AQ Passport Pty Ltd (ABN 76 698 040 309) (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 website, through our platform, in person, or through other means.
We take particular care with information about minors. We only collect and disclose it to scouts, schools, leagues and other approved users, with consent, and where the athlete is under 18, we look to their parent or guardian to provide or confirm that consent. Parents and guardians can exercise privacy rights on behalf of a minor, and can contact us at any time using the details below.
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
- If you are an athlete, we share your performance profile with scouts, schools, leagues and other approved users
Information We Collect
Identity and contact details
- Name, address, email address and phone number
- Professional details
Service related information
- 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
Recordings
- Call recordings
- Records of meetings and decisions
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
Athlete profile and performance information
- Optional profile details you choose to provide, such as age, location, gender, preferred team and position, and the contact details of a coach or representative
- Details of any third-party applications you choose to link to your profile (such as fitness or wearable tracking apps)
Sensitive information
We handle sensitive information with extra care and protection, and we only collect this information with your consent or when legally permitted (and, where you are under 18, with the consent of your parent or guardian). This includes performance information from the vectors we test, used to generate your performance profile.
How We Collect Personal Information
- Directly from you when you interact with us, contact us, fill out forms, or create or update your athlete profile on our platform.
- Through in-person testing events, whether booked directly by you (or your parent or guardian) through a combine, or arranged through your school as our partner.
- From your school, where we partner with your school to arrange testing and your school shares your registration and consent information with us.
- From third-party applications you link to your profile: where you choose to connect a fitness, wearable or tracking app, we receive the data you authorise that app to share with us.
- Connected source links: you (or your parent or guardian) may choose to publish links from your passport to third-party platforms such as Hudl, Veo, Strava or a club page. We store only the link, with your consent recorded for each source. We do not receive, control or hold any data from those platforms, and each platform has its own terms and privacy policy. Links can be made private or removed at any time.
- Automatically when you visit our website, use our technologies, or interact with our online services.
- From third parties: service providers, business partners, 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.
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
- To process and deliver our products and services
- To handle your inquiries, support requests, and communications
- To maintain accurate records for billing and administration
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 understand how our services are used
Platform and athlete matching
- To generate your performance profile from testing data, so that it can be viewed by scouts, schools, leagues and other approved platform users
- To allow scouts, leagues and other approved users to set preferences and identify athletes matching those preferences
- To connect you with scouts, agents and representatives, who contact you using the details you provide
- To generate performance insights, athlete-to-scout matching, profiling and personalised training recommendations using machine learning
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 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
Platform users
- Scouts, agents and recruiters, who may see your name together with your performance data
- Leagues who may see your name together with your performance data
- Schools, where you were tested through a school partnership, for their own records and administration
- Your nominated guardian, coach or representative, using the contact details you provide on your profile
Professional advisers
- Bankers
- Auditors
- Insurers and insurance brokers
- Legal advisers
Business partners
- Our existing or potential agents
- 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 we share your information with third parties, including overseas scouts, leagues, or companies
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 within 30 days of receiving your request, as required under the Australian Privacy Principles. 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.
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 it within 30 days of your request. 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.
Contacting Us About Your Rights or Making a Complaint
Step 1: Contact our privacy officer
Reach our privacy officer by email at hello@aqpassport.com. Include your full name, contact details, clear details about your request or complaint, and any relevant dates or reference numbers.
Step 2: Our response
- Verify your identity before processing your request
- Investigate thoroughly (for complaints) or process your request (for rights)
- Respond to you in writing within 30 days for access and correction requests, and as required by law for complaints
- 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)
- 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.
Deleting your account and data
When an athlete turns 18, their passport automatically becomes an adult record. Parent or guardian access ends on that day, the athlete is sent a single-use link to set their own login, and from then on only the athlete can view, edit, share or delete the passport. A parent or guardian who no longer holds any under-18 passport may keep their account to add another child, or delete it. You can delete an AQ Passport at any time from the danger zone in your dashboard. Adults delete their own account. Scouts and organisations delete their own account the same way. For an athlete under 18, only the parent or guardian holding the passport can request deletion. A parent or guardian account cannot be deleted while it still holds an under-18 passport — every linked athlete must first turn 18 and take over their own passport, or guardianship must be transferred to another adult.
- The passport is immediately hidden from discovery, rankings, directories and every share link
- You have 30 days to cancel — from your dashboard or the one-click link in the confirmation email
- After 30 days we permanently erase the profile, login, verified test results, performance history, guardian links, messages, readiness checks, waitlist entries and enquiries
- Erased data cannot be recovered by you or by us
- We keep only a minimal, non-identifying record that a deletion occurred, plus anything the law requires us to retain
We do not retain identifiable data for benchmarking, research or model training after a deletion — anything we keep for those purposes is aggregated and de-identified so it cannot be linked back to you. If you would rather we handled the deletion for you, email hello@aqpassport.com.
Artificial Intelligence Technologies
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
- To generate performance insights, rankings, profiling and training recommendations for athletes from testing data
- Conduct analysis and data processing
- Generate and modify content and coding
- Improve and optimise our services and operations
- Automate routine tasks and communications
- Personalise your experience with our services
- Support quality assurance processes
- Assist with customer support and queries
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, and 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, and 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, and 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.