Privacy Policy

Wispastats Pty Ltd (ABN 88 693 796 486) (we, us or our) is committed to protecting your privacy. This policy explains how we collect, use and protect your personal information. It applies to all personal information we handle, whether we collect it through our mobile app, website, in person, or through other means.

Quick overview

  • We collect information you provide to us and information we gather when we interact with you
  • We use this information to provide our services and improve your experience
  • We protect your information using secure systems and processes
  • You have rights regarding your personal information, including access and correction rights
  • In this policy, “personal information” has the same meaning as given to it under the Privacy Act 1988 (Cth), which means any information or opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a tangible form or not.

Account types:

We offer three types of accounts to access our Services. In this policy:

  • Individual Account means an account held by an individual (player) who can invite parents, friends and family to record statistics on game day for the individual’s benefit.
  • Family Account means an account held by a parent or guardian to record and track statistics for their own children
  • Coach Account means an account held by a coach to record and track statistics for players in their team(s)

Information we collect

Voice recordings

  • Voice recordings captured during games for statistics recording purposes (once the voice recording is transcribed the voice recording is permanently deleted from our system (including all servers and infrastructure)).
  • Transcriptions and text data derived from voice recordings
  • Player performance statistics derived from voice recordings (including kicks, handballs, marks, tackles and other game statistics)

Identity and contact details

  • Name, address, email address and phone number
  • Professional details
  • Date of birth
  • Jersey/player numbers
  • Nicknames
  • AFL ID (where provided)

Service related information

  • Player performance statistics and game data
  • Team and fixture information
  • Club and league affiliations
  • Payment and transaction details for products and services you’ve purchased from us or enquiries about our products and services
  • Your preferences for our services and your marketing preferences
  • Feedback and survey responses

Digital information

  • IP address and general location information derived from your IP address
  • Search and browsing behaviour
  • Website usage patterns
  • Cookie preferences
  • Device information and mobile app usage data
  • App performance and crash data

Professional information (for job applicants and workers)

  • Employment history
  • Professional experience
  • Required authorisations and licences
  • Professional registrations
  • Information about your right to work in the relevant jurisdiction

How we collect personal information

  • Directly from you when you: interact with us, contact us, fill out forms.
  • Automatically when you: visit our website, use our technologies, interact with our online services.
  • From third parties: service providers, business partners, sports management platforms (such as Play HQ), public sources, government organisations and organisations or people authorised by you.
  • From publicly available sources: such as ASIC and other regulatory bodies and professional networking sites such as LinkedIn.

Information collected by Coach Account holders

If you are a player (or parent/guardian of a player) whose information is provided to us by a Coach Account holder, you should be aware that:

  • Your coach (or Club) is responsible for obtaining your consent before providing your information to us
  • Your information may include your name, jersey number, and performance statistics
  • Your coach controls access to your statistics and performance data
  • Your voice may be recorded during games for the purpose of capturing statistics.
  • Guest recorders may be invited via SMS to assist with recording statistics and will have temporary access that expires 5 minutes after the match ends.This information is processed using voice-activated technology and AI tools

If you have questions about how your coach handles your information, please contact them directly.

Why we collect, hold, use and disclose personal information

We collect and use your personal information to run our business and provide our services as set out below.

Business operations

  • To manage our relationship with you as a customer or supplier
  • To process and deliver our services
  • To handle your inquiries, support requests, and communications
  • To maintain accurate records for billing and administration

Sports Statistics and performance tracking

  • To enable you to record and track player performance statistics
  • To provide coaches with player development insights
  • To enable performance tracking and improvement
  • To process voice recordings into statistical data using AI transcription services

Communication and support

  • To respond to your questions and support requests
  • To communicate important updates about our services
  • To handle inquiries made through our website or platforms
  • To manage your participation in surveys, feedback sessions, or events

Service improvement

  • To conduct analytics and market research
  • To improve our business operations and services
  • To develop and enhance our applications and platforms
  • To understand how our services are used

Marketing and promotions

  • To send you promotional information about our services and events
  • To inform you about products or services that may interest you
  • To manage your marketing preferences
  • To run competitions, promotions, and special offers
  • To provide additional benefits to our customers

