THE SPORT OFFICE PTY LTD
ABN 65 700 932 369
ACN 700 932 369
Trading as TheSportOffice
Email: info@thesportoffice.com
THE SPORT OFFICE PTY LTD, trading as TheSportOffice ("TheSportOffice", "we", "us" or "our"), respects the privacy of individuals who use our website, web application, mobile applications, desktop applications and related services.
This Privacy Policy explains how we collect, hold, use, disclose and protect personal information in connection with TheSportOffice.
Where applicable, we handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable privacy laws.
This Privacy Policy applies to personal information handled through:
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.
Depending on how TheSportOffice is used, personal information may relate to:
The types of information we collect depend on how a person uses TheSportOffice.
We may collect information including:
Some information handled through TheSportOffice may qualify as sensitive information under Australian privacy law.
For example, an Organisation may enter information relating to:
Sensitive information should only be collected or entered where there is an appropriate lawful basis and, where required, consent. Sporting Organisations using TheSportOffice are responsible for determining whether they are authorised to collect and enter sensitive information relating to their players, coaches, staff or other individuals. We only use sensitive information for purposes reasonably connected with providing the Services, administering the relevant Organisation's use of the Platform, maintaining safety and security, or where otherwise permitted or required by law.
TheSportOffice may be used by sporting clubs, academies and coaching businesses that work with children and young people.
As a result, the Platform may contain personal information relating to junior players.
This may include:
Where appropriate, children's use of TheSportOffice should be managed through their sporting Organisation and/or parent or guardian. Sporting Organisations are responsible for ensuring that they have appropriate authority, consent or other lawful basis to collect, enter, use and disclose information relating to children. Parents and guardians must only access information relating to children they are authorised to access. TheSportOffice does not authorise users to access another child's information unless that access is permitted by the relevant Organisation and applicable law.
We may collect personal information directly from an individual when they:
We may also receive personal information from:
TheSportOffice is designed to allow sporting Organisations to manage information relating to their operations and members.
An Organisation may enter information relating to:
Where an Organisation enters personal information into TheSportOffice, that Organisation is generally responsible for ensuring it is authorised to collect and use the information. TheSportOffice processes this information to provide the Platform and Services to that Organisation.
We may use personal information to:
We may process information necessary to create and secure user accounts.
This may include:
Passwords should be stored and processed using appropriate security practices and must not be stored in readable plain text. Users are responsible for maintaining the confidentiality of their credentials.
TheSportOffice may use third-party payment processors to facilitate payments and subscriptions.
Where a payment is made, payment processors may collect information such as:
TheSportOffice may receive transaction-related information such as:
TheSportOffice does not necessarily receive or store complete payment card numbers. Third-party payment providers process payment information in accordance with their own legal and privacy obligations.
TheSportOffice may store operational financial information such as:
We use this information to provide payment, invoicing, reporting and administrative functionality.
TheSportOffice may process attendance information entered by sporting Organisations.
Attendance information may include statuses such as:
Some attendance reasons may reveal health or other potentially sensitive information. Organisations should only enter this information where appropriate and authorised.
TheSportOffice may allow Organisations and authorised coaches to create and manage player development information.
This may include:
Access to this information is controlled through user roles, assignments and Organisation permissions. Users must not attempt to access development information they are not authorised to view.
TheSportOffice may allow users to upload, record, assign, store or share:
Organisations and users must ensure they have appropriate rights, permissions and consents before uploading or sharing media. This is especially important where media identifies children or young people. Media must not be used to unlawfully infringe another person's privacy or other legal rights.
TheSportOffice may allow authorised users to send:
We may process the content of these communications to provide the messaging functionality. Organisations are responsible for ensuring they are authorised to contact the relevant recipients. TheSportOffice must not be used to send unlawful spam, harassment or deceptive communications.
We may send users service-related communications including:
Some operational communications may be necessary for the provision or security of the Services.
Where permitted by law, we may send information about:
Where required, users will be given an opportunity to opt out of marketing communications. Opting out of marketing does not necessarily stop important service, billing, security or transactional communications.
When users access TheSportOffice, we may automatically receive technical information including:
We may use this information to:
Our website or web applications may use cookies, local storage or similar technologies.
These technologies may be used for:
Users may be able to control some cookies through their browser settings. Disabling essential technologies may prevent some Platform functionality from operating correctly.
We may use analytics tools to understand how TheSportOffice is used.
Analytics information may include:
Where reasonably practicable, analytics information may be aggregated or de-identified.
