Privacy & data retention¶
This page summarises how South Dune handles personal information in practice. The legal documents are:
- Privacy Policy
- Terms of Service
- Cookie Policy
- Refund & Cancellation Policy
- Guardian Privacy Notice template
- Parental / Guardian Consent Form
Who is responsible for what
Your organization is the Responsible Party for its members' personal information. South Dune (Pitonix Digital Pty Ltd · Registration No. 2025/545878/07) is your Operator: it hosts and secures the data and acts on your instructions. Members and parents should contact your organization, not South Dune, about a member's record.
What South Dune stores about members¶
| Data | Purpose | Who can see it |
|---|---|---|
| Name | Roster, scheduling, attendance | Staff with roster access |
| Date of birth | Age grouping only | Owners and Admins |
| Tags | Grouping into sessions | Staff with roster access |
| Emergency contacts | Reaching a responsible adult | Staff with roster access |
| Attendance | Registers and usage billing | Staff; billing views by Owner, Admin, Accountant |
| Billing name, address, contacts | Invoicing and statements | Owner, Admin, Accountant |
What NOT to enter¶
South Dune has no field for health, medical, allergy or dietary information. Do not put it in names, tags, notes or any other field. Collect that information separately and directly from parents or guardians.
Children¶
If you manage minors, you should:
- Publish your own guardian-facing privacy notice (adapt our template).
- Obtain and keep signed guardian consent where required (use our consent form as a starting point).
- Record billing details for the adult account holder, not the child.
- Give emergency contacts, not the child's own contact details.
Have all templates reviewed by an attorney before relying on them.
Retention¶
- A member with no activity for 24 months (no attendance, ledger transaction or package assignment) is processed automatically each day.
- With financial history: the member is anonymized. Name becomes "Deleted Member", and date of birth, contacts and tags are removed. Attendance and ledger records stay intact for accounting.
- Without financial history: the member is deleted.
- Ledger and statement records follow financial-record retention needs and are not removed by this process.
- Deleting a member manually removes them fully if possible, or marks them Inactive if history exists.
Access requests and corrections¶
Members and parents can ask your organization for access, correction or deletion of their information. You can edit or delete a member on the Members page. Some financial records may need to be kept by law.
Security¶
- Encrypted connections (HTTPS) and hashed passwords.
- Role-based access and separation of each organization's data.
- Accounts lock after repeated failed sign-ins.
- Audit trail for voided ledger entries and saved statements.