Employment purposes

  • To assess employment applications
  • To evaluate candidate qualifications
  • To manage professional certifications and licences
  • To maintain employment records

Legal and compliance

  • To comply with our legal obligations
  • To respond to court orders or legal processes
  • To maintain required business records
  • To fulfill regulatory requirements or reporting obligations
  • To protect our legal rights and interests or as authorised by law

Our disclosures of personal information to third parties

We may disclose personal information to:

Service providers

  • IT service providers
  • Data storage providers
  • Web hosting and server providers
  • Payment processors
  • Marketing and advertising providers
  • Analytics providers
  • Voice transcription processing providers
  • Sports data and fixture providers

Professional advisers

  • Bankers
  • Auditors
  • Insurers and insurance brokers
  • Legal advisers

Business partners

  • Our business partners or contractors

Corporate transactions

If we merge with or are acquired by another company, or sell our business assets:

  • Your information may be disclosed to our advisers
  • Your information may be disclosed to the potential purchaser’s advisers
  • Your information may be included in the transferred assets

Legal and regulatory bodies

  • Courts and tribunals
  • Regulatory authorities including as required for reporting obligations
  • Law enforcement officers

Other parties

  • Third parties you have authorised
  • Emergency services when necessary
  • Any other parties as required or permitted by law

Overseas disclosure

Storage and access

We store your personal information in Australia. However, your information may be accessed from or transferred to locations outside Australia in these circumstances:

  • When our service providers are located overseas
  • When we work with overseas business partners
  • When using cloud-based services or data storage solutions

Our approach to overseas disclosure

Before disclosing your personal information overseas, we take reasonable steps to ensure that the recipient treats your information in accordance with applicable law by only sending what is necessary, requiring recipients to protect your information through contractual agreements which require the recipient to comply with the privacy standards in applicable law or through other mechanisms that provide comparable safeguards and by monitoring how recipients handle your information.

Your privacy rights and choices

Providing information

You can choose whether to provide personal information to us, however, if you don’t provide certain information, we may not be able to provide some services. Let us know if you don’t want to provide information and we will let you know when information is required versus optional.

Access to your information

You can request access to the personal information we hold about you and we will respond to your request within a reasonable time. We may charge a reasonable administrative fee for providing access and if we cannot provide access, we will explain why and explore alternative ways to share relevant information.

Children’s information

Our Services may be used to collect and store information about children and minors participating in sports activities.

For parents and guardians with Family Accounts:

  • You are responsible for providing accurate information about your children
  • You consent to us collecting and using your children’s information as described in this policy
  • You can access and correct your children’s information through your Account

For coaches:

  • You must obtain appropriate consents from parents/guardians before providing children’s information to us
  • You are responsible for ensuring you have authority to share children’s information with us

Our commitment:

  • We do not knowingly collect sensitive information about children
  • We apply the same security measures to children’s information as we do to all personal information
  • Parents/guardians can request deletion of their children’s information by contacting us

Correction rights

You can ask us to correct any information that is inaccurate, out of date, incomplete, irrelevant or misleading and we will take reasonable steps to correct your information promptly. If we cannot make the correction, we will explain why and discuss alternatives. You can ask us to add a statement to your information noting your requested correction.

Marketing communications

You can opt-out of receiving marketing communications at any time. Each marketing communication will include an unsubscribe option. You can change your marketing preferences by contacting us. We will process your request as soon as practicable.

How to contact us about your rights or to make a complaint and what happens next

Step 1: Contact our privacy officer

  • Email: support@wispastats.com.au

What to include:

Your full name, contact details, clear details about your request or complaint, and any relevant dates or reference numbers.

Step 2: Our response

We will:

  • Verify your identity before processing your request
  • Investigate thoroughly (for complaints) or process your request (for rights)
  • Respond to you in writing within reasonable timeframes and as required by law
  • Explain what actions we will take and keep you updated on progress
  • Not charge you for making a request (except for reasonable access fees if applicable)
  • Help you understand and exercise your rights

Step 3: If you’re not satisfied (complaints only)

If you’re not satisfied with our response to your complaint, you can:

  • Ask for a review by our senior management, or
  • Contact external bodies: Australian residents: Office of the Australian Information Commissioner (Phone: 1300 363 992, Website: www.oaic.gov.au)
  •  

This is the same process whether you want to access your information, correct mistakes, change marketing preferences, or make a complaint about our privacy practices.

