Sidefill is operated by Anthony Collins trading as Tones AU (ABN 70 171 073 900). Tones AU handles personal information in line with the Australian Privacy Principles in the Privacy Act 1988. This policy covers Sidefill: the web application and this site.
Two groups of people are described here. Account holders are the people who sign in, which means bandleaders, act owners, agency staff and venue managers. Players are the performers an account holder pays, who never hold an account and only ever see single-purpose links.
What we collect, and why
From account holders
- Your name and email address, to create and secure your account.
- Your organisation's trading and legal name, entity type, ABN, GST registration and state, because the calculations and the invoices depend on them.
- Your bank details, if you enter them, purely so they can be printed on invoices you send. They are never used to move money.
- Billing details for paid plans, handled by our payment provider. We never see or store full card numbers.
From players
- Legal and preferred name, email address and mobile number, so invoices and approval requests can reach them.
- How they invoice, their ABN and their GST registration, because those decide whether super is owed and what kind of invoice is valid.
- Date of birth, used for one thing only: the under-18 rule. We ask for it because super is not owed for a person under 18 who works 30 hours a week or less, and the app has to be able to show why no super was paid.
- Super fund name, USI and member number, and for a self managed fund the ABN, ESA and bank details, so contributions can be prepared for the right fund.
- Residential address, because a super fund registers a first contribution against one and the contribution file format has no way to say unknown. It goes into the file for the player's own fund and nowhere else.
- Tax file number, optionally. It has one purpose: it goes into the contribution file so the player's fund can match the payment to them and tax it at the normal 15% rather than the no-TFN rate. It is encrypted at rest and shown as dots. The owner of the organisation paying the player can reveal it on the player's page to check it was entered correctly; each reveal is recorded in the audit trail with who looked and when. It never appears on an invoice or in the hirer pack, and it is never written to logs. A player who would rather give their TFN to their fund directly leaves the box empty and nothing changes.
- Bank details, optionally, only so they can be shown on the player's own invoice.
What we never collect
We do not ask account holders for tax file numbers. A player's TFN is masked on their page and only the organisation's owner can reveal it, on the record. The only place a TFN is entered is the player's own details form, and the only place it is used is the contribution file for that player's fund.
We do not collect health information, and we do not ask for identity documents.
Sensitive fields and encryption
Tax file numbers, super fund member numbers, dates of birth, residential addresses and bank details are treated as sensitive. They are encrypted at rest with keys held in the platform's secret manager, they are never written to logs, and they are only decrypted when a document or an export that needs them is produced.
Access is scoped to one organisation. An account holder can only ever see the players, gigs and records belonging to their own organisation.
How a player's details are used and shared
A player's details are entered by that player through a signed, expiring link, and they can revisit the link to change them. Their details are visible to the organisation that added them, and to nobody else, unless the player opts in.
The one exception is a group booking where the venue or hirer is the party that owes the super. In that case the hirer needs each player's fund USI and member number in order to pay it. We only include a player in that pack if they have separately agreed to it, and they can withdraw that agreement at any time.
Who else sees your information
- Our hosting and database provider, which stores the data.
- Our email provider, which delivers details links, invoice approvals and reminders. We do not send text messages; a link you choose to text is one you copied and sent yourself.
- Our payment provider, for paid plans.
- Xero, ABN Lookup or another service you choose to connect, and only the fields that feature needs.
We do not sell personal information, and we do not use it to train models or for advertising. Data is stored in Australia where the provider offers it. Where a provider processes data overseas, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.
How long we keep it
Records that support a tax or super position are kept for five years, which matches ATO record-keeping expectations. That includes gigs, engagements, invoices, super obligations and the audit trail.
After that period you can ask us to delete them and we will. If you delete your organisation earlier, we remove everything except what we are required to retain for that period, and we remove that too when the period ends. Backups roll off on their own schedule, which is no longer than 90 days.
Your rights
You can ask for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it. Account holders can export everything themselves as CSV and PDF at any time without asking. Players can reopen their details link to correct their own information, or ask the organisation that added them, or ask us.
Security, and telling you when something goes wrong
We use encryption in transit and at rest, scoped access, and an audit trail of every change to a gig, an engagement, a super obligation or an invoice. No system is perfect. If a data breach occurs that is likely to cause serious harm, we will notify affected people and the Office of the Australian Information Commissioner as the Notifiable Data Breaches scheme requires.
Cookies and advertising
We set a cookie to keep you signed in. It is required for the product to work and is not used for anything else.
We also advertise Sidefill on Google Search. Our public pages load Google's advertising tag, which sets a cookie recording that you arrived from one of our ads, so we can tell which ads are worth paying for. That is a cross-site advertising cookie set by Google, and Google's own privacy policy governs what it does with it.
Two limits we hold ourselves to. The tag is not loaded on any signed-in page, so the addresses of your gigs, acts, engagements and invoices are never sent to Google. And when a subscription completes we report that one thing happened, with no amount, no plan name and no identifier attached to it.
You can refuse it. Blocking third party cookies in your browser, or any tracker blocker, stops the tag working and changes nothing about the product.
Contact and complaints
Write to support@sidefill.com.au with any privacy question or request. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner.