1. Who we are
MFG Developments provides the ClubTrack software platform to clubs and associations. This Privacy Policy explains how we collect, hold, use and disclose personal information when we operate ClubTrack, our websites, sales, support and business systems.
2. Our role and the club’s role
A club or association using ClubTrack generally decides what member, visitor, staff and activity information it collects and why. That organisation is responsible for its own collection notices, authority, data quality, access decisions and legal obligations.
MFG Developments processes that information to provide and secure ClubTrack, support the customer and carry out lawful instructions. We also collect limited information for our own account administration, billing, security, analytics, support and legal obligations.
3. Information we may collect
- contact and identity information, such as names, addresses, dates of birth, phone numbers and email addresses;
- club membership, role, committee, participation, attendance, training and event information;
- licence, permit and firearm-related records where entered by a customer;
- parent, guardian, junior-member and emergency contact information;
- billing, transaction, refund and payment reference information (payment card data is generally handled by Stripe);
- account credentials, authentication events, access permissions and audit logs;
- device, browser, IP address, cookies, diagnostics and usage information;
- support requests, recordings or correspondence;
- sales enquiry information, such as your name, email address, organisation, club type, approximate member count, message, enquiry source and bot-verification data; and
- employment, contractor and supplier information where relevant.
4. How we collect information
- directly from you when you contact us, create an account, request support or enter information;
- from you when you submit a ClubTrack walkthrough or sales enquiry, including the page and campaign source you arrived from;
- from a ClubTrack customer that has authorised your account or uploaded its records;
- from integrated providers such as Stripe and communications services;
- automatically from use of ClubTrack and our websites; and
- from lawful public, business or referral sources.
5. Why we use information
- provide, configure, host, secure and support ClubTrack;
- authenticate users and enforce access permissions;
- process subscriptions, invoices and payment-service functionality;
- send service, security, billing and administrative communications;
- investigate incidents, prevent fraud and enforce agreements;
- maintain backups, logs, analytics and service performance;
- develop and improve the platform using de-identified or aggregated information where practicable;
- comply with legal obligations and respond to lawful requests; and
- send marketing where consent or another lawful basis applies.
We use sales enquiry information to respond to your request, understand the club’s requirements, arrange a walkthrough, prepare a proposal and maintain our business records. Submitting a walkthrough request does not subscribe you to promotional messages.
6. When we disclose information
- to the relevant ClubTrack customer and its authorised administrators;
- to hosting, payment, email, analytics, support, monitoring, backup and professional-service providers;
- to advisers, insurers, auditors and potential transaction counterparties under confidentiality protections;
- to regulators, courts, law enforcement or others where required or authorised by law;
- to protect rights, safety, security or prevent fraud; and
- with consent or at the direction of the relevant customer or individual.
7. Stripe and payments
Payments may be processed by Stripe. Stripe may collect identity, banking, payment, transaction and device information under its own agreements and privacy policy. We may receive account, transaction, fee, payout, refund and dispute information required to operate the integration.
8. Overseas processing
We may use service providers or support personnel located outside Australia. Our services are hosted on servers located in Australia.
9. Security
We use reasonable administrative, physical and technical measures appropriate to the information and risks, including access controls, authentication, encryption, logging, backups, secure development and incident response. No system can be guaranteed completely secure.
10. Retention and deletion
We retain personal information only for as long as reasonably required for the purposes described, customer instructions, legitimate record-keeping, dispute resolution, fraud prevention, security and legal obligations. Customer Data is exported and deleted in accordance with the agreement and our Data Retention & Deletion Policy.
11. Access and correction
You may request access to or correction of personal information we hold about you. For records controlled by a club, we may refer the request to that club. We may require identity verification and may refuse or limit access where permitted by law, with reasons where required.
12. Marketing and cookies
We send commercial electronic messages only where permitted and provide a functional unsubscribe method. Service and security communications may still be sent where necessary for the account.
Our websites and platform may use cookies and similar technology for authentication, security, preferences, diagnostics and analytics.
13. Complaints
To make a privacy complaint, contact us using the details below and describe the concern. We will acknowledge and investigate it within a reasonable period. Where applicable, you may also contact the Office of the Australian Information Commissioner.
14. Contact details
Email: support@clubtrack.com.au
15. Changes to this policy
We may update this policy to reflect legal, product, service-provider or operational changes. The current version will be published with its effective date. Material changes may also be communicated through ClubTrack or email.