Legal
Privacy Policy
How CourtScout collects, uses, stores and shares personal information, including information about athletes under 18.
About this policy
This Privacy Policy explains how [BUSINESS NAME] (ABN [ABN]), trading as CourtScout (“CourtScout”, “we”, “us”), collects, holds, uses and discloses personal information through courtscout.au and our recruiting services.
We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Because our service involves young athletes, school results and family information, we aim to collect only what we need and to be clear about who sees it.
Information we collect
Depending on how you use CourtScout, we may collect:
- Account and contact details — names, email addresses, mobile numbers and login details for the athlete and their parent or guardian.
- Athlete profile information — date of birth, school, state, teams and competitions, positions, statistics, awards, bio, photos and film links.
- Academic information — report cards, subjects and results, school grading scales, and the estimated USA-style GPA we calculate from them.
- Measurements and testing data — height, wingspan, athletic testing results, and certified results from official sports testing programs.
- Financial fit answers — the level of scholarship support a family would need and what they could contribute each year. These are seen only by CourtScout staff and are never shown to coaches.
- Health information (optional) — recent injuries or medical conditions, only if you choose to provide them. This is sensitive information and we collect it only with your consent.
- Communications — messages you send us and records of which coaches your profile has been sent to and how they responded.
- Technical information — basic device, browser and usage data needed to run and secure the website.
How we collect it
We collect most information directly from the athlete or their parent or guardian, for example through our sign-up form, contact form or by email.
With your permission, we may also collect information from testing providers (to verify certified results), from coaches you nominate as referees, and from schools or leagues where you have asked us to.
While the website is in preview, answers entered into the sign-up form are saved only in your own browser on your device and are not sent to us.
How we use it
- to create and display the athlete’s recruiting profile;
- for our staff to review the profile, estimate a GPA, recommend a college level and prepare a pathway plan;
- to send the profile to college coaches and programs, in line with the consents and visibility settings you choose;
- to show you which coaches the profile has been sent to and who has responded;
- to contact you about your account, and to process subscription payments;
- to keep our service safe, prevent misuse and meet our legal obligations; and
- to send news about CourtScout, camps and events, but only if you opt in. You can unsubscribe at any time.
Athletes under 18
CourtScout is designed for athletes aged 14 to 20. If an athlete is under 18, a parent or guardian must give consent before we collect their information, and before their profile can be reviewed, made visible or shared with any coach.
A parent or guardian can ask to see, correct or delete their child’s information at any time, and can withdraw consent to further sharing by contacting us.
Who we share it with
We share personal information only as needed to provide our service:
- College coaches and programs — the profile is shared with coaches only with consent, and only the information intended for coaches. Financial and health answers are never shared with coaches.
- CourtScout staff and reviewers — including the coaches and scouts who review profiles for us, who are bound by confidentiality.
- Service providers — such as website hosting, secure file storage, email and payment providers, who handle data on our behalf.
- Testing providers and referees — to verify results or references you have asked us to include.
- Where required by law — for example to a court or regulator.
We do not sell personal information.
Overseas disclosure
The main purpose of CourtScout is to connect Australian athletes with college coaches in the USA. This means profile information, including film, statistics, measurements, academic summaries and contact details, will be disclosed to coaches and athletic programs located in the USA. Some of our service providers may also store data outside Australia, including in [COUNTRIES WHERE DATA IS STORED].
Before we send a profile to any overseas coach, we will ask for your express consent. If you consent, Australian Privacy Principle 8.1 will not apply to that disclosure, and we will not be accountable under the Privacy Act for how the overseas coach or program handles the information. Coaches in the USA are subject to their own laws, which may not offer the same protections as Australian law. You can choose not to consent, but we will not be able to send your profile to coaches.
Report cards and testing data
Report cards and certified testing results are stored in private storage that only authorised CourtScout staff can access. Coaches see a summary, such as an estimated GPA or a verified measurement, not the original documents, unless you ask us to share them.
Our estimated GPA is a guide only. Official academic eligibility is decided by the NCAA Eligibility Center, the NAIA or the individual college.
Storage, security and retention
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure, including encryption, access controls and limiting staff access to what each person needs.
We keep information while the account is active and for as long as needed for the purposes above or as required by law. When it is no longer needed, we delete or de-identify it. You can ask us to delete an account at any time.
If a data breach is likely to cause serious harm, we will notify affected people and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.
Access and correction
You can ask to access or correct the personal information we hold about you, or about your child if you are their parent or guardian, by emailing [CONTACT EMAIL]. We will respond within 30 days. We may need to confirm your identity first.
Complaints
If you have a concern about how we have handled personal information, please contact us at [CONTACT EMAIL]. We will acknowledge your complaint and aim to resolve it within 30 days.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Changes to this policy
We may update this policy from time to time. We will post the new version on this page with its effective date, and tell account holders about significant changes by email.
Contact us
[BUSINESS NAME] (ABN [ABN]), trading as CourtScout
[ADDRESS]
Email: [CONTACT EMAIL]
This document is a draft and has not yet been reviewed by a lawyer. It will be finalised before CourtScout collects profiles or takes payments.