Protecting your information

We use multiple layers of security to protect your information.

Technical safeguards

  • Enterprise-grade encryption for data storage and transmission
  • Regular security testing and monitoring
  • Automated threat detection systems

Operational security

  • Staff training on security and privacy
  • Strict access controls based on job requirements
  • Regular security audits and incident response procedures testing

Physical security

  • Secure premises with controlled access
  • Secure disposal of physical documents
  • Equipment security protocols

Public information

Please note that any information you choose to share publicly on online platforms (such as comments or reviews) can be accessed and used by others. We cannot control or protect information that you make publicly available.

How long we keep your information

We keep your personal information only as long as we need it for the purposes we collected it, or as required by law. When we no longer need it, we securely destroy or de-identify it.

Cookies and Analytics

What We Use

We use cookies, tracking pixels, and similar technologies on our website and in our emails to improve your experience and our services.

Cookies

  • Small text files stored on your device
  • Help remember your preferences
  • Enable certain website functions
  • Make your interactions with our website more efficient

Tracking Pixels

  • Tiny, invisible images in web pages and emails
  • Help us understand how you interact with our content
  • Allow us to measure email engagement
  • Enable more relevant content delivery

How we use these technologies

Essential Functions

  • Remember your login status
  • Maintain your session security
  • Store your preferences
  • Enable core website features

Analytics and Performance

  • Understand how our website is used
  • Measure page views and traffic
  • Analyse user navigation patterns
  • Identify areas for improvement

Personalisation

  • Remember your preferences
  • Tailor content to your interests
  • Improve your browsing experience
  • Provide relevant recommendations

Your control

You can manage these technologies by:

  • Adjusting your browser settings to block or delete cookies
  • Using privacy-focused browser extensions
  • Configuring your email client to block images
  • Using our cookie preference settings

Note: Blocking all cookies may affect website functionality and your user experience.

Google Analytics

We use Google Analytics to understand how people use our website. This involves cookies that collect information about your browsing activity. You can opt out of Google’s advertising features through your Google account settings, browser add-ons, or your device’s privacy settings. Google provides various tools and options to control how your data is used for advertising purposes. You can learn more about how Google uses your data and your available options on Google’s privacy pages.

Meta advertising tools

We use Meta’s advertising tools (such as Meta Pixel) to understand how our ads perform and to show you more relevant advertisements on Meta platforms like Facebook and Instagram when you visit our website or app. You can manage whether we connect information from our website with your Meta account for advertising purposes by adjusting your settings within your Meta account preferences.

Artificial Intelligence (AI) Technologies

Overview

We use artificial intelligence and machine learning technologies in our business operations and services, including AI tools provided by third parties. We only use these technologies when legally permitted and necessary for our business.

How we use AI

We may use AI technologies to:

  • Process voice recordings into text and extract statistical data from games
  • Conduct analysis and data processing
  • Analyse player performance patterns and trends
  • Generate and modify content and coding
  • Improve and optimise our services and operations
  • Automate routine tasks and communications
  • Support quality assurance processes

Data protection and security

When we work with third-party AI providers, we ensure they handle your personal information in accordance with privacy laws through contractual requirements and appropriate safeguards.

Your rights and our commitments

Any information generated or inferred about you by AI technologies is treated as personal information, and you maintain all the rights outlined in this privacy policy. When using AI with your personal information, we commit to:

Transparency and control

  • We’ll inform you when AI is used to make decisions that may significantly affect you
  • We maintain human oversight and review of significant AI-generated decisions
  • Our staff are trained to understand AI limitations and verify outputs before relying on them
  • We implement processes to verify the accuracy of AI-generated outputs

Security

  • We use appropriate technical and organisational measures to maintain the security and integrity of your personal information
  • We regularly test and monitor AI outputs for accuracy and reliability

Risk mitigation

  • We regularly assess and document risks associated with using AI to process personal information
  • We implement appropriate measures to address these risks
  • We continuously monitor AI performance and regularly review their impact

Amendments

We may update this policy at any time by posting the revised version on our website. We recommend that you review our website regularly to stay current with any policy changes.

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