providers used to protect our services or respond to enquiries;
• payment providers where donation, membership, sponsorship or other payment functionality is made available;
• technical support providers or website developers where required to maintain or secure BitWaves systems.

These service providers may process information as required to:

• provide their services to BitWaves;
• operate their platforms;
• protect their systems;
• meet their own legal obligations;
• assist BitWaves in delivering its services.

Apple and Google may independently collect information connected with your use of their app stores, your device or your app-store account. That information is handled under their own privacy policies and is not controlled by BitWaves.

13. Disclosure of information

We may disclose information:

• to service providers who assist us in operating our website, mobile apps, portal, audio streams, communications, administration or related services;
• to authorised technical support personnel or website developers where necessary to maintain, troubleshoot or protect systems containing personal information;
• where you ask us to provide information to another person or organisation;
• where disclosure is required or authorised by law;
• where disclosure is reasonably necessary to protect BitWaves, our listeners, volunteers, systems or the safety of others;
• where disclosure is reasonably necessary to investigate suspected misuse, fraud, security incidents or unlawful conduct;
• in connection with the administration of memberships, sponsorships, donations or other services you choose to use.

BitWaves does not sell personal information to advertisers or data brokers.

14. Overseas processing and storage

The BitWaves management portal and its associated hosted database are hosted through VentraIP on servers located in Sydney, Australia.

However, some other online platforms and technology service providers used by BitWaves may process or store information outside Australia, including in countries where those providers operate.

This may include:

• Microsoft 365 email and communications services;
• app distribution platforms;
• website technology providers;
• streaming or technical service providers;
• payment providers;
• other online services used to operate BitWaves.

Where applicable, BitWaves will take reasonable steps to ensure personal information is handled appropriately and in accordance with applicable privacy requirements.

15. Security of personal information

BitWaves Radio Community Incorporated takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

The BitWaves management portal is password-protected and is accessed using encrypted HTTPS/TLS connections.

Depending on the service and information involved, security measures may include:

• individual portal login credentials for authorised users;
• restricted portal access based on authorised roles and operational need;
• access limited to authorised Super Administrators, Station Administrators and necessary technical support personnel or website developers;
• secure password-reset functionality;
• password controls designed so that administrators cannot view users’ passwords;
• administrative activity and audit records within the portal where relevant;
• protected access to uploaded documents and portal files;
• security controls provided through VentraIP hosting services and Microsoft 365 email systems;
• backups maintained through VentraIP’s hosting backup systems;
• deactivation of portal access where a user no longer requires access;
• review of permissions and access controls as BitWaves systems and services develop.

Personal information relating to announcers, presenters, volunteers, members, sponsors and portal users is not intended to be publicly available unless the individual has agreed to particular information being used publicly, such as an on-air name, approved biography, presenter photo, program promotion or other approved material.

No online service, email system, mobile application or electronic storage system can be guaranteed to be completely secure. BitWaves will continue to review its security arrangements as its website, apps and portal services develop.

16. Data retention and deletion

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, for operational or security purposes, to respond to enquiries, or to comply with legal, governance and record-keeping obligations.

For example:

• messages, enquiries and listener requests may be retained for a reasonable period to respond to you and maintain appropriate communication records;
• sponsorship, membership, donation, payment or account-related information may be retained where required to administer those services or meet relevant record-keeping obligations;
• technical website, mobile app, streaming or portal logs may be retained for service operation, troubleshooting, security and misuse prevention purposes;
• announcer, presenter, volunteer and portal account records may be retained while the person is involved with BitWaves and for a reasonable period after their involvement ends where required for operations, security, governance, dispute resolution or legal compliance;
• a portal account may be deactivated when a person no longer requires access, while relevant records associated with their prior involvement may be retained where reasonably necessary;
• WWCC verification records may be retained where necessary to demonstrate compliance with South Australian screening obligations;
• information contained in backups may remain for the ordinary backup retention period before being overwritten or deleted.

BitWaves does not intend to retain copies of underlying Working with Children Check documents or criminal history information where a record of required verification is sufficient.

Records retained under legal obligations

BitWaves may retain particular information where required by applicable law.

For example:

• South Australian organisations engaging an employee or volunteer in a prescribed position must verify relevant Working with Children Check status online, maintain records of when verification occurred and manage relevant renewal requirements. (sa.gov.au)
• As a South Australian incorporated association, BitWaves is required to keep relevant accounting records for at least seven years. (sa.gov.au)
• Other records may be retained where required for legal compliance, insurance, dispute resolution, security investigation, governance or contractual obligations.

There is no general requirement for BitWaves to retain every item of information about a former volunteer indefinitely. Information will be retained only where reasonably required for the purposes described in this policy or where required or permitted by law.

Requests for deletion

You may request deletion of personal information you have provided to BitWaves by emailing admin@bitwaves.com.au.

We may be unable to delete certain information immediately where it must be retained for:

• a legal or regulatory obligation;
• screening verification records;
• accounting or financial record-keeping;
• security or fraud prevention;
• dispute resolution;
• governance or administrative record-keeping;
• backup retention processes.

At the date of this policy, listeners do not need to create an account within the BitWaves Radio mobile app merely to listen to a stream.

17. Access, correction and privacy enquiries

You may contact BitWaves to:

• request access to personal information we hold about you;
• ask us to correct personal information that is inaccurate, incomplete or out of date;
• request deletion of information you have provided, where applicable;
• ask questions about this Privacy Policy or our privacy practices;
• make a privacy complaint.

Please contact:

BitWaves Radio Community Incorporated
Operating the service branded as BitWaves Radio
ABN: 35 568 915 799
Email: admin@bitwaves.com.au
Website: www.bitwaves.com.au

We will consider privacy enquiries and complaints within a reasonable period. We may need to verify your identity before providing access to, changing or deleting personal information.

Where Australian privacy law applies and you are not satisfied with our response to a privacy complaint, you may be able to contact the Office of the Australian Information Commissioner for further information or assistance.

18. Children’s privacy

BitWaves is a general audience radio service and is not specifically directed at children under 13 years of age.

We do not knowingly collect personal information from children under 13 without appropriate permission.

Where an announcer, presenter, volunteer or other authorised user performs a role that involves child-related work, BitWaves may require and verify relevant Working with Children Check status in accordance with applicable South Australian requirements.

If you believe a child has provided personal information to BitWaves and you would like it removed, please contact us at admin@bitwaves.com.au.

19. Privacy rights in other regions

Depending on where you live, privacy laws may provide you with additional rights relating to your personal information, including rights relating to:

• access;
• correction;
• deletion;
• objection to certain processing;
• restriction of processing;
• data portability.

Where those laws apply to BitWaves and your information, you may contact us at admin@bitwaves.com.au to make a request.

20. Changes to this Privacy Policy

We may update this Privacy Policy when our website, mobile apps, management portal, streaming services, service providers, business operations or legal obligations change.

The current version will be published on our website with its updated date.

Where a significant change affects how the BitWaves Radio mobile app or portal handles personal information, we may also provide an appropriate notice within the app, portal, website or relevant app-store listing.

21. Contact us

For privacy questions, requests or complaints, please contact:

BitWaves Radio Community Incorporated
Operating the service branded as BitWaves Radio
ABN: 35 568 915 799
Email: admin@bitwaves.com.au
Website: www.bitwaves.com.au