PP (Draft 15 Sept 2025)

Introduction

Last updated:

Introduction

Hello and welcome! This Privacy Policy explains how we, Bilby, collect, use, and protect your information when you use our services. We’re committed to being transparent and easy to understand, so we’ve updated our policy to be as clear as possible.

When we mention “you” or “user,” we’re talking about you, the individual accessing our service through your club, organization, or association. We refer to these clubs as our “Partners.”

Personal Data is any information that can be used to identify you, like your name, email address, or phone number. Usage Data is information automatically collected when you use our website, such as how long you visit a page.

By using our service, you agree to the collection and use of this information in line with this Privacy Policy. We use your data to provide and improve the service we offer, and your privacy is our top priority.

Data collection

When you use our service, we collect a few different types of information to help us provide and improve what we do. This includes personal data, usage data, and tracking data.

Personal data

To give you access to our service, we may ask you for certain personal information. This can include your email address, name, phone number, address, and year of birth.

Our Partners—the clubs, organizations, and associations you belong to—can also customize their own fields to collect data relevant to their operations. This means they may ask for additional information from you.

Usage data

We also automatically collect Usage Data to understand how you interact with our service. This data helps us improve our website and apps.

This includes information like your IP address, browser type and version, the pages you visit, and the time and date of your visits. If you access our service from a mobile device, we may also collect information about the type of device you’re using, its unique ID, and your mobile operating system. This helps us ensure the service runs smoothly on all your devices.

Tracking technologies and cookies

To make our service better for you, we use cookies and similar tracking technologies. These tools help us understand how you use our website, remember your preferences, and generally improve your experience.

If you’d like to learn more about the specific cookies we use and how you can manage your preferences, please visit our Cookie Policy page.

Use of data

We use the personal data we collect for a number of important purposes to ensure our service runs smoothly and to provide you with the best possible experience.

Providing Our Service

We use your data to provide and maintain our service and to manage your account. This includes giving you access to all the features available to you as a registered user. Your information is also used to fulfil any contracts for services you purchase through us.

Communicating With You

We’ll use your contact details to get in touch with you about your account. This can be through email, phone, SMS, or app notifications. We’ll send you important updates and security information about our service. With your consent, we may also send you news, special offers, and information about other products and services we think you might be interested in.

Improving and Analysing Our Service

Your data helps us improve what we do. We use it for data analysis to identify usage trends, evaluate our promotional campaigns, and enhance our service and products.

When We Share Your Personal Data

We may share your information with certain third parties under specific circumstances:

  • Service Providers: We may share your data with trusted partners who help us monitor and analyse our service.
  • With Other Users: If you share information in public areas of the service, other users may be able to see and use that information.
  • With Your Consent: We will only share your personal information for any other purpose with your explicit consent.

Retention of data

We will only keep your Personal Data for as long as we need it to fulfil the purposes outlined in this Privacy Policy. This means we’ll hold on to your data to meet our legal obligations, resolve any disputes, and enforce our agreements.

We also keep Usage Data for internal analysis. This data is usually kept for a shorter time, unless we need it to improve the security or functionality of our service, or if the law requires us to keep it for longer.

Transferring of data

Since we operate in different locations, your information, including your Personal Data, may be processed on computers outside of your own country or jurisdiction (Australia, New Zealand). The data protection laws in these places might be different from yours.

By agreeing to this Privacy Policy and submitting your information, you are consenting to this transfer. We promise to take all reasonable steps to ensure your data is handled securely and in line with this policy, and we will never transfer your data to a country or organisation without making sure there are adequate security measures in place.

Disclosing of data

Law enforcement

We may be required to share your personal data if the law requires it, or in response to a valid request from a public authority. This may be necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights and property of Bilby
  • Prevent or investigate possible wrongdoing related to the service
  • Protect the personal safety of our users or the public
  • Protect against legal liability

Email Marketing

With your consent, we may use your personal data to send you newsletters, marketing materials, and other information we believe you’ll find interesting. You can choose to stop receiving these communications at any time by clicking the unsubscribe link in any email we send you or by contacting us directly.

Payments

When a Bilby Partner offers paid products or services, we use secure third-party services to process payments. We do not store or collect your payment card details ourselves. This information is given directly to the payment processor, and their use of your data is governed by their own privacy policy. These processors follow the strict security standards set by the PCI Security Standards Council to ensure your payment information is handled safely.

Third-party Services

We use third-party Service Providers to provide better improvement of our Service. Third party services in use include, but is not limited to:

  • Stripe

    Stripe is an online payment system that makes paying for things online and sending and receiving money safe and secure.

    Stripe brings together everything that’s required to build websites and apps that accept payments and send payouts globally. Stripe’s products power payments for online and in-person retailers, subscriptions businesses, software platforms and marketplaces, and everything in between.

    Stripe also helps companies beat fraud, send invoices, issue virtual and physical cards, reduce friction at checkout, get financing, manage business spend, and much more.

    Their Privacy Policy can be viewed at https://stripe.com/au/privacy

  • Amazon Web Services

    Amazon Web Services (AWS) is a platform that offers cloud computing solutions. We use Amazon Web Services (AWS) as our hosting service provided by Amazon Inc (amazon.com) for the purpose of hosting the Service.

    Their Privacy Policy is found in the following link https://aws.amazon.com/privacy/.

  • Google reCAPTCHA

    reCAPTCHA is a service from Google that helps protect websites from spam and abuse. A “CAPTCHA” is a Turing test to tell humans and bots apart. It is easy for humans to solve, but hard for “bots” and other malicious software to figure out.

    For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy

  • Google Maps

    Google Maps is a web mapping platform and consumer application offered by Google. It offers satellite imagery, aerial photography, street maps, 360° interactive panoramic views of streets, real-time traffic conditions, and route planning for travelling by foot, car, bike, air and public transportation.

    For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy

  • Google Analytics

    Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.

    You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity.

    For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy

Your responsibilities

If you are a Partner with Us, you acknowledge and agree that, with respect to all Personal Data (including the Personal Data of your Users) that your Administrators or any of your other Users (including your Members) enter into our Services, you are acting as a joint data controller along with Bilby with respect to such Personal Data.

As a data controller, you have the following responsibilities that you must adhere to:

Comply with all Data Protection Laws

You must comply with your obligations under all applicable Data Protection Laws.

You have obtained or shall obtain all consents necessary under Data Protection Laws, for Bilby to process the Personal Data through Our Services as you direct, and that such consent is obtained from the correct person. For example, the express consent of a User (where Sensitive Data of a User is being entered into the Service).

You must notify us without undue delay if any User withdraws their consent, or any part of their consent, or objects to any processing of Personal Data through our Services. This shall include any withdrawal of consent, or objection received by you from a User to whom the Personal Data relates.

Accuracy of Personal Data

You will make sure to update any Personal Data stored within your account that relates to another person when requested to do so by that person.

Security breach

Upon becoming aware of a Security Incident, or any other (suspected) breach of your security safeguards, You must notify us without undue delay and shall provide timely information relating to the Security Incident as it becomes known or as is reasonably requested by Us.

Sensitive Data

You will not input or transfer (or allow any User to input or transfer) Sensitive Data into our Services, unless the necessary consents have been obtained.

Security

You are responsible for you and your Users secure use of our Services, including securing your account authentication credentials and following data security responsibilities as outlined above.

Evaluation of our Services

You are responsible for reviewing the information made available by Bilby relating to data security and making an independent determination as to whether our Services meet your requirements and legal obligations under Data Protection Laws.

General provisions

Children’s privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent’s consent before We collect and use that information.

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this privacy policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Privacy governance

We are committed to the protection and safe handling of your personal information. We handle your personal information using the guidelines in accordance with the Australian Privacy Principles (APPs). For more information about the APP’s see: https://www.oaic.gov.au/privacy/australian-privacy-principles.

If you believe there is something in the Service that does not follow the advice set out in the APP’s please Contact Us.

Contact Us

If you have any questions about this Privacy Policy, You can contact us: