Booking Form

Maryborough Theatre Company (MTC) is committed to protecting your privacy and handling personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). This policy explains how we collect, use, store and protect personal information relating to members, volunteers, cast, crew, parents, guardians, customers and website visitors.

1. What Personal Information We Collect

We may collect the following information:

• name, address and contact details
• email address and phone number
• emergency contact information
• Working With Children Check details
• membership information
• cast, crew or volunteer registration details
• parent/guardian details for minors
• t‑shirt sizes or order details
• audition booking information
• photo/video consent forms
• child safety documentation
• ticketing information (via TryBooking or WooCommerce)
• information submitted through online forms
• basic website analytics and cookies

We only collect information necessary for participation, safety, communication and organisational operations.

2. How We Collect Personal Information

We collect information through:

• membership forms
• audition bookings (Booking Calendar)
• TryBooking event registrations
• WooCommerce store purchases
• online forms on our website
• email communication
• volunteer registrations
• child safety documentation
• photography/media consent forms

Our website may also collect technical information such as:

• browser type
• IP address
• cookies used for website functionality or spam protection

We do not use cookies for advertising or cross‑site tracking.

3. Why We Collect Personal Information

We collect personal information to:

• manage membership, cast, crew and volunteer participation
• schedule auditions and communicate with applicants
• ensure child safety and comply with legal obligations
• process store purchases, show fees and memberships
• manage rehearsals and performances
• respond to emergencies
• provide updates, newsletters or important notices
• maintain accurate organisational records
• comply with accounting and auditing requirements

You may opt out of marketing or mailing lists at any time.

4. Sensitive Information

Sensitive information (such as health information or emergency medical details) is only collected when necessary for safety or participation in theatre activities.

Sensitive information is used only:

• for the purpose it was provided
• with your consent
• when required or authorised by law

5. Photography, Video & Media

We take privacy and child safety seriously.

• Photos or videos of minors require written parental/guardian consent
• No photos are taken in dressing rooms or private spaces
• Images are used only for approved organisational purposes
• Consent can be withdrawn at any time
• Images are stored securely and accessed only by authorised personnel

6. Online Store, Memberships & Payments (WooCommerce & TryBooking)

When you make a purchase through our website or TryBooking, we may collect:

• your name
• your email address
• your phone number
• billing and shipping details
• t‑shirt sizes or order details
• membership information
• child names (for youth cast fees)
• order history

We do not store or have access to your full payment card details.

Payments are processed securely through:

• TryBooking
• Stripe
• Square
• PayPal
• WooCommerce Payments (if enabled)

These providers operate under their own privacy policies.

Our website uses SSL encryption to protect your information during transmission.

7. Show Fees, Youth Cast Fees & Child Participation

When purchasing show fees or youth cast fees, we may collect:

• child name
• parent/guardian contact details
• age
• emergency information
• consent forms
• medical or accessibility notes (if provided)

This information is used to support safe participation in rehearsals and performances.

8. Online Audition Bookings (Booking Calendar)

When you book an audition through our Booking Calendar system, we may collect:

• your name
• your email address
• your phone number
• preferred audition date and time
• age or date of birth (for minors)
• parent/guardian contact details
• accessibility or support needs
• any notes submitted with your booking

Audition information is stored securely within our SSL‑protected WordPress website and accessed only by authorised personnel.

For minors:

• parent/guardian details are required
• children are never contacted privately
• information is used only for casting and safety purposes

9. Website Cookies & Third‑Party Services

We use cookies for:

• basic website functionality
• spam protection
• login sessions
• anonymous analytics (if enabled)

We do not use cookies for advertising.

Third‑party services may use their own cookies, including:

• TryBooking
• WooCommerce
• WordPress plugins
• embedded media (e.g., YouTube)

These services have their own privacy policies.

10. Storage & Security

We take reasonable steps to protect personal information from:

• loss
• misuse
• unauthorised access
• modification
• disclosure

Information may be stored:

• in secure digital systems
• on SSL‑encrypted website servers
• in child safety or membership records
• in secure backups

Information is kept only as long as necessary for organisational or legal purposes.