We may disclose personal information where reasonably necessary to:
Personal information may be disclosed to categories of recipients including:
Personal information may be accessible to authorised users within an Organisation based on their assigned permissions.
For example, depending on the Organisation's settings:
Organisations are responsible for assigning appropriate permissions. TheSportOffice uses access controls intended to help prevent unauthorised access, but Organisations must also manage user access appropriately.
Some third-party technology providers used to operate TheSportOffice may store or process information outside Australia.
This may include providers involved in:
The countries in which information may be processed can depend on the service provider and infrastructure configuration used at the relevant time. Where required by applicable Australian privacy law, we will take reasonable steps in relation to overseas disclosures and the protection of personal information. We will not intentionally disclose personal information overseas for unrelated purposes.
TheSportOffice may integrate with or rely on third-party providers.
These may include:
These providers may independently collect or process information under their own privacy policies. TheSportOffice is not responsible for the independent privacy practices of third parties outside our control.
We take reasonable steps appropriate to the nature of the information we handle to protect personal information from:
Security measures may include:
No internet-connected service can guarantee absolute security. Users and Organisations also have responsibilities for maintaining appropriate account and device security.
Users must:
Organisation administrators should promptly remove access when a staff member, coach or other user is no longer authorised.
If we become aware of a suspected data breach, we may investigate the incident and take steps to contain and remediate it.
Where the Australian Notifiable Data Breaches scheme applies and an eligible data breach occurs, we will take steps required by applicable law, which may include notifying affected individuals and the Office of the Australian Information Commissioner.
Users should promptly report suspected security incidents to:
info@thesportoffice.com
We retain personal information for as long as reasonably necessary to:
Retention periods may vary depending on:
Information that is no longer reasonably required may be deleted or de-identified where appropriate.
If an Organisation or user account is terminated, access to personal information may cease.
Customer Data may be retained for a reasonable period where necessary for:
Data may subsequently be deleted or de-identified where it is no longer reasonably required.
Individuals may request access to personal information we hold about them where applicable.
Requests may be made by contacting:
Before providing access, we may need to verify:
info@thesportoffice.com
In some circumstances, requests relating to records controlled by a sporting Organisation may need to be handled through that Organisation. We may refuse access where permitted or required by law and will provide reasons where legally required.
We take reasonable steps to ensure personal information we hold is accurate, complete and up to date where appropriate.
Users may be able to update certain information through their Account.
Individuals may also request correction by contacting:
Where information is controlled by a sporting Organisation, correction requests may need to be directed to that Organisation.
info@thesportoffice.com
Some personal information within TheSportOffice is entered and controlled by sporting Organisations rather than directly by TheSportOffice.
Examples may include:
Where appropriate, individuals may need to contact the relevant sporting Organisation to request access, correction or deletion of those records. We may assist Organisations with appropriate technical actions where necessary and authorised.
Individuals may contact us to request deletion of personal information.
Whether information can be deleted will depend on factors including:
Where we are able and required to delete information, we will take reasonable steps to do so.
We may create aggregated or de-identified information that does not reasonably identify an individual.
We may use this information for purposes such as:
We will not intentionally re-identify properly de-identified information except where permitted by law or required for security, testing or technical integrity.
TheSportOffice may contain links to external websites or services.
We are not responsible for the privacy practices of websites or services operated by third parties.
Users should review the privacy policies of third-party services they use.
Where TheSportOffice is downloaded or accessed through an application store, the relevant application store provider may independently collect information relating to:
That information is handled according to the application store provider's privacy practices. TheSportOffice's handling of information remains governed by this Privacy Policy.
We may update this Privacy Policy from time to time to reflect:
The latest version will display the date it was last updated. Where changes are significant, we may provide additional notice where appropriate. We will not materially reduce users' privacy rights in a manner inconsistent with applicable law.
If you have a concern or complaint about how we have handled personal information, contact us at:
Please provide sufficient information to allow us to understand and investigate the issue. We will take reasonable steps to investigate and respond to privacy complaints. Where applicable, an individual may also have the right to contact the Office of the Australian Information Commissioner.
info@thesportoffice.com
Information about Australian privacy rights and the Privacy Act is available from the Office of the Australian Information Commissioner.
Individuals may be able to lodge a privacy complaint with the Office of the Australian Information Commissioner where applicable.
Nothing in this Privacy Policy limits a person's statutory rights.
For questions about this Privacy Policy, privacy requests, access or correction requests, or security concerns, contact: