Privacy Policy

Last updated: [date]

This Privacy Policy explains how SkillScorer ("SkillScorer", "we", "us", "our") collects, uses, stores, and protects information when you use our website (skillscorer.com.au) and mobile/web application (together, the "Service").

1. Who this applies to

This policy applies to:

Visitors to our marketing website
Organisation administrators who register an organisation on SkillScorer
Users invited to an organisation (managers, coaches, assessors, and equivalent roles across supported industries)
Individuals whose skills are assessed within the Service, where their organisation has entered their details ("assessed individuals")

2. Information we collect

Account & organisation information

Name, email address, mobile phone number (for users who register or are invited)
Organisation name, industry, and discipline
Role/permission level within the organisation

Assessment data

Skill names, skill levels, and scores entered by your organisation
Names and, where provided, other identifying details of assessed individuals (e.g. players, employees, apprentices, clinicians, students, staff, officers, or clients, depending on industry)
Historical assessment records, notes, and report data generated from the above

Player profile and dashboard data

Profile details that a person (or their organisation) provides, such as a profile picture, date of birth, address and mobile phone number, so that people invited to register can keep them up to date themselves
Self-assessments: the ratings a person gives themselves on each skill, and the goals they set (the skill, their starting score, their target and the date it was reached)
Shout-outs: the preset message sent, who sent it, who received it and when
Choices a person makes about their dashboard, such as whether they have joined their team's Team Wall and whether they allow their Player Card to be shared as a picture
Phone notification details: if a person uses the SkillScorer phone app and allows notifications, an identifier for their phone (a push notification token), so that we can send them notifications

Contact form submissions

Name, organisation name, industry, email address, organisation size, and message content submitted via our contact form

Technical & usage information

Device type, operating system, and app version (mobile app)
Browser type and general usage analytics on the marketing website
Log data (timestamps, error logs) for maintaining and troubleshooting the Service

We do not collect financial/payment card details directly — [update once a billing provider is selected; payment details will be handled by that third-party processor].

3. How we use information

To provide, operate, and maintain the Service (creating organisations, storing skills data, generating reports)
To authenticate users and enforce role-based access within an organisation
To show people their own Player Card, progress, goals, badges, journey and shout-outs, and (if they choose to join) their team's Team Wall
To send people who use the phone app at most one notification a day about new badges and shout-outs, and only when there is something new. An organisation can switch this off or choose the time of day it is sent, and anyone can turn notifications off in their phone's settings. [Confirm whether there will also be an in-app switch for each person, and describe it here.]
To respond to contact form enquiries and demo requests
To send account-related communications (password resets, service notices)
To improve the Service, including fixing bugs and understanding feature usage
To meet legal obligations where applicable

We do not sell personal information, and we do not use assessment data (skill scores, names of assessed individuals, etc.) for advertising purposes.

4. Who can see your data

Within your organisation: data is visible according to the role-based permissions your organisation configures (e.g. an Admin can see all teams; a Manager/Coach-equivalent role sees only their assigned groups).
A person's own dashboard: a person sees only their own card, progress, goals, self-assessment and shout-outs.
Coaches and managers: only the people on the teams they are assigned to. A person's self-assessment is private to them unless an Administrator of the organisation chooses to let coaches and managers see it.
Team Wall: if the organisation switches the wall on and a person chooses to join, their photo, first name, last initial and tier (Bronze, Silver, Gold or Elite) are visible to the teammates on the same wall. The tier reflects their overall rating, so it gives teammates a rough idea of how they are doing, but the scores themselves are never shown. A person can leave the wall at any time.
Shared Player Cards: if a person chooses to share their Player Card as a picture, the picture is created on their own device and shared wherever they choose. Once shared, it is outside SkillScorer's control. [Confirm with the technical team that the picture is created on the device and not uploaded to SkillScorer's servers.]
Between organisations: organisations are fully isolated from one another. One organisation cannot see another organisation's data.
Service providers: we may use third-party infrastructure providers (hosting, email delivery, error monitoring) who process data on our behalf under contractual confidentiality obligations. [List providers once finalised, e.g. hosting provider, SMTP provider.] Notifications to the phone app are delivered through Google's Firebase Cloud Messaging service, so the text of a notification (for example the name of a badge) passes through Google's systems on its way to the phone. [Confirm with the technical team once the Firebase project is set up, and confirm where that data is processed.]
Legal requirements: we may disclose information if required by law or to protect the rights, safety, or property of SkillScorer, our users, or others.

5. Data storage & security

Data is stored on servers located in [region — e.g. Australia / to be confirmed based on hosting provider].
We apply role-based access control throughout the Service so users only see data relevant to their role.
[Add specifics once infrastructure is finalised: encryption at rest/in transit, backup policy, hosting provider name.]
As with any online service, we cannot guarantee absolute security, but we take reasonable steps to protect information from misuse, loss, and unauthorised access.

6. Data retention

Account and assessment data is retained for as long as your organisation maintains an active account.
Contact form submissions are retained for [X months/years] or until the enquiry is resolved.
Self-assessments, goals and shout-outs are kept for as long as the person's account is active. [Confirm, and decide whether a person can delete their own self-assessments and goals.]
If an organisation closes its account, data will be [deleted / retained for X days then deleted / exportable on request — confirm policy].

7. Your rights

Depending on your location, you may have rights to:

Access the personal information we hold about you
Request correction of inaccurate information
Request deletion of your information, subject to our legitimate retention needs
Ask how your information is being used

For assessed individuals whose data was entered by their organisation, requests should generally be directed to that organisation in the first instance, as they control the data. You can also contact us directly at [privacy email].

Australian users: we aim to handle personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth). [Confirm applicability based on annual turnover and business structure — small business exemptions may apply; get legal advice.]

8. Children's data

SkillScorer is a business/organisational tool. Where an organisation in the Education or Youth Sports context enters details of minors as assessed individuals, that organisation is responsible for ensuring it has appropriate consent and authority to do so under applicable law. Young people may also be invited to register for their own Player Dashboard, where they can see their own information and, if they choose, share their card or join their team's wall. [Decide the approach to parental consent and any minimum age for registering and sharing, with legal advice.][Strengthen this section with legal advice if under-18 data is a significant use case — e.g. junior sports, secondary education.]

9. Cookies & analytics

Our marketing website may use cookies or similar technologies for basic functionality and analytics. [Specify analytics tool once chosen, e.g. Plausible/Google Analytics, and whether a cookie consent banner is required.]

10. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be indicated by updating the "Last updated" date above.

11. Contact us

Questions about this policy or your data can be sent to [privacy@skillscorer.com.au] or via our Contact page.