Privacy Policy

1. Information we may collect

Depending on the project or interaction, RecordRoom Sports may collect or hold:

• club and client contact information, such as names, roles, email addresses and phone numbers
• historical sporting information supplied by clubs or authorised contacts, such as player names, seasons, teams, grades, match and career statistics, awards, honours, representative achievements, club roles, historical notes and photographs
• business and transaction information, such as quotes, agreements, invoices, payment records and project correspondence
• technical information generated by website, hosting or security providers, such as basic access or device logs where those services create them
• website analytics and usage information, such as pages viewed, session and interaction information, approximate geographic information, browser or device information, traffic source information, clicks, scrolling and similar website-usage information generated through analytics services

Historical source files may contain additional personal information. The fact that information appears in a source file does not mean RecordRoom Sports will publish it.

RecordRoom Sports does not intentionally send names, email addresses, phone numbers or the contents of Free Archive Assessment form responses to website analytics services.

2. How we collect information

RecordRoom Sports may collect information directly from clubs, club officials, historians, statisticians, players or other people who contact us. We also receive information through historical records supplied for a project. Where specifically agreed within project scope, information may also be obtained from public historical sources or third-party service providers.

When people use the RecordRoom Sports corporate website, limited technical and website-usage information may also be collected through analytics technologies operated by RecordRoom Sports and its service providers. Depending on the visitor's analytics preference and the technology involved, this may use cookies or similar browser technologies.

3. Why we use information

RecordRoom Sports uses information where reasonably necessary to:

• assess enquiries and prepare quotes
• onboard clubs and communicate about projects
• preserve, organise, reconcile and structure historical sporting records
• build, publish and maintain searchable sporting-history archives
• investigate corrections, identity questions, data conflicts and historical uncertainty
• provide annual archive updates and related support
• manage invoices, payments, agreements and business records
• protect the security, integrity and operation of RecordRoom Sports systems and services
• understand how people find and use the RecordRoom Sports website, measure the effectiveness of website content and outreach, diagnose usability or technical problems, and improve the website and enquiry process

RecordRoom Sports does not sell contact lists or unrelated personal information.

4. Public sporting archives and data minimisation

RecordRoom Sports is an archive service. Some personal information that forms part of a legitimate sporting record may therefore be published publicly, including names, seasons, teams or grades, statistics, awards, honours, historical club roