Privacy Policy

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, hold, protect, use 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, including BitWaves and BitWaves Classics
now-playing and recently played track information
listener request and contact services
Community Switch event submissions
membership, volunteer, sponsorship and donation services
the BitWaves Members and management portals
announcer, presenter, volunteer and authorised administration services.

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

Where the Australian Privacy Act 1988 and Australian Privacy Principles apply to BitWaves, we aim to comply with those requirements. We also use the principles in this policy as a practical privacy standard for our services more generally.

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 this Privacy Policy explains how BitWaves handles personal information.

This acknowledgement is not used as a substitute for consent. Where permission or consent is required for a particular feature, communication 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 a listener request or message, apply for membership, volunteering or sponsorship, make a donation or payment through an available service, create an account through an available website or portal service, provide feedback, upload documents or other files, or 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, volunteer, sponsorship or donation-related information
event organiser and event information submitted to Community Switch
information included in your message, request, feedback, enquiry or application
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.

Where a payment is completed through an external payment provider, BitWaves does not intend to collect or store your full payment card number through the BitWaves website or radio player. The payment provider may handle payment information under its own privacy terms.

Website technical information

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

internet protocol address
browser and device type
date and time of access
pages viewed and referring or exit pages
basic 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 a listener account merely to listen to a BitWaves stream through the current BitWaves Radio mobile app.

When the app connects to a radio stream or retrieves now-playing information, 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 connection
stream access information
server logs and technical diagnostics needed to deliver, maintain or secure the service.

This information is used so that the selected radio stream can be delivered, now-playing information can be displayed, service reliability can be monitored, and technical or security issues can be investigated.

Anonymous or pseudonymous use

You can browse most public BitWaves content and listen to our public radio streams without telling us your name. You may also use a pseudonym where it is practical to do so. Some services, such as membership, volunteer screening, sponsorship, payments, account recovery or matters requiring a direct response, may require enough identifying information for BitWaves to provide the service or meet legal and operational requirements.

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 a BitWaves portal, we may collect information reasonably necessary to manage your involvement. This may include:

your name, email address and telephone number
residential or postal address where relevant
your station role and portal permission level
username and account authentication information
program, presenter or operational information relevant to your role
correspondence between you and BitWaves
portal access records and 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 a Working with Children Check (WWCC), this may include confirmation that the required check has been verified through the appropriate South Australian process, the date of verification, validity or expiry information where required, and limited information necessary to demonstrate that BitWaves has met its screening obligations.

BitWaves does not ordinarily intend to retain copies of underlying WWCC 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, collection and retention will be limited to information reasonably necessary for that purpose and any applicable legal or operational obligation.

How personnel and portal information is used

We may use this information to manage involvement with BitWaves, provide authorised access to station systems, allocate role-based permissions, communicate with station personnel, administer programming and operations, verify eligibility or compliance requirements, protect the security of BitWaves systems, investigate suspected misuse or unauthorised access, maintain appropriate governance or operational records, and 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 BitWaves portal and administration systems and their associated databases.

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
protected file storage used for relevant portal documents, uploaded station material or administrative records
backups maintained through 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 merely to listen to a stream.

The current app does not send BitWaves marketing push notifications. On supported devices, the app may display a media playback notification, lock-screen controls or playback controls while a stream is playing. These are part of normal audio playback functionality and are not promotional messages.

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

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

If we later introduce listener accounts, push notifications, analytics, crash reporting, competitions, payments, location-based features or other functionality involving additional information handling, we will update this Privacy Policy and provide any additional notice or permission request that is appropriate.

8. How we use information

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

provide and operate BitWaves websites, apps and portal services
deliver live audio streams
display now-playing and recently played information
respond to listener requests, messages, feedback and enquiries
assess and manage Community Switch event submissions
administer memberships, volunteers, 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 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, governance and administrative records
comply with legal, regulatory, screening or record-keeping obligations.

Some information is submitted specifically for publication. For example, approved Community Switch event details, public team-member profiles, show information, sponsor acknowledgements or other approved content may be displayed publicly. Private administrative contact details are not intended to be published unless they are also supplied as public contact information or you otherwise authorise publication.

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

Automated decisions

BitWaves does not currently arrange for a computer program to use personal information to make decisions that could reasonably be expected to significantly affect a person's rights or interests. If this changes, we will update this policy and our related notices.

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 providers may process technical connection information, such as internet protocol address and connection time, as part of delivering the stream and maintaining reliability and security.

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 so it can display music information currently being broadcast or recently played.

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 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 or 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, browser storage or similar technologies where required to operate website features, remember user preferences, maintain website security, protect online forms, support embedded content, understand general website operation or improve functionality and performance.

The rebuilt BitWaves website currently uses browser local storage to remember your radio-player volume preference. Secure administration areas may also use essential session technology to keep authorised users signed in.

Cookies are small files stored by your 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 a radio stream through the app. If the app opens an external webpage or embedded third-party service, that service may use cookies, local storage or similar technologies under 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 BitWaves services.

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, shop or other third-party service, that third party may collect or process information under its own privacy policy. BitWaves does not control the privacy practices, content or security of external websites or services.

12. Third-party service providers

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

These providers may include:

VentraIP, used to host BitWaves website and portal services, including hosted services in Australia
Microsoft 365, used for BitWaves email and communications
streaming infrastructure, Shoutcast-compatible services, metadata and audio hosting providers used to deliver BitWaves radio streams
the external listener song-request service and its hosting infrastructure
Apple App Store and Google Play services used to distribute the BitWaves Radio app
payment providers used for donations, sponsorships or other payment functionality
email, security, form or communications providers used to protect services or respond to enquiries
social media and radio-directory platforms where BitWaves maintains a presence or listing
technical support providers or website developers where required to maintain or secure BitWaves systems.

These providers may process information as required to provide their services, operate and protect their platforms, meet their own legal obligations and assist BitWaves in delivering its services.

Apple, Google and other platform providers may independently collect information connected with your use of their app stores, devices or accounts. That information is handled under their own privacy policies and is not controlled by BitWaves.

13. Disclosure of information

We may disclose personal information:

to service providers that assist us in operating our website, mobile apps, portals, 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, events 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 associated hosted database are intended to be hosted through VentraIP on servers located in Sydney, Australia.

Some other online platforms and technology service providers used by BitWaves may process or store information outside Australia. Depending on the provider and configuration, this may include Microsoft 365 services, app-distribution platforms, streaming or technical providers, payment providers, website technology providers or other online services used by BitWaves.

Where Australian privacy law applies and BitWaves is likely to disclose personal information to overseas recipients, we will take reasonable steps required by applicable law and, where practicable, identify the countries in which those recipients are likely to be located. Because cloud and platform providers may change infrastructure or sub-processors, the precise locations can vary over time.

If a particular BitWaves service involves an overseas disclosure that requires a specific collection notice, we will provide that notice where appropriate.

15. Security of personal information

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

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

encrypted HTTPS/TLS connections for website and portal access
individual login credentials for authorised users
password hashing so authorised administrators do not ordinarily have access to users' plain-text passwords
restricted access based on authorised roles and operational need
secure password-reset and account-management processes
administrative activity and audit records where relevant
protected access to uploaded documents and portal files
hosting, email and backup security controls provided by relevant service providers
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 services develop.

Data breaches

If BitWaves becomes aware of a suspected data breach, we will take reasonable steps to contain, assess and respond to the incident. Where the Notifiable Data Breaches scheme or another applicable law requires notification, BitWaves will notify affected individuals and the appropriate regulator as required.

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 meet legal, governance and record-keeping obligations.

For example:

messages, enquiries and listener requests may be retained for a reasonable period to respond and maintain appropriate communication records
sponsorship, membership, volunteer, donation, payment or account-related information may be retained where required to administer those services or meet record-keeping obligations
website, 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 afterwards where required for operations, security, governance, dispute resolution or legal compliance
a portal account may be deactivated when access is no longer required while relevant associated records are 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 ordinarily 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 records where required by applicable law. As a South Australian incorporated association, this can include accounting records that must generally be kept for at least seven years, and certain association books, governance or organisational records that may need to be retained for longer or indefinitely.

Other records may be retained where required for legal compliance, insurance, dispute resolution, security investigation, governance or contractual obligations.

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, accounting or financial record-keeping, security or fraud prevention, dispute resolution, governance or administrative record-keeping, or ordinary backup retention processes.

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

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 (OAIC) 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 request personal information from children under 13 through general-audience BitWaves features 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 reviewed or removed, please contact us at admin@bitwaves.com.au.

19. Privacy rights in other regions

Depending on where you live and which law applies to BitWaves and your information, you may have additional privacy rights relating to access, correction, deletion, objection to certain processing, restriction of processing or data portability.

Where those rights apply, you may contact us at admin@bitwaves.com.au to make a request. We may need to verify your identity and may be required or permitted to retain certain information despite a request for deletion.

20. Changes to this Privacy Policy

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

The current version will be published on the BitWaves website with an updated date.

Where a significant change affects how the BitWaves Radio mobile app or a 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: