Privacy notice

Version 2026-10-13. This notice explains what personal information Heart and Voice Project ("we", "us") collects, why, and what we do with it. We handle personal information in line with the Australian Privacy Principles.

1. What we collect

From songwriters who submit a song:

• your name (as composer and lyricist) and email address;
• the song's audio, artwork, lyrics, sheet music, story and other details you provide;
• a record that you agreed to the terms of submission and this notice, and when.

From listeners who download sheet music:

• your name and email address (which you verify with a code we send you);
• whether you attend church and, if so, which church and where it is;
• a record of what you downloaded and when;
• if you tick the box, your agreement to receive our monthly song email.

From anyone who uses the General Enquiries form: your email address (which you confirm with a code we email you) and your message, which we use to reply to you. They are emailed to us and kept in the administrator area.

From everyone: we count how many times each song is played. This count isn't linked to you. To stop inflated counts and to limit abuse of the site, our server briefly uses your IP address; we don't store it with the play count.

2. Why we collect it

• to review, publish and play songs, and to contact songwriters about their submission;
• to give listeners access to sheet music, and to let songwriters and the site administrator see who is using their music;
• to send the emails described below;
• to keep the site secure and to run it.

3. Who sees it

• The public sees a published song, its credits (the composer and lyricist names you entered), artwork, story and other details. Your email address is not shown publicly.
• The site administrator sees everything above, including the log of sheet music downloads.
• Songwriters see, in a monthly email, the name and church (not the email address) of people who downloaded their sheet music.
• Listeners who download your sheet music receive a follow-up email from us about a week later. That email includes the songwriter's email address so they can send a note of thanks.
• Service providers that host the site and send our email process the information for us. We don't sell personal information or give it to advertisers.

4. Emails we send

• Service emails: verification and sign-in codes, confirmation that we received a song, whether it was accepted, and links to manage your song.
• Songwriters: a monthly report of plays and sheet music downloads, with a nudge to submit more songs.
• Listeners who opted in: a monthly profile of one new song.
• Listeners who downloaded sheet music: one follow-up per song, about a week after.

The monthly and follow-up emails have an Unsubscribe link. You can use it at any time.

5. Where it's stored and for how long

Information is stored on our server, hosted in Sydney, Australia, and covered by regular backups. We keep songwriter details for as long as the song is on the site, and download records for as long as they are useful to the songwriters and the site. You can ask us to delete or correct your information at any time.

6. Security

The site is served over HTTPS. The administrator area needs a password and a code sent by email. Sheet music files are not publicly accessible and can only be downloaded after email verification. No online system is perfectly secure, so please don't submit anything you aren't comfortable sharing.

7. Your choices and rights

• You can ask to see, correct or delete the personal information we hold about you.
• Songwriters can delete their song at any time using their personal link.
• You can unsubscribe from our emails using the link in them.

8. Changes

We may update this notice. The version you agreed to when you submitted is recorded with your submission. The current version is always at this address.