The short version: We collect the information needed to run court bookings and connect players with venues. We never sell your data. We use trusted Australian and global cloud providers, encrypt sensitive data in transit and at rest, and give you the right to access, correct or delete your information at any time.
01Who we are
Pivot Sports Pty Ltd (ABN to be advised), trading as Pivot Sports ("Pivot", "we", "us" or "our"), operates the Pivot Sports court booking and club management platform available at bookpivot.com, the Pivot Sports mobile applications, and related services (together, the "Platform").
This Privacy Policy explains how we collect, hold, use and disclose personal information in compliance with the Privacy Act 1988 (Cth) and the thirteen Australian Privacy Principles (APPs). It applies to everyone who uses the Platform — whether you're a player booking a court, a venue manager running a club, or simply browsing our website.
02Information we collect
We collect personal information that is reasonably necessary for our business functions. The categories below describe what we collect and why.
| Category | Examples | Why we collect it |
|---|---|---|
| Account details | Name, email, mobile number, password (hashed), profile photo | To create and secure your account |
| Player profile | Sports played, skill level, preferred venues, partners, ratings | To match players and personalise your experience |
| Emergency details (optional) | An emergency contact's name, mobile and email, and anything staff should know in an emergency (which may include health information) | To help keep you safe while you play. See "Health information" below. |
| Booking data | Courts booked, dates, times, attendees, cancellations | To deliver the booking service |
| Payment information | Card details (tokenised by Stripe), billing address, transaction history | To process payments. We never store full card numbers. |
| Venue data | Business name, ABN, court inventory, pricing, opening hours, manager details | To set up and operate venue accounts |
| Device & usage data | IP address, device type, OS, browser, pages visited, referral source | To improve the Platform and prevent fraud |
| Communications | Support emails, in-app messages, demo requests | To respond to enquiries and provide support |
| Location | Approximate location (from IP) and precise location (only with permission) | To show nearby venues |
Health information
Your player profile has an optional "In an emergency" section. You can add an emergency contact and a short note (up to 300 characters) about anything staff should know in an emergency, for example "My inhaler is in the front pocket of my bag." A note like this can be health information, which is "sensitive information" under the Privacy Act 1988 (Cth) and "special personal information" under South Africa's Protection of Personal Information Act 2013 (POPIA). We handle it as follows:
- It is optional and only saved with your consent. You never have to give it to use Pivot or book a court. We only save the note when you tick to agree, and we record when you agreed.
- Who can see it. You can see and change it in your profile. It is never shown to other players. With your consent, it may be made available to authorised staff and coaches at the clubs you join, and only where it is needed for your safety. A small number of authorised Pivot staff can access it to run and support the Platform.
- What we use it for. Only to help keep you safe. We never use it for marketing, advertising, analytics or player matching, and we never sell it.
- Changing your mind. You can edit the note or clear it at any time in your profile. Clearing it removes it and withdraws your consent.
- Deleting it. If you delete your account, your emergency contact and note are erased from our live systems straight away. Copies in our encrypted backups are overwritten within 30 days.
- Your emergency contact. If you give us someone else's details as your emergency contact, please let them know and make sure they are happy for you to share them. We only use their details if we need to reach them about you.
Information from third parties
If you sign in via Google or Apple, we receive basic profile information (name, email, profile picture) from those providers in accordance with their permissions. If a venue invites you to join their booking system, we may receive your name and contact details from them.
03How we use your information
We use personal information for the purposes for which it was collected, related secondary purposes you would reasonably expect, and as otherwise permitted by law. Specifically, we use it to:
- Operate the Platform — process bookings, take payments, send confirmations and reminders, and connect players with venues and partners.
- Communicate with you — respond to support requests, send service updates, and (with your consent) deliver marketing emails about new features, tournaments and tips.
- Improve the Platform — analyse usage patterns, fix bugs, develop new features, and run product research.
- Keep things safe — detect fraud, prevent abuse, enforce our Terms of Service, and protect our users and venues.
- Meet legal obligations — comply with tax, accounting, anti-money-laundering and other applicable laws.
Marketing
You will only receive marketing communications from us if you have opted in or are an existing customer in line with the Spam Act 2003 (Cth). Every marketing email contains a one-click unsubscribe link, and you can update your preferences in your account settings at any time.
04When we share information
We do not sell your personal information. We share it only in the limited circumstances below.
- With venues — when you book a court, the venue receives your name, contact details and booking information so they can host you.
- With other players — if you join a doubles game or open match, your first name and skill level may be visible to other registered players in that booking.
- With service providers — payment processing (Stripe), cloud hosting (Microsoft Azure, Australia East region), email delivery (SendGrid), analytics (Google Analytics 4), and error monitoring (Sentry). All providers are bound by confidentiality and data-protection obligations.
- With Squash Australia and other governing bodies — only where you have registered for an event run by them and only the data needed for that event.
- For legal reasons — to comply with a court order, lawful regulatory request, or to protect our rights and the safety of users.
- In a business transaction — if Pivot is acquired, merged or restructured, your information may transfer to the new entity, subject to this policy.
05Data storage & security
Your personal information is stored on secure servers operated by Microsoft Azure in their Australia East region. Backups are encrypted, stored within Australia and kept for 30 days.
We protect your information using industry-standard measures, including:
- TLS 1.3 encryption for all data in transit.
- AES-256 encryption for data at rest.
- Hashed and salted passwords (we cannot read your password).
- Tokenised payment details — full card numbers are held by Stripe, never by Pivot.
- Strict role-based access controls and audit logging for staff access.
- Mandatory two-factor authentication for all Pivot staff accounts.
- Regular security reviews, penetration testing and vulnerability scanning.
If we ever experience a data breach likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.
How long we keep your data
We hold your information only for as long as we need it. Active accounts are retained while you use the Platform. If you close your account, we delete or de-identify your personal information within 90 days (your emergency contact and any health note are erased straight away, as described under "Health information"), except where we are required to retain certain records (for example, transaction records for seven years under Australian tax law).
06Your privacy rights
Under the Australian Privacy Principles, you have the right to:
- Access the personal information we hold about you.
- Correct information that is inaccurate, out-of-date or incomplete.
- Delete your account and personal information (subject to legal retention requirements).
- Export your booking history and profile data in a machine-readable format.
- Opt out of marketing communications at any time.
- Withdraw consent for any optional processing.
Most of these you can do directly inside your account settings. For anything else, email privacy@bookpivot.com and we'll respond within 30 days.
07Cookies & tracking
We use cookies and similar technologies to operate the Platform, remember your preferences, and understand how the website is used. For full details see our Cookie Policy.
08Children's privacy
Pivot is intended for users aged 16 and over. Where a parent or guardian books a court for a child, they do so on the child's behalf and remain responsible for the child's account. We do not knowingly collect personal information from children under 16 without verifiable parental consent. If you believe a child has provided us with personal information without consent, contact us immediately and we will delete it.
Health information about a child (under 16, or under 18 in South Africa) should only be added to their profile by their parent or guardian, who gives the consent described under "Health information".
09International transfers
Your data is primarily stored in Australia. However, some of our service providers (such as SendGrid) operate from the United States or Europe. When we transfer personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles, including through Standard Contractual Clauses where applicable.
10Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of the page reflects when changes were made. For material changes, we'll notify you by email or in-app notice at least 14 days before the change takes effect, so you have time to review and decide whether to continue using the Platform.
11How to contact us
For any privacy-related question, request or concern, our Privacy Officer is here to help:
Privacy Officer, Pivot Sports Pty Ltd
Email: privacy@bookpivot.com
General contact: hello@bookpivot.com
Post: PO Box [TBA], Brisbane QLD, Australia
12Complaints & the OAIC
We take privacy complaints seriously. Please contact our Privacy Officer first — we'll acknowledge your complaint within 5 business days and work to resolve it within 30 days.
If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by phoning 1300 363 992.
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