11. Disclosure of Personal Information

We may disclose personal information to:

• authorised committee members
• child safety officers
• production team members (where relevant)
• emergency services
• ticketing or payment providers
• website service providers
• where required or authorised by law

We do not sell or share personal information for advertising.

12. Access & Correction

You may request access to your personal information at any time. We may require identification before releasing information.

If your information is incorrect or outdated, please contact us so we can update it.

13. Policy Updates

This Privacy Policy may be updated from time to time. The latest version will always be available on our website.

14. Complaints & Enquiries

If you have any questions, concerns or complaints about this Privacy Policy, please contact the organisation or committee.

1. Policy Statement

Members and Committee members must adhere to the organisation’s Code of Conduct, which outlines expected behaviour and supports integrity, professionalism and a safe environment for all.

2. Definitions

A Code of Conduct is a set of rules, regulations and guidelines that Members and Committee members are expected to follow while participating in organisational activities.

3. Code of Conduct Philosophy

The organisation prides itself on the professionalism and ability of its Members and Committee to meet community needs. This Code of Conduct ensures that all Members, Committee and community members are treated in a manner that reflects the mission, culture and legal obligations of the organisation.

4. Compliance Requirements

Members and Committee members should:

• observe all organisational policies, procedures, rules and regulations
• comply with all Federal, State and local laws and regulations
• follow all reasonable and lawful instructions related to their role
• maintain high standards of ethics, integrity, honesty and professionalism
• adhere to Workplace Health and Safety requirements
• maintain confidentiality regarding organisational operations, documentation and practices
• take reasonable steps to ensure their own health, safety and welfare, as well as that of other employees and community members

Members and Committee members should not:

• discriminate against any employee or community member
• engage in fighting, disorderly conduct or sexual harassment
• steal, damage or destroy property belonging to the organisation or its members
• work while intoxicated or under the influence of controlled or illegal substances
• bring controlled or illegal substances to organisational activities
• smoke on organisational premises or in organisational vehicles
• accept benefits or gifts that create a real or perceived conflict of interest

5. Members and Committee Behaviour

Members and Committee members should:

• act respectfully, courteously and professionally
• contribute to a positive and inclusive environment
• uphold organisational values in all interactions

Members and Committee members should not:

• behave in ways that could result in disciplinary action
• breach legal obligations or organisational policies
• engage in harassment, discrimination or intimidation

6. Dress Code

Members and Committee members should:

• dress in accordance with workplace health and safety requirements
• present a clean, neat and tidy appearance
• wear supplied uniforms and maintain them appropriately
• consult with the Committee or Program Supervisor if unsure about appropriate attire

Members and Committee members should not:

• deliberately breach dress code requirements

7. Privacy and Confidentiality

Members and Committee members should:

• securely store personal information provided by clients or members
• take reasonable steps to protect information from loss, unauthorised access, misuse or disclosure
• use personal information only for its intended purpose
• keep service‑related information confidential unless authorised to disclose it

Members and Committee members should not:

• disclose organisational information to external parties without approval

8. Dealing with Aggressive Behaviour

Members and Committee members should:

• provide high standards of service and communication
• take reasonable steps to de‑escalate aggressive or threatening behaviour
• notify a Committee member or Program Supervisor if they feel unsafe or unable to calm a situation

Members and Committee members should not:

• tolerate or respond aggressively to abusive behaviour
• place themselves or others at risk during an incident

9. Use of Computers, Telephones and Communication Devices

Members and Committee members should:

• use organisational communication devices for approved purposes
• limit personal use to ensure it does not interfere with duties
• protect passwords and access credentials

Members and Committee members should not:

• access or use confidential information without authorisation
• share passwords or use another member’s login credentials

10. Use of Email and Social Media Platforms

Members and Committee members should:

• use email and social media platforms for genuine organisational purposes
• limit personal use
• comply with copyright regulations

Members and Committee members should not:

• disclose personal or confidential information via email or social media
• share or send messages of an explicit sexual nature
• use social media in ways that breach Equity, Anti‑Discrimination or Workplace Harassment policies

Emails and digital communications may be used as evidence in legal or disciplinary matters.

