Privacy & Data Collection Policy
Effective date: 28 July 2026
Our commitment: SportsOrganised is built for schools. Student PII security is our top priority. We collect only what is necessary to operate the Platform and never sell or share student data with third parties.
What Data We Collect
School & Administrator Data
School name, contact details, and administrator account information including name and email address.
Staff User Data
Names, email addresses, and assigned roles for staff members (teachers, coaches, and carnival officials) who access the Platform.
Student Data
Student first name, last name, year level, age group, gender, house allocation, and an internally generated student code. Schools may optionally record a student's date of birth (used to determine age-group eligibility) and an email address (used only to send self-nomination invitations where a school chooses to enable them). We do not collect home addresses, phone numbers, medical information, or government identifiers.
Carnival & Event Data
Carnival configuration, event details, nominations, results, scores, and records. This data is directly related to the operation of sports events.
Usage & Audit Logs
Timestamped records of significant actions (e.g. data imports, results changes) for audit and compliance purposes.
Why We Collect It
All data collected is used solely to provide and improve the SportsOrganised platform: to manage carnival events, assign students to events, record and display results, calculate scores and champions, and support school staff in running a successful carnival day.
How We Store and Secure It
Each school's data is logically isolated: every record is tagged to your school and every query is automatically restricted so that one school's data can never be accessed by another. Data is encrypted in transit using TLS, and sensitive credentials — such as passwords and two-factor authentication secrets — are encrypted at rest. Access is restricted to authenticated, authorised users within your school's account, with role-based permissions limiting what each user can see.
Who Has Access
Only staff members invited by your school's administrator can access your school's data. SportsOrganised staff may access data for the purpose of providing technical support, and only with prior notification to your administrator. Student data is never accessible by other schools or the general public.
Data Retention
Your school's data is retained for as long as your account remains active. Upon account closure, data will be deleted within 90 days unless a longer retention period is required by law. You may request an export of your data at any time by contacting us.
Your Rights under the Australian Privacy Act 1988
As a data controller for your school, you have the right to access, correct, and request deletion of personal data held in the Platform. SportsOrganised will cooperate fully with any such requests. For individual student or staff data requests, please contact your school administrator in the first instance.
Contact
For data collection enquiries, contact our privacy team at support@sportsorganised.com.