Legal
Privacy notice
Effective 21 October 2026 · Version 1.1
1. Who we are
TareForm (“TareForm”, “we”, “us”) provides software that churches, ministries and formation schools use to run cohort-based programmes — registration, cohorts, curriculum, live classes, attendance, assessment, results and completion. TareForm is operated from Victoria, Australia.
This notice explains what personal information we handle, why, and the choices you have. It applies to tareform.com, to the TareForm application, and to enquiries made to us.
For any privacy question or request, write to hello@tareform.com. We read that address and aim to reply within 30 days.
2. Our role and the ministry’s role
We handle personal information in two different roles.
For enquiries made through our website, and for the accounts of the people who administer an organisation’s use of TareForm, we decide how the information is used and we are responsible for it.
For learner records, we act on behalf of the organisation that runs the programme. The church, ministry or school decides who is admitted, what is taught, what is assessed and what is recorded. It is responsible for telling its learners how their information is used, for having a lawful reason to collect it, and for answering their requests. We handle those records only to provide the service to that organisation and on its instructions.
If you are a learner and have a question about your records, please contact your organisation first. If you write to us, we will pass your request to it.
3. Information we collect
Enquiries. When you request a walkthrough, a tailored plan or a programme review, we collect your name, email address, phone number if you give one, your organisation and its type, the kind of programme you run, the number of learners per intake, the answers you give about how your programme runs, your message, and the page and campaign that brought you to us.
Video requests. When you ask to watch our videos, we collect your first name, email address, organisation and, if you give it, your role. We email you a link to the videos and set a cookie that remembers, on that device, that you can watch them. We treat a video request as an enquiry.
Accounts. For organisation administrators, instructors and learners we hold a name, an email address, a role, and sign-in details. Passwords are stored by our authentication provider in hashed form; we cannot read them.
Learner records held for an organisation. These include applications and enrolment, the cohort a learner belongs to, lesson progress, attendance, assessment answers, marks, feedback, results and completion, and written responses to reflection prompts, where the organisation chooses to collect them.
Content an organisation uploads. Curriculum, lessons, assessment papers and related documents.
Live classes. When a class is held we record who joined and when, so that attendance can be taken. If the host chooses to record a class, the recording contains the audio and video of those who take part. A notice is shown in the class while recording is on.
Technical information. Like most online services we receive IP addresses, browser and device details and server logs, and we use cookies that keep you signed in.
Because many organisations that use TareForm are religious, the fact that a person takes part in a programme can indicate their religious belief. We treat learner records as sensitive information and handle them only for the organisation that holds them.
4. How we use information
We use personal information to provide, maintain and secure TareForm; to reply to enquiries and arrange walkthroughs; to set up organisations and their programmes; to send service email such as sign-in links, approvals, class reminders and results; to provide support; to understand how the service is used so that we can improve it; and to meet our legal obligations.
We do not use learner records for advertising, and we do not use them to build profiles for anyone other than the organisation that holds them.
If you make an enquiry, we may follow up about TareForm by email or phone. You can ask us to stop at any time by replying to the message or writing to hello@tareform.com.
Where the law requires a legal basis, we rely on the following: performing our agreement with an organisation; our legitimate interests in running, securing and improving the service and in answering enquiries; consent, where we ask for it; and compliance with legal obligations.
6. International transfers
TareForm is operated from Australia and serves organisations in several countries. Our service providers store and process information on infrastructure outside Australia, including in the United States, and information may be accessed from other countries where they or we operate.
When information is transferred overseas we take reasonable steps to make sure it is handled consistently with this notice, including by using providers that commit by contract to appropriate data-protection and security standards.
7. How long we keep information
We keep enquiry information for up to 24 months after our last contact with you, unless you ask us to delete it sooner or you become a customer.
We keep an organisation’s accounts, learner records, uploaded content and class recordings for as long as the organisation uses TareForm. The organisation decides what is kept during that time and can ask us to remove records.
When an organisation stops using TareForm it may ask for an export of its data within 30 days. After that we delete or de-identify its data within 90 days, except where we must keep something to meet a legal obligation or resolve a dispute. Copies held in routine backups are overwritten on the backup cycle.
8. Security
We take reasonable steps to protect personal information. Data is encrypted in transit. Each organisation’s records are kept separate from every other organisation’s, and access inside an organisation depends on role. Uploaded files are held in private storage. Access to our production systems is limited to the people who need it.
No online service can promise absolute security. If we become aware of a data breach that is likely to result in serious harm, we will notify the organisations and individuals affected and the relevant regulator as the law requires, and we will tell an affected organisation without undue delay so that it can meet its own obligations.
9. Children and young people
TareForm is designed for programmes run for adults. We do not knowingly collect personal information directly from children.
If an organisation chooses to enrol learners under 18, it is responsible for deciding whether that is appropriate and for obtaining any consent required from a parent or guardian. If you believe a child’s information has been given to us without that consent, write to hello@tareform.com and we will work with the organisation to remove it.
10. Your choices and rights
You may ask us for access to the personal information we hold about you and ask us to correct it. Depending on where you live, you may also have the right to ask us to delete it, to restrict or object to how it is used, to receive a copy in a portable form, and to withdraw a consent you have given.
To make a request, write to hello@tareform.com. We may need to confirm your identity. We respond within 30 days. If your request concerns records held for an organisation, we will refer it to that organisation and help it respond.
If you are unhappy with how we have handled your information, please tell us first so that we can put it right. You may also complain to the Office of the Australian Information Commissioner (oaic.gov.au) or to the data-protection authority where you live.
12. Changes to this notice
We may update this notice as TareForm changes. The effective date and version at the top of the page show when it was last revised. If a change is significant we will tell organisation administrators by email, or by a notice in the application, before it takes effect.