11. Policy Updates

This policy may be updated from time to time as required.

12. Policy Complaints and Enquiries

If you have any queries or complaints about this Code of Conduct, please contact the organisation’s Committee.

THEATRE BEHAVIOUR ADDENDUM

(To be read in conjunction with the MTC Child Safety Code of Conduct)

13. Purpose

This addendum outlines additional behaviour expectations specific to theatre, performance, rehearsals, backstage environments and activities conducted by the organisation.

14. Rehearsal and Performance Conduct

Members and Committee members should:

• arrive on time and be prepared for rehearsals and performances
• follow all reasonable directions from Directors, Musical Directors, Choreographers, Stage Managers and Program Supervisors
• maintain a respectful and cooperative attitude
• avoid disruptive behaviour
• ensure rehearsal spaces remain safe, tidy and free from hazards

Members and Committee members should not:

• engage in bullying, intimidation or exclusion
• use offensive language
• interfere with another member’s rehearsal process or performance preparation

15. Backstage and Dressing Room Behaviour

Members and Committee members should:

• respect the privacy and personal space of others
• use designated changing areas appropriately
• maintain professional boundaries
• ensure backstage areas remain quiet, safe and organised
• follow instructions from Stage Managers and backstage crew

Members and Committee members should not:

• enter dressing rooms or backstage areas without authorisation
• engage in inappropriate physical contact or behaviour
• remove, damage or interfere with costumes, props or equipment

16. Costume, Hair and Makeup Conduct

Members and Committee members should:

• provide assistance respectfully and professionally
• ensure any physical contact required for costume adjustments is explained and appropriate
• respect requests for same‑gender assistance where possible
• maintain hygiene standards when using shared makeup or costume items

Members and Committee members should not:

• make comments about another member’s body or appearance
• take photographs or videos in dressing rooms or costume areas

17. Physical Contact and Choreography

Members and Committee members should:

• ensure physical contact is appropriate and directly related to choreography or performance
• communicate clearly when physical contact is required
• report any concerns about inappropriate contact

Members and Committee members should not:

• initiate unnecessary or unwanted physical contact
• pressure another member into physical contact they are uncomfortable with

18. Photography, Filming and Social Media

Members and Committee members should:

• obtain permission before taking photographs or videos
• comply with privacy, confidentiality and child safety requirements
• use images only for approved organisational purposes

Members and Committee members should not:

• take photographs or videos in dressing rooms, backstage areas or private spaces
• post images or recordings of members, including minors, without consent
• share rehearsal footage, scripts or confidential production materials

19. Interactions with Children and Young People

Members and Committee members should:

• maintain appropriate professional boundaries
• follow all child safety policies and reporting requirements
• ensure minors are supervised
• communicate respectfully and appropriately

Members and Committee members should not:

• be alone with a minor where possible
• engage in private messaging or social media contact with minors
• take photographs or videos of minors without written consent

20. Director, Choreographer and Production Team Conduct

Members in leadership roles should:

• model professional behaviour
• communicate instructions clearly and respectfully
• ensure rehearsal and performance environments remain inclusive and supportive
• avoid favouritism or misuse of authority
• address conflicts or concerns promptly and appropriately

21. Social Events and Alcohol

Members and Committee members should:

• behave responsibly at social events
• ensure alcohol consumption does not impact safety or organisational reputation

Members and Committee members should not:

• provide alcohol to minors
• attend rehearsals or performances under the influence of alcohol or controlled substances

22. Compliance

Breaches of this addendum will be managed in accordance with the organisation’s disciplinary procedures. If a breach involves child safety, harassment, discrimination or illegal behaviour, it will be addressed under relevant Federal, State or local laws.

23. Policy Updates

This addendum may be updated from time to time as required.

24. Complaints and Enquiries

If you have any queries or complaints regarding this policy or the Theatre Behaviour Addendum, please contact the organisation’s Committee.