Privacy Policy

1. About This Policy

This Privacy Policy explains how Vico Clubs Pty Ltd ABN 98 694 928 026, ACN 694 928 026 ("we," "us," or "our") collects, uses, discloses, and protects personal information through our website vicoclubs.io and mobile application Vico (collectively, the "Platform").

We are committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), as well as the Australian Consumer Law.

By using our Platform, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

From Club Administrators/Volunteers:

• Name, email address, and phone number
• Club details and administrative information
• Payment information (if applicable)
• Communications and correspondence

From Players/Members:

• Name, date of birth, and contact details
• Club membership information
• Profile information you choose to provide
• Chat messages and communications within the app
• Activity logs and usage data

From Parents/Guardians (for users under 18):

• Name and contact details
• Relationship to the minor
• Consent records and permissions

2.2 Technical Information

We automatically collect:

• Device information (type, operating system, unique identifiers)
• IP address and location data
• App usage data and analytics
• Cookies and similar technologies (on our website)

3. How We Collect Information

We collect personal information:

• Directly from you when you register, create a profile, or use the Platform
• From parents/guardians when setting up accounts for minors
• Automatically through your use of the Platform
• From club administrators when they register players
• Through communications and support interactions

4. How We Use Your Information

We use your personal information to:

• Provide and operate the Platform services
• Enable club creation, player registration, and membership management
• Facilitate in-app chat and communications between registered members
• Verify identity and age (particularly for users under 18)
• Process payments (if applicable)
• Send important notices, updates, and administrative messages
• Improve our services and develop new features
• Respond to inquiries and provide customer support
• Comply with legal obligations
• Protect against fraud, abuse, and security threats

5. Special Provisions for Users Under 18

5.1 Parental Consent

Users under 18 years of age must have their account created and managed by a parent or legal guardian. By creating an account for a minor, the parent/guardian:

• Consents to the collection and use of the minor's information as described in this policy
• Takes responsibility for the minor's use of the Platform
• Agrees to monitor the minor's activity and communications

5.2 Limited Data Collection

For users under 18, we:

• Collect only information necessary for Platform functionality
• Do not use minors' data for marketing purposes
• Implement additional security measures for accounts of minors
• Provide parents/guardians with access to review and manage their child's information

5.3 Parental Rights

Parents and guardians have the right to:

• Access their child's personal information
• Request correction or deletion of their child's data
• Withdraw consent and close the account at any time
• Restrict certain features or communications

6. How We Disclose Your Information

6.1 Within Your Club

Personal information is shared with:

• Club administrators and volunteers who manage your club
• Other registered members within your club (as necessary for club operations)
• Other players in chat features (only after sign-up and within the app)

6.2 Third-Party Service Providers

We may share information with trusted service providers who assist us with:

• Cloud hosting and data storage
• Payment processing
• Analytics and performance monitoring
• Customer support tools
• Communication services

These providers are contractually obligated to protect your information and use it only for specified purposes.

6.3 Legal Requirements

We may disclose information when required by law, including:

• In response to court orders, subpoenas, or legal processes
• To protect our rights, property, or safety
• To protect the rights and safety of our users
• To prevent or investigate fraud or security issues
• To comply with child safety obligations

6.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

7. Data Security

We implement reasonable security measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure authentication and access controls
• Regular security assessments and updates
• Staff training on data protection
• Restricted access to personal information

Chat Security: In-app chat is only accessible to registered members who have signed up. Messages are stored securely and are not publicly accessible.

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

8. Data Retention

We retain your personal information for as long as:

• Your account is active
• Necessary to provide our services
• Required by law or for legitimate business purposes
• You have not requested deletion

When information is no longer needed, we will securely delete or anonymise it.

For users under 18, if a parent/guardian closes the account, we will delete the minor's personal information within a reasonable timeframe, except where retention is required by law.

9. Your Rights and Choices

Under the Australian Privacy Principles, you have the right to:

9.1 Access

Request access to the personal information we hold about you. We will provide this within a reasonable timeframe, usually within 30 days.

9.2 Correction

Request correction of inaccurate, incomplete, or out-of-date information.

9.3 Deletion

Request deletion of your personal information, subject to legal retention requirements.

9.4 Opt-Out

Unsubscribe from marketing communications (though we may still send essential service-related messages).

9.5 Complaints

Lodge a complaint about our handling of your personal information.

To exercise these rights, contact us using the details in Section 14.

10. International Data Transfers

Your information may be stored and processed in Australia or other countries where our service providers operate. When we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with Australian privacy law.

11. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Remember your preferences
• Analyse site usage and performance
• Improve user experience

You can control cookie settings through your browser, though some features may not function properly if cookies are disabled.

12. Third-Party Links

Our Platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the updated policy on our Platform
• Updating the "Last Updated" date
• Sending an email notification for material changes (where we have your email)

Your continued use of the Platform after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, or wish to exercise your rights, please contact us:

We will respond to your inquiry within a reasonable timeframe, typically within 30 days.

15. Complaints Process

If you believe we have breached the Australian Privacy Principles, you may lodge a complaint by contacting us using the details above. Please provide:

• Your contact details
• Details of the alleged breach
• Any supporting information

We will:

1. Acknowledge your complaint within 7 days
2. Investigate the matter
3. Provide a response within 30 days (or notify you if more time is needed)
4. Work with you to resolve the issue

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):