Privacy Policy

1. Overview

Purpose. This Privacy Policy describes how The Trustee for The Minifies Trust trading as Timing Plus ("Timing Plus", "we", "us" or "our") collects, holds, uses and discloses personal information in connection with our timing services for cross country running events and our website at www.timingplus.com.au. This Policy is intended to align with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Scope. This Policy applies to personal information we hold about customers, event organisers, school staff, competitors (including children) and website users in Australia.

Privacy contact. For privacy enquiries, requests or complaints, contact us at privacy@timingplus.com.au or write to PO BOX 215, CABOOLTURE QLD 4510.

2. Our identity

Timing Plus is the trading name of The Trustee for The Minifies Trust (ABN 94 110 042 700).

3. Personal information we collect

We collect personal information that is reasonably necessary to provide our timing services and operate our website. The types of personal information we may collect include:

• Identity & event details: First name; last name; school; house; class; year level; date of birth or year of birth; gender (if provided); emergency contact details (if provided).
• Event identifiers: Timing bib ID; RFID tag ID; allocated competitor number.
• Technical & usage: IP address; device and browser information; cookies and analytics data (Google Analytics).
• Customer records: Contact details for event organisers and school staff.
• Information about children: Provided to us by customers (for example, schools and event organisers). We do not generally collect parental or guardian contact details directly.

Sensitive information. We do not collect sensitive information (as defined in the Privacy Act), such as health information, tax file numbers, racial or ethnic origin, political opinions, religious beliefs, or biometric information.

4. How we collect personal information

We may collect personal information in the following ways:

• From customers/event organisers when they provide competitor lists and event data.
• Via our website through forms, cookies and Google Analytics.
• On event day from competitor lists and RFID reads.
• From other sources only where authorised by the customer.

Information about children. Where a customer provides personal information about a child under 16 years of age, the customer is responsible for obtaining any required consent from a parent or guardian and for ensuring the information is provided to us lawfully.

5. How we use personal information

We collect and use personal information to:

• Provide timing and event reporting services.
• Operate and improve our website and services.
• Communicate with customers and event organisers.
• Comply with legal obligations.

6. Disclosure and third parties

We do not sell personal information. We may disclose personal information to:

• Customers/event organisers (results and reports).
• Service providers (hosting, backups) — all located in Australia.
• Legal or regulatory authorities where required.

Overseas disclosure. We do not disclose personal information to recipients outside Australia, except where required or authorised by law.

7. Storage, security and retention

Storage location. We store personal information in Australia, including on-premises systems and in private cloud environments located in Brisbane, Queensland.

Security measures: We maintain reasonable technical and organisational measures consistent with the APPs, including:

• Encryption in transit (TLS/HTTPS)
• Encryption at rest where practicable
• Role-based access controls
• Multi-factor authentication for admin access
• Audit logging
• Periodic internal security reviews
• Patching and vulnerability management
• Network protections
• Physical security for on-premise systems
• Daily backups retained for four weeks in the same region

Retention: Retention periods are set by the customer. If not specified, we retain data only as necessary to provide the service and meet legal or invoicing requirements.

Deletion and de-identification: We de-identify data on request where feasible.

8. Cookies and analytics

We use cookies and analytics tools (including Google Analytics) to understand how our website is used and to improve our services. Where required, we provide users with choices regarding cookies, including through a consent mechanism.

9. Access, correction and other rights

Requests for access and correction. To request access to, or correction of, personal information, please contact us at privacy@timingplus.com.au. Subject to verifying identity and any applicable exemptions under the Privacy Act, we will:

• Acknowledge your request within 5 business days; and
• Respond to your request within 30 days.

We do not charge a fee for making a request for access or correction, except where permitted by law. If a request relates to information collected for an event (including information about children), we may require the request to be made through the relevant customer or event organiser.

10. Marketing communications

We may send communications to business contacts about our services. You may opt out of these communications at any time by using the unsubscribe facility provided in the message.

11. Data breach response

If we become aware of a data breach that is likely to result in serious harm (an eligible data breach), we will take steps consistent with the Notifiable Data Breaches scheme, including notifying affected customers and the Office of the Australian Information Commissioner (OAIC) where required, as soon as practicable.

12. International transfers

We do not disclose personal information outside Australia, except where required or authorised by law.

13. Changes to this Policy

We may update this Policy. Material changes will be posted on our website with an updated effective date.

14. Complaints and contact

If you have a complaint about how we have handled personal information, please contact us at privacy@timingplus.com.au or write to PO BOX 215, CABOOLTURE QLD 4510. We will consider and respond to complaints within a reasonable time. If you are not satisfied with our response, you may lodge a complaint with the OAIC.