Privacy Policy

MySportsDay helps schools and sporting clubs run sports carnivals. To do that we hold some information about the people involved, including students. We take that seriously. This policy explains what we collect, why, who can see it, and the choices you have. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

1. Who is responsible for what

The school or club that uses MySportsDay decides which students to add and why. For student information, the school is in charge of the information and we look after it on the school's behalf. We only use it to provide MySportsDay to that school. Schools are responsible for having the authority to share student information with us, for example under their own privacy collection notice.

For information about school staff who use MySportsDay, and for people who contact us or visit our website, we are responsible.

2. What we collect

About schools and staff

• School or club name, suburb, state and type, and the names the school uses for houses and students.
• For each staff login: name, email address, a securely scrambled (hashed) password, role, and when they last logged in.
• Billing contact details if the school adds them (name, email, phone, address, ABN).
• If someone requests a demo: their name, email, school, state, role, phone number and message, used to set up and follow up the demo.
• Payment details are handled by Stripe. We never see or store full card numbers.

About students

• First name, last name, gender, house and year level.
• Optionally, date of birth and a student or membership ID, if the school chooses to include them.
• Carnival results: which events and heats a student is in, their place, finish time or distance/height if recorded, points, and whether they did not start, did not finish or were disqualified.
• School records (Standard and Premium plans): the record holder's name, house, result and year, kept on the school's records list from year to year until the school edits or deletes them.

We do not ask for, and schools should not enter, addresses, medical information, photos or other sensitive information about students.

About marshals and parents

• Marshals don't need an account. If a marshal types their name on the marshal screen, we store it against the results they enter so the coordinator knows who recorded them.
• Parents don't need an account. We don't collect information about parents who view the live results page.

Automatically

• Basic technical information such as IP address, browser type and the pages used, kept in server logs for security and troubleshooting.
• For the chat helper on our public website we store a one-way scrambled version of the visitor's IP address (not the address itself) to limit misuse.

3. How we use it

• To run carnivals: setting up events and heats, recording results, calculating house points, and showing results to the school, marshals and parents.
• To provide accounts, logins and support, and to send service emails such as password resets, invitations, receipts and important account notices.
• To send the school's Main Contact occasional emails about their plan, such as upgrade offers. These relate to the school's account, not to students.
• To keep MySportsDay secure, prevent misuse and fix problems.

We do not sell personal information, and we do not use student information for advertising or marketing.

4. Who can see student information

• The school's staff with a MySportsDay login.
• Marshals see the names, houses and year levels of students in the heat their link is for.
• Anyone with the carnival's parent link can see live results: students' names, houses, places, times and house points, and can search for a student by name. Schools can add a PIN so only people who know it can open the page. Schools should share the link and PIN only with their own community.
• Our team, only when needed to provide support or keep the service running.

5. Service providers we use

We use trusted providers to run MySportsDay. They only receive what they need for their part of the service:

• GoDaddy: hosts our servers and database.
• Stripe: processes payments and stores card details.
• Brevo: sends our emails.
• Cloudflare: security checks on sign-up forms to stop automated spam.
• Anthropic: provides the AI behind our chat helpers. The in-app helper receives the question typed plus counts and settings for the school's account (for example how many students and events there are). It does not receive student names, dates of birth or IDs. Please don't type personal information about students into the chat.

Some of these providers store or process information outside Australia, including in the United States and the European Union. We choose providers with strong security and privacy practices.

6. Cookies and storage on your device

We use a session cookie to keep you logged in. The website also saves a few things in your browser so it works smoothly: which chat helper you're using, your current chat, dismissed notices, and results a marshal saved while offline until they've been sent. On our public website pages (home, features, pricing, contact, sign-up and log-in) we use Google Tag Manager and Google Analytics to count visits and see which pages are useful, which may set analytics cookies. We don't run analytics on the school portal, marshal pages or the parent live feed, and we don't use advertising cookies.

7. How we protect it

• All connections use HTTPS encryption.
• Passwords are stored hashed, never in plain text.
• Each school can only see its own information, and staff logins can be removed at any time by the school's Main Contact.
• Marshal and parent links use long random codes that can't be guessed.

If we become aware of a data breach that is likely to cause serious harm, we will tell the affected schools and, where required, the Office of the Australian Information Commissioner, as set out in the Notifiable Data Breaches scheme.

8. How long we keep it

We keep a school's information while it has an account. If a plan ends, we keep the information for 12 months so the school can come back or ask for a copy, then permanently delete it. If a school deletes its account, its information is removed from the app straight away and fully deleted from our systems within 30 days, except where we must keep records such as invoices by law. Support chat logs are kept for up to 2 years to help us improve our help. Demo accounts, including any students added to them, are deleted 7 days after the demo ends unless the school chooses a plan.

9. Access, correction and deletion

Schools can view and correct student information in MySportsDay at any time, and can delete students or their whole account. Parents or students who want to access or correct information should contact their school first, as the school manages it. Anyone can also contact us and we'll help or pass the request to the school.

10. Questions and complaints

Email us at support@mysportsday.com.au. We'll respond within 30 days. If you're not happy with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

11. Changes to this policy

We'll update this page if how we handle information changes, and tell schools by email about any significant changes.