ClubSort is committed to handling personal information responsibly and transparently. This Privacy Policy explains how ClubSort ("ClubSort", "we", "us" or "our") collects, holds, uses and discloses personal information in connection with the ClubSort website, application and related services.
1. Our approach to privacy
ClubSort helps sporting clubs manage day-to-day activities. A club may use it to store information about players, coaches, managers, directors, parents, volunteers and others, including children and young people. We aim to collect only information reasonably necessary for the purposes of the service and take reasonable steps to protect information held by us.
2. Who is responsible for information?
A club decides what personal information it collects about members and users and what it uses it for. The club is responsible for determining that it has an appropriate authority and lawful basis to collect and provide information to ClubSort. ClubSort generally acts as the technology provider storing and processing that information on behalf of the club. Questions about why a club collected information or how it uses it for club activities should generally be directed to that club first.
3. Information we may collect
Depending on how you interact with ClubSort, we may collect:
- account information such as name, email, credentials, role, profile information and preferences;
- club and membership information such as club, team, player, coach, manager, membership, birth-date, contact, attendance, event, plan, assessment and review information;
- uploaded photographs, logos, documents, graphics, plans, files and other content;
- technical information such as IP address, browser, device, operating system, approximate technical location, login and error information, timestamps and service-usage information; and
- payment information handled by a payment provider. ClubSort does not generally need to store complete card details itself.
4. How we collect information
We may collect information directly from you, when you create or use an account, when a club creates or updates a profile, when you contact support, subscribe, interact with the service, use technical systems, initiate an integration or import, or from another lawful source. A club administrator may provide information about another person and is responsible for having the appropriate authority.
5. How we use personal information
We may use personal information to provide ClubSort, manage accounts, provide requested features, store and display club information, facilitate authorised communications, process subscriptions, provide support, investigate problems, maintain security, prevent misuse or fraud, improve and develop the service, comply with legal obligations, and for purposes reasonably connected with providing ClubSort. We will not use club data for unrelated purposes simply because it is available.
6. Communications
We may send account, security, billing, service, support and other necessary communications. Optional marketing communications will provide an appropriate unsubscribe method where required. Opting out of marketing does not prevent necessary service communications.
7. Children and sensitive information
Clubs may use ClubSort for information about children. ClubSort is not designed for children to independently sign up without club involvement. Clubs are responsible for having an appropriate authority and lawful basis and for communicating appropriate privacy information to players and parents or guardians.
ClubSort is not intended as a medical-record system. Clubs should carefully consider whether health or medical information is appropriate to store and are responsible for the authority and lawful basis for doing so. We handle sensitive information only in accordance with applicable law and purposes connected with operating ClubSort.
8. Integrations and disclosures
ClubSort may allow imports, exports or associations with membership, registration or competition systems, including services such as Majestri or Squadi where supported. The club chooses what to import and remains responsible for checking it. Third-party services have their own policies.
We may disclose personal information where reasonably necessary to providers of cloud hosting, infrastructure, storage, email, payments, authentication, security, monitoring, error reporting, communications, analytics and other technical services. We may also disclose information when instructed by you or a club, to provide a requested service, where required or authorised by law, to protect people or ClubSort, or in connection with a sale, restructuring or transfer of the business. We do not sell personal information as a product.
9. Overseas providers
Some providers may process or store information outside Australia. Where personal information is disclosed overseas, we will take reasonable steps to address applicable legal requirements. Providers may have their own policies and terms.
10. Data security and retention
We take reasonable steps to protect information from misuse, interference, loss, unauthorised access, modification and disclosure. Measures may include access controls, authentication, encryption where appropriate, secure hosting, logging, monitoring and updates. No online service guarantees complete security. If we become aware of a breach, we will assess and respond in accordance with applicable law, including the Notifiable Data Breaches scheme where it applies.
We retain information for as long as reasonably necessary to provide ClubSort, maintain accounts, meet obligations, comply with law, resolve disputes, keep business records and protect the service. When information is no longer required, we take reasonable steps to delete or de-identify it where appropriate.
11. Information after cancellation
After a club cancels, information may remain available for a limited period for administration, recovery, billing, support or export. The period depends on the circumstances and technical requirements. Clubs should export important information before cancelling. Information may be retained longer where required by law or reasonably necessary for legitimate business purposes.
12. Access and correction
You may request access to personal information ClubSort holds about you and request correction of information that is inaccurate, incomplete or out of date. Where information is held as part of a club account or controlled by a club, we may refer the request to the relevant club. We may verify identity and may refuse or limit access as permitted by law.
13. Privacy complaints
Contact us first if you believe ClubSort has handled personal information incorrectly or contrary to privacy requirements. Please explain what happened, what information is involved and the outcome sought. Contact ClubSort at privacy@clubsort.com. If you are not satisfied, you may have rights to complain to the Office of the Australian Information Commissioner: https://www.oaic.gov.au/privacy/privacy-complaints.
14. Direct marketing
We may send product updates, feature information or other relevant communications. Where required, we will provide an appropriate opt-out. Opting out does not prevent necessary service communications.
15. Cookies and similar technologies
ClubSort and its website may use cookies and similar technologies to keep users signed in, maintain security, remember preferences, understand use, diagnose problems and improve the service. Third-party providers may collect information according to their own policies. We will not use cookies to collect information unnecessary for operation or reasonable improvement of the service.
16. De-identified information and business changes
We may use de-identified or aggregated information that does not reasonably identify an individual to understand usage, improve ClubSort, analyse performance, plan features and produce general statistics. We will not intentionally use it to identify individuals.
If ClubSort is sold, transferred, merged or undergoes a significant business change, personal information may be transferred as part of that transaction where permitted by law. Any new operator remains responsible for applicable legal requirements.
17. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes to ClubSort, information practices, third-party services, law or operations. We will update the “Last updated” date and endeavour to provide reasonable notice of material changes where appropriate.
18. Contact
For questions, access requests, correction requests or privacy complaints, Contact us.
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