The studio decides what student and family information to collect and why, and holds the direct relationship with those families. We host and process that information in order to provide, secure and support the service. We do not sell it, mine it, or use it for our own marketing.
Customer resources · Draft
Privacy policy
This is a draft, not legal advice. It describes how PWE Studio actually behaves today, in plain English, so that it can be reviewed against reality. It has not been reviewed by an Australian lawyer. Where it and a signed service agreement differ, the signed agreement prevails. Two sections in particular — consent for children and retention and deletion — should be reviewed by an Australian legal practitioner before this page is relied on commercially.
Last internally reviewed: 14 October 2026 · applies to PWE Studio v10.22.4 and later.
1 · Who we are
PWE GROUP PTY LTD, ABN 55 606 664 546, ACN 606 664 546, trading as PWE Studio, supplies the PWE Studio software to creative studios — art, music, dance, tutoring and similar teaching businesses.
We operate in Australia and handle personal information with reference to the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Whether and how the Act applies to a particular studio depends on that studio’s own circumstances, which is a question for its own adviser.
- Location: Caulfield North, Melbourne, Victoria, Australia
- Privacy enquiries and complaints: info@pwestudio.site
- Privacy contact: Lee L
2 · Who is responsible for what
This matters more than it sounds, because PWE Studio is sold in two forms and the answer differs.
The studio runs the software on its own infrastructure. Student and family information never reaches us, and we hold no copy of it. The studio is responsible for its own hosting, backups, access control and breach response; we can only advise.
Separately from either form, we hold a small amount of information about the studio as our customer: contact names, business email and phone, billing details and support correspondence. That is our own record and this policy governs it directly.
3 · What information the product handles
| Category | Typical contents | Why |
|---|---|---|
| Enquiry and registration | Student given and family name, mobile number, optional email, optional notes and any additional questions the studio configures | Contacting the family and arranging a suitable class |
| Teaching records | Class enrolment, roster placement, attendance, credit balance and adjustments, teacher notes | Running classes and keeping credit records accurate |
| Student work | Photographs of work made in class, titles, dates and teacher comments | Showing progress to the student’s own family |
| Access | A six-digit student access code, staff account and role, session cookies, audit records of material actions | Letting the right person see the right records, and being able to reconstruct what happened |
The product asks families for the minimum it needs. It does not ask for identity documents, government identifiers, health information or payment-card numbers, and none of those should be entered into any field. Enquiry forms carry a collection notice at the point of collection, and the consent a family gives is recorded against the version of the notice they were shown.
4 · Children’s information and publication consent
Most students at a creative studio are children, so this is the part of the product designed most conservatively.
Private by default
Every photograph of student work is private when it is uploaded. It is visible to studio staff with the appropriate role, and to the family that holds that student’s access code — nobody else. Original files are never served publicly; public and family views are generated derivatives, and every request is checked against the owning studio.
Who can see one student’s records
A family unlocks the student area with the student’s name, the registered mobile number and a six-digit code the studio issues. That combination reveals that one student’s credit balance, next class, attendance and work — and nothing about any other student. Attempts are rate-limited and locked temporarily after repeated failures. The weekly schedule export excludes student and guardian identities. A separate daily roster export may contain student names because it is an operational attendance file; it is restricted to staff with data-export permission, is marked private before download and never contains guardian names.
Publication requires a separate, recorded decision
Showing a student’s work on a studio’s public website or in promotional material is a distinct decision, never implied by enrolment. The registration form has a separate optional consent; ticking it requires naming the consenting person and their relationship to the student — the student themselves if an adult, a parent, or another authorised guardian. Each consent event is stored with who gave it, the relationship claimed, the method and the time, so a studio can later show what it was authorised to publish.
Withdrawing consent
Consent can be withdrawn at any time, without giving a reason, by contacting the studio. Withdrawal is recorded as its own event beside the original consent, and the work returns to private. Two honest limits: material a studio has already printed, or that a third party has already copied elsewhere, cannot be recalled by us; and withdrawal removes public display, it does not delete the teaching record, which is handled under section 7.
The studio, not us, is responsible for confirming that the person giving consent actually has authority for that child. The product records the claim; it cannot verify a family relationship.
5 · Where information is held
For subscription customers, data is held in Australia, on the host that runs the service: Oracle Cloud’s Melbourne region (ap-melbourne-1), with PostgreSQL beside the application and media files on the host’s own storage. It was held on Amazon Web Services in Sydney until 17 September 2026 and moved on that day. The database is backed up nightly and media monthly. Each backup is encrypted on the host before it leaves and is then stored by Cloudflare, which does not hold the key, in its Oceania region. Oceania is wider than Australia, so we do not describe that encrypted copy as held in Australia. Transport is encrypted with TLS, HTTP requests are redirected to HTTPS, and the application is not directly reachable from the internet.
