Privacy policy

1. Agreement

This is the Privacy Policy which applies between you (you, your) and CaRob Computing Pty Ltd (ABN 47 007 303 557) (us, our and we).

Thank you for using our website https://www.carobcom.com/ and/or choosing to purchase or subscribe to our software, goods and services (together referred to as the services).

This Privacy Policy governs:

• Your use of our website; and
• if applicable, our provision of services to you.

Please read this privacy policy carefully as by using the website and/or subscribing or purchasing our services:

(a) you are confirming that you have not only read this Privacy Policy but that you agree to it; and

(b) you agree that this Privacy Policy applies to the submission, processing, payment and delivery of our services.

2. How we handle your information

2.1 General

This Privacy Policy describes how we collect and use your personal information.

We respect the rights and privacy of all individuals and are committed to complying with the Privacy Act 1988 and the Australian Privacy Principles (APP) and protecting the personal information we hold.

2.2 How do we collect information?

We collect information in two ways:

• information you give us directly — when you register an account, place an order, or contact us for support; and
• information our web server records automatically whenever a page is requested, being the network address you connect from, the page you asked for and the time you asked for it.

We do not use analytics services, advertising networks or tracking pixels. No other business collects information about you through this website.

The website uses two cookies, both set by us and neither used for tracking: one keeps you signed in, and one remembers what is in your basket.

2.3 What information do we collect?

We collect the information required for us to provide our services. This includes school details and a contact person’s details (name and email).

If you place an order, we also collect a phone number where you give one, together with the billing address and purchase order number needed to raise your invoice.

2.4 How do we use your information and who may we disclose it to?

We may use information you provide for the primary purposes of:

• providing our services to you;
• informing you about our business or services; and
• administering our relationship with you by:
  • responding to your enquiries; and
  • providing you with information about our services that may be of interest to you, such as upgrades or bug fixes.

We do not sell, rent or trade your personal information, and we do not disclose it to related entities, third party companies or partners for their own purposes. You will not receive communications from any other business as a result of dealing with us.

We may also disclose your information where we are required or authorised to do so by law.

By submitting your personal information, you consent to us using it to:

• provide you with our services;
• administer our relationship with you; and
• tell you about new versions, upgrades and fixes for the software you use.

2.5 Can you remain anonymous or withhold personal information?

Where practical, you may choose not to identify yourself, deal with us on an anonymous basis or use a pseudonym.

In some instances, if you do not provide us with required personal information, we may not be able to provide you with the requested services.

2.6 Will we send you emails?

If you have purchased from us, we may email you about our own software — new products, upgrades, bug fixes and other information about the services. We send these because you are a customer, and we keep them relevant to the software you use.

We do not send email on behalf of any other business, and we do not pass your details to anyone else for them to contact you.

Every such email includes a way to stop receiving them. You can also ask us to stop at any time by emailing office@carobcom.com, and we will act on that request.

2.7 Will your information be disclosed overseas?

No. We do not disclose or transfer your personal information to overseas recipients. Your personal information is held in Australia.

If you pay by PayPal, your payment is handled by PayPal, and the information you give them is covered by their privacy policy rather than this one. We never see or store your card details.

If this position ever changes, we will take reasonable steps to notify you before any personal information is disclosed overseas.

2.8 How can you access and correct your personal information?

You generally have the right to access your personal information free of charge, subject to some limitations contained in the Privacy Act.

The APPs set out some circumstances in which we are not required to provide you with such access. If you ask for your personal information and any of these circumstances exist, you may be given access to the personal information in a way that is permitted under the Privacy Act.

To protect personal information held by us, you may need to confirm your identity before access to your personal information is granted. It may take a little time to process your application for access and retrieve information from storage (if applicable).

We encourage you to update us so that we have accurate, current and complete information. You may correct any errors or ask us to delete your personal information, except where we are required to keep it by law — the record of a sale, for instance — or where we need it to keep supporting a licence you hold. You may also submit a request not to have any further contact from us.

2.9 Security

We will take all reasonable precautions to ensure that your information is not misused, interfered with, altered or otherwise unlawfully accessed.

Passwords are stored only as a one-way hash and never in a form anyone could read back, and the website is served over an encrypted connection.

2.10 How can you complain about privacy breaches?

If you have a complaint in relation to the collection, use and/or disclosure of your personal information, please contact us at office@carobcom.com. We will review all complaints received and respond to each complainant upon due consideration (which may require further information to be provided).

2.11 Will this Privacy Policy change?

We may amend this Privacy Policy from time to time. Amendments will be effective immediately upon notification on the website.

2.12 Who can you contact about your personal information?

To contact us about your personal information, concerns or complaints, email us at office@carobcom.com

3. Student information

3.1 When we hold student information

SportsTrak runs on your school’s own computers, and student information normally stays there. It reaches us only if your school chooses to use a feature that sends it to us:

• the SportsTrak 3000 mobile app, used to select competitors and enter results at a carnival; or
• cloud backup of your SportsTrak data.

A copy is also held on the device used at the carnival until it is synchronised. If your school uses neither feature, we hold no student information at all.

3.2 What we hold, and why

For each competitor in a carnival: name, gender, year level, form or home group, house or team, age group, the events they are entered in, and their results and points. Gender and age group are held because event eligibility is worked out from them. We do not hold students’ dates of birth.

We hold no contact details for students, and nothing about them beyond what running a carnival requires.

3.3 It remains the school’s information

We handle student information on the school’s behalf and on the school’s instructions. The school decides what is uploaded, and remains responsible for telling students and parents how their information is used.

We do not use student information for any purpose of our own. We do not analyse it, we never use it for marketing, and we never disclose it to anyone else.

3.4 Where it is held, and how it is protected

In Australia, on the same server as the rest of our systems.

Student information is encrypted both in transit and at rest. It reaches us only over an encrypted connection, and the details that identify a student — name and gender — are stored encrypted rather than as readable text. Your SportsTrak software encrypts them before they are sent to us, and they are decrypted only on your school’s own computers and devices: the service that receives them stores and returns them without ever decrypting them.

3.5 How long we keep it

Carnival data is deleted automatically 30 days after the carnival is marked as finished. A school may also ask us to delete its data sooner.