Privacy Policy & Terms

North Ryde Soccer Club — Player of the Match & Alchin Family Award app

Version v0.007 · 18 August 2026

1. Who we are

This app is run for North Ryde Soccer Club ("the Club"). The Club is responsible for its members' information and decides how it is used.

The app itself is built and operated by ClubSync (Melanie Cunningham), as a service provider to the Club. ClubSync handles member information only to run the app on the Club's behalf. ClubSync does not own that information, does not use it for its own purposes, and never sells it or uses it for advertising.

2. What the app collects

Most information comes from the Club's existing registration records, imported at the start of each season. The app takes only the fields it actually needs:

• Name, and the Club's registration numbers for you
• Email address, used to log in and to send you app messages
• Your teams and roles for the season (player, coach, manager)
• Your votes — who you voted for, in which game
• Red and yellow cards recorded on the official match sheet
• Award history, and how long you have been a member of the Club
• Family links you or the Club record, for the Alchin Family Award
• Volunteer roles you tell us about, until a Club administrator verifies them

Residential address and phone number are handled differently. They are imported only to work out which members live in the same household, so families can be grouped for the Alchin Family Award. They are deleted as soon as you confirm your family details in the app — that happens straight away, and it is the one thing you can do yourself to have them removed. After that the app keeps family relationships without keeping anyone's address.

If you never confirm your family details, your address and phone number are kept. An earlier version of this page said they were removed at the end of each season's registration period. That was not something the Club had decided, and it is not what happens. How long they are kept is part of the retention question still with the Club's solicitor.

We deliberately do not import date of birth, Working With Children Check details, or the other sensitive fields that appear in the Club's registration exports. They are not needed to run an award, so the app never receives them.

3. Children

Players in the Under 6 to Under 15 age groups do not have their own login. A parent or guardian holds the account and links their child to it, and votes on their behalf. When a child's record includes a parent's contact details, those belong to the parent, and the parent's phone number is deleted on the same schedule as addresses described above.

A parent or guardian can ask us at any time to correct or delete their child's information.

4. What we use it for

• Running Player of the Match voting — the George Collier Award (16 and over) and the George Ellis Award (Under 6–15)
• Working out the Alchin Family Award, which counts contributions across a family
• Showing leaderboards and team results at the points in the season the Club has set
• Keeping the Club's award records and years of service
• Sending you app notifications, if you turn them on — you can switch them off in Settings at any time

We do not use your information for advertising, and we do not sell it.

5. Who can see what

• You see your own votes and results, and those of any child linked to your account
• Coaches and managers see their own team's results
• Committee members can see results across teams and handle requests waiting for approval
• Administrators can additionally import data and manage accounts

Full club-wide leaderboards open up to everyone at set points during the season, and permanently after presentation night. Every administrative action is recorded in an audit log.

6. Where your information is stored

All member information is stored in Australia, on Amazon Web Services in the Sydney region. It is encrypted in transit, passwords are stored only in a scrambled (hashed) form that cannot be reversed, and access is restricted to the people who administer the app.

One limited exception: the service that sends our emails (invitations and notifications) is based in the United States, and receives only the name and email address of the person being emailed. Nothing else leaves Australia.

7. How long we keep it

We keep your information while you are a registered member of the Club. The Club intends to keep it no longer than 2 years after your last registered season. The exact period is still being settled with the Club's solicitor, and this page will say so plainly until it is.

How removal actually works today. A Club administrator runs it. Nothing in the app removes your information on a timer or on its own. Some things are cleared as part of an administrator closing a registration period or a season: red and yellow card flags, and invitation links that have been used or have expired. Addresses and phone numbers are not among them. Those are deliberate actions somebody takes, not a schedule that runs in the background.

There is no automatic account removal yet, and we would rather say so than describe something the app does not do. If you want your information removed, ask us and we will attend to it.

If you'd like your information kept longer — for example, you're moving away but plan to return, or your family is still involved with the Club — just ask us, and we can arrange it.

Award records are treated differently. If your information is deleted, the Club's honour roll keeps your name against awards you won, because that is a record of club history. You can ask for your name to be removed from it as well, and we will do so.

If you report a problem or suggest a feature through the app, what you wrote is kept for up to 12 months. It is removed once it is that old and an administrator next runs the Club's data clean-up — as above, the app does not do this on a timer. A record that a report was made — its type, the date, and which version of the app it came from — is kept for longer, because that is how we track down faults.

Reporting a problem to the app's developer

The app has a "Report a problem or suggest a feature" option in Settings. What you send there is stored and emailed to the person who builds the app, so it can be looked into.

If you are an adult, your email address goes with the report so a reply can be sent to you.

If you are under 16, a copy of your message is sent to your parent or guardian at the time you send it, and any reply from us goes to them rather than to you. The app tells you this before you type. We do this so that a child is never in a private conversation with an adult they do not know.

8. Your choices

You, or a parent on behalf of a child, can ask us to:

• tell you what information the app holds about you
• correct anything that is wrong
• delete your information, including your name on the honour roll
• explain how something works

Just contact us using the details below and we'll help.

9. If something goes wrong

If information held in the app were ever exposed or lost, we would assess it promptly with the Club and, where the law requires, notify the people affected and the Office of the Australian Information Commissioner under the Notifiable Data Breaches scheme.

If you're unhappy with how your information has been handled, contact us first — we'd rather fix it directly. You can also complain to the Office of the Australian Information Commissioner at oaic.gov.au.

10. Using the app — the rules

Your account

• Players aged 16 and over have their own account; for Under 6–15, a parent or guardian holds it
• Keep your password to yourself — you're responsible for what happens under your account
• Your activation link is single-use and personal to you; don't forward it

Voting

• You can't vote for yourself
• You can't give the same player more than one of your three votes in a game
• Vote on how people actually played — votes are meant to be genuine

Being decent

• Don't use the app to harass, impersonate or misrepresent anyone
• Don't try to get into anyone else's account or information
• Don't submit information you know to be false, including family links or volunteer roles

The Club may suspend access for someone who breaches these rules. If that happens to you and you think it's wrong, contact the Club — it will be reviewed.

11. Changes to this policy

We may update this policy. The current version is always available here, with its version number and date at the bottom of the page. If something significant changes, we'll tell members rather than relying on you to check.

12. Contact us

Governed by the laws of New South Wales, Australia.