Apart from that encrypted backup copy, which may sit outside Australia within Oceania, we do not send a studio’s personal information overseas for our own purposes. A studio that turns on AI drafting chooses to have a small part of a record sent overseas each time a draft is made; section 11 sets out exactly what. Support correspondence you send us may pass through the email provider you chose to use. Messages and assistant conversations on our own website are handled differently; section 10 sets that out.
6 · How information is protected, and what is still missing
Each studio’s data is scoped to its own tenant and every authenticated route carries that context. Staff roles are separated — owner, manager, teacher, front desk — and granted least privilege. Passwords are stored as PBKDF2-HMAC-SHA256 hashes with a per-password salt and 600,000 iterations. Sessions use HttpOnly cookies with same-site controls. Student access attempts are rate-limited and locked. Material administrative actions are audited. Original media is private and access is ownership-checked. Deleting a studio requires an explicit lifecycle state and confirmation.
Multi-factor authentication is not yet enforced for privileged accounts; this is our highest-priority security item. Uploaded media is copied off the host monthly rather than nightly. There is no uptime or backup-failure monitoring and no on-call roster, so failures are found by operator checks rather than alerts. There is no contractual availability commitment unless a signed order form states one.
We list the gaps because a privacy policy that only lists controls is a sales document. The Australian Cyber Security Centre treats multi-factor authentication, patching and tested backups as core measures for a small business; we treat MFA and an off-instance backup copy as work owed, not optional polish.
7 · Retention and deletion
While a studio is a customer, its records are kept for as long as it needs them to run classes and account for credits. The studio decides what to keep and what to remove, and can correct or delete a student record at any time from within the product.
After a subscription ends we make a standard export available for a limited window, then delete or de-identify the data according to the agreed deletion schedule, except where a law requires longer retention. Backup expiry takes longer than live deletion because a backup is a point-in-time copy; the exact figures belong in the production backup schedule and the signed agreement rather than on this page.
Needs legal review. Retention periods for children’s teaching records, and the interaction between deletion requests and record-keeping obligations, must be set with Australian legal advice before this section is treated as final.
8 · Access, correction and complaints
If you are a student or family member, ask your studio first — it holds the relationship and can act on the record directly. If a studio cannot resolve it, or if your question is about information we hold as the software supplier, email info@pwestudio.site. We will acknowledge the request, confirm who you are by a means that does not create a new risk, and respond within a reasonable period.
We do not publish a response deadline here. Support response targets exist only where a signed order form states them, and they are initial-response targets rather than resolution guarantees. A request under privacy law is answered within the period that law requires, which is not something we shorten by writing a number on this page.
We publish a location rather than a street address, so email is currently the channel for written requests. If you need to correspond by post, ask us and we will supply a postal address for that request.
If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner. We would rather hear from you first, but that path is yours regardless.
9 · If something goes wrong
On a suspected data incident we contain access and preserve evidence; identify which studios, people and data types are affected; rotate exposed credentials and revoke sessions; assess likely harm; notify the affected studio’s contact without unreasonable delay; agree who leads any notification to families and to the regulator; restore only from verified evidence; and write up cause, decisions and follow-up tests.
Australia’s Notifiable Data Breaches scheme requires covered entities to notify affected individuals and the Commissioner where a breach is likely to cause serious harm. Which entity is covered, and who notifies, must be assessed at the time rather than assumed — the studio usually has the direct relationship with the families.
Breach notifications and security reports reach us at info@pwestudio.site, attention Lee L, Privacy Contact. If you believe student information has been exposed, say so in the subject line and do not include the exposed data itself in the message.
10 · Our own website: enquiries and the AI assistant
Sections 2 to 9 are about the information a studio keeps in the product. This section is about something else: what happens when you visit the PWE Studio pages on pwestudio.online — the product overview, pricing, the manual and these documents — and write to us there. It does not apply to a studio’s own website, its registration form or anything a signed-in user does.
When you send us a message
- What is kept: your name, your email address, the studio name if you gave one, the topic you chose, what you wrote, the page you were on and the time.
- Abuse limits: we limit how often one IP address can send. What we keep is a processed form that cannot be turned back into the address.
- What it is for: replying to you and following up that enquiry. It is not used for bulk marketing, not sold, and not given to third parties.
- Who sees it: the message is emailed to our work inbox, which Google provides, and is read by people at PWE.
