Privacy Policy
Last updated October 2020
Scope
Timing Solutions Pty Ltd provides software solutions supporting the registration of members and the management of sporting event results, within Sporting Organisations (“Organisations”).
These Organisations are the primary customers of Timing Solutions. They may be individual sports clubs, schools, or an Association of clubs or schools.
In order for our products to support the needs of the Organisations it is a requirement to collect personal information about the Members (primarily athletes) who are participating in the events organised by the Organisations.
The Organisations own and utilise the underlying personal information for the operation of their businesses.
This Privacy Policy may change from time to time so please check it periodically.
Types of personal information collected
Below are the main categories of information that may be collected to support the operation of our software solutions for the benefit of our customers
Member personal information: This information is required in order for Organisations to adequately create event schedules, including organising Members into specific age, gender events, and to be able to record event results against a Members name (for instance, the time in which a Member took to complete a 100m race)
First and last name
Gender
Date of birth (required for ‘age group’ calculation)
Other Member personal information, that may be optionally collected if the Organisation requires includes:
Contact information: Some Organisations may choose to choose to collect email, phone number and the address of their Members. This is generally only for Organisations with adult Members.
Medical information: Some Organisations may choose to collect medical information in the form of notes.
Parent / Guardian (“Guardian”) information: In the case that Members are junior and registered by their Guardians, and if the Organisation requires it, the Guardians information will be captured in the system. The Organisation may use this information to contact the Guardian if and when required. Details captured may include: First and last name, phone number and email address.
Other information that we may collect
Cookies: We may also collect non-personally identifiable information about your visit to the Website through the use of Cookies. This information may include for example, the pages which you browse and goods viewed. This information helps us to better manage and develop the Website. Information on how to block Cookies can normally be found within the help features of your browser.
Sharing of information
Timing Solutions will not share personal information that is collected through its products with anyone outside of the Organisation, or the Association that the Organisation is a part of.
The Organisation has ability to access the information of their Organisation through secure user accounts, which can be restricted to a specific function (for instance, access to all Personal Information may not be required for entry of results)
How do we keep your information safe
Timing Solutions is committed to preserving the privacy of all users who have submitted personal information into our products. We do this through the application of a comprehensive combination of controls, including but not limited to:
All Timing Solutions employees are appropriately screened as part of our hiring process. We require all staff who have access to personal information to have a Working with Children’s Check (WWCC).
Our cloud based platform is hosted on the Sydney instance of Amazon Web Services (AWS). AWS is a globally recognised business and is ISO 27001 certified.
We follow an Information Security Management System to ensure that our technology and operational processes align with the ISO 27001 globally recognised standards, as well as locally specific guidelines from the Office of the Australian Information Commissioner (OAIC) https://www.oaic.gov.au/
The data on our platform can only be accessed via verified user access details such that our customers will only have access to their own or their organisations information. Access can be restricted to only expose the minimum amount of data that the user may need to perform their role.
We work with accredited third parties to perform application penetration testing, and to seek any relevant industry advice to ensure that activities in respect to Information Security continue to align with market standards and consumer expectations.
In the unlikely event of a data breach, Timing Solutions has procedures in place to contain and assess the issue, and to notify impacted customers. If personally identifiable information is included in the breach, then appropriate steps will be taken per the Notifiable Data Breach (NDB) scheme and the Privacy Act.
Data Retention
Personal Information will be retained on our platform to assist with the efficient recurring usage of the product by Organisations (for instance, between one sporting season to the next), and to allow the Members to retain their access to their information (such as sports event results history) in a secure fashion.
At the request of an Organisation or specific Member,personally identifiable information can be deleted.
Information will also be proactively and securely deleted by Timing Solutions if it is no longer considered useful to the operation of an Organisations account.
Access to and updating of your information
Organisations may allow Members to log in to their specific profiles via secure accounts. This would allow them to view their event results, and also update their own Personal Information
If you would like to access, review, update, rectify, or delete any Personal Information we hold about you, or exercise any other data subject right available to you under the Australian Privacy Act 1988, please contact us at privacy@timingsolutions.com.au. Our team will examine your request and respond to you as quickly as possible. Upon your request, Timing Solutions, when acting as Data Controller, will deactivate your account or delete your Personal Information.
Contact
If you have any questions or concerns regarding our Privacy Policy, please send a detailed message to privacy@timingsolutions.com.au