Privacy Policy (Effective 26 July 2026)

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, organisation, or association. We call these clubs 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, organisations, and associations you belong to—can also customise 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.

Transfer of data

By default, we host your data with Amazon Web Services in the Sydney region (Australia). Where we host the Service for a group based in another country, we choose the data centre region closest to that group — so your information, including your personal data, may be stored or processed outside the country you’re in, in a region where data protection laws may be different from your own.

By agreeing to this Privacy Policy and submitting your information, you consent to this transfer. We’ll take all reasonable steps to make sure your data is handled securely and in line with this policy, and we won’t transfer your data to a country or organisation unless there are adequate security measures in place.

Disclosure 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 help us run and improve the Service. The third-party services we use include, but aren’t limited to:

  • Stripe

    Stripe is a secure online payment platform we use to process payments. We don’t store your card details ourselves — they’re passed directly to Stripe.

    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’re a Partner, it helps to be clear about who looks after the personal data in your account. You decide what personal data goes into your account and why, which makes you the data controller for the personal data that you, your administrators, or your other users (including your Members) enter into the Service. Bilby acts as your data processor — we handle that personal data on your instructions to provide the Service.

That split comes with a few responsibilities on your side:

Comply with data protection laws

You must meet your obligations under all the data protection laws that apply to you — the privacy and data-protection rules in your area, such as the Australian Privacy Act and the Australian Privacy Principles.

You need to have the right consents in place for Bilby to handle personal data on your instructions, and those consents must come from the right person. For example, where sensitive information about a Member is being entered into the Service, you’ll usually need that person’s express consent first.

If a Member withdraws their consent (or part of it), or objects to how their personal data is being handled through the Service, please let us know as soon as you reasonably can — including any objection a person raises with you directly.

Keep personal data accurate

If someone asks you to correct personal data you hold about them in your account, please update it.

Security incidents

If you become aware of a security incident — or any suspected breach of your own security safeguards — please let us know as soon as you reasonably can, and share what you know as it comes to light or as we reasonably ask.

Sensitive information

Please don’t enter or transfer sensitive information into the Service (and don’t let your users do so either) unless you’ve obtained the necessary consents. Sensitive information includes things like health details, racial or ethnic background, religious beliefs, or sexual orientation.

Security

You’re responsible for making sure you and your users use the Service securely — including keeping your login credentials safe and following the data-security responsibilities set out above.

Check the Service fits your needs

You’re responsible for reviewing the data-security information we make available and deciding for yourself whether the Service meets your requirements and your obligations under data protection laws.

General provisions

Children’s privacy

Bilby isn’t intended for children under 16, and we don’t knowingly collect personal information from anyone under 16. Members aged 16–17 may use the Service where their Partner has obtained parental or guardian consent, as described in our Terms.

If you’re a parent or guardian and you believe your child has given us personal information, please get in touch. If we find we’ve collected personal information from someone under 16 without parental consent, we’ll take steps to remove it from our servers.

Where we need to rely on consent to process the information of someone under 16 and your country requires a parent’s consent, we may ask for that consent first.

Our Service may include links to websites we don’t operate. If you click a third-party link, you’ll be taken to that third party’s site, and we’d encourage you to review the privacy policy of any site you visit.

We don’t control, and aren’t responsible for, the content or privacy practices of third-party sites or services.

Changes to this privacy policy

We may update this Privacy Policy from time to time as our service evolves or the law changes. When we do, we’ll post the updated policy on this page and update the “last updated” date at the top.

If the changes are material, we’ll give you advance notice — by email and/or a prominent notice in the Service — and, in line with our Terms, those changes will generally take effect 30 days after we notify you. Minor changes take effect once they’re posted.

It’s worth checking back here now and then so you’re across any updates.

Privacy governance

We’re committed to protecting and handling your personal information responsibly, and we follow the Australian Privacy Principles (APPs) in how we do that. You can read more about the APPs on the OAIC website.

If you think something in the Service doesn’t line up with the APPs, please Contact Us.

Contact Us

If you have any questions about this Privacy Policy, you can reach us through the contact page on our website.