- How long: 24 months after our last contact with you.
Please do not put a student’s or a family’s personal information, a password, an access code or payment details into the form. It is for reaching us, not for sending records.
When you use the AI assistant
These pages may offer an assistant, PWE Assist, that answers questions about PWE Studio. It is an AI model, not a person.
- What is kept: the questions you type, the assistant’s answers, the page you were on and the time.
- Abuse limits: the same as for messages — a limit per IP address, kept in a form that cannot be turned back into the address.
- Who answers: answers are generated by Claude, an AI model made by Anthropic, which we use through its API. To generate an answer, your question and the relevant text of these pages are sent to Anthropic for processing, which may take place outside Australia. Anthropic states that, for API customers, it does not use this content to train its models by default and keeps it for no more than 30 days before deleting it from its systems (other than content it finds to breach its usage policy, or is required by law to keep). The record of the conversation is kept by us, not by Anthropic; see “Where this information is” below.
- What the answers are: the assistant answers only from what is published on these pages, and it can be wrong. It does not give legal, financial or compliance advice, and it does not interpret this policy or the terms of service — it points you to them.
- What it cannot see: it has no access to any studio’s records. It cannot look up a student, a balance or an account, and it should not be given one.
- In your browser: only a session number and whether the window is open are stored, so that the conversation follows you between pages. Both are gone when you close the tab. No cookie is set for it.
- Who sees it: people at PWE read the questions the assistant could not answer, so that we can fix what these pages leave unclear. They are kept in the same place as the conversation and are deleted with it after 90 days.
- How long: conversations are deleted after 90 days. If you sent us a message from a conversation, the conversation is kept with that message.
Where this information is
Messages and conversations are kept by us in Cloudflare’s database service, separately from any studio’s data. We ask for them to be kept in the Oceania region; Cloudflare is a global network, and processing may take place outside Australia. Anthropic processes content only to generate an answer and is not where these records are kept; the copy it holds for a short time is in the United States. None of this touches a studio’s own records — students, classes, credits and work stay on our host in Melbourne, as section 5 describes, and are never sent to the assistant or to Anthropic.
Your choices
If you neither send a message nor use the assistant, neither kind of record exists; you can phone or email us instead. To see, correct or delete a message or a conversation, email info@pwestudio.site with the approximate time and the email address you gave. Section 8 describes how we handle such a request.
11 · AI drafting in the console
A studio can turn on AI drafting. It is off until the studio’s owner turns it on, and the owner can turn it off at any time. When it is on, staff can ask for a draft of a progress-report comment or of a message to a family: a reminder that lessons are running low, a check-in after missed lessons, a payment reminder, an invitation to book a make-up lesson, or a reply to a booking request.
- Nothing is sent to a family by the system. A draft is shown only to the staff member who asked for it. They edit it and send it themselves, from their own email or phone, if they decide to send it at all.
- What is sent to make a draft: the student’s first name (not their surname), how the family is addressed, the numbers and dates the message is about (for example lessons left, an invoice number and amount, a due date, a class time), the studio’s name and its own notes on tone and how to pay, anything the staff member types into the draft box as what they want to say, and, for a progress-report comment, that period’s attendance figures and lesson notes. Phone numbers, email addresses, home addresses, birthdays and photos are never sent, nor anything about other students.
- Who processes it: the draft is written by Claude, an AI model made by Anthropic, which we call through its API. Processing may take place outside Australia, including in the United States. Anthropic does not use this content to train its models, and keeps it for no more than 30 days before deleting it from its systems (other than content it finds to breach its usage policy, or is required by law to keep).
- What we keep: for each draft, a record that a draft was made, by whom, for which kind of record, with the number of words processed and an estimated cost. We do not keep the draft or the details that were sent.
- The studio’s part: the studio decides whether to use this, and by turning it on confirms that it has told its families that a small part of their record may be processed overseas in this way. A family that does not want this can ask the studio not to draft messages about them.
- Drafts can be wrong. The screen lists the facts each draft was based on and marks any number or date in it that does not match the studio’s records. Staff are expected to read every draft before sending it.
12 · Changes to this policy
Collection notices inside the product carry a version, and a family’s consent is recorded against the version they were shown. If we change this policy in a way that materially affects how information is handled, we will tell subscribed studios in writing before the change takes effect.
Related
The terms of service set out the commercial arrangement, the support policy explains contact and incident priority, the FAQ answers what the product does today, and the release evidence records what has and has not been accepted.
PWE GROUP PTY LTD · ABN 55 606 664 546 · ACN 606 664 546
© 2026 PWE Studio · v10.22.4 · PWE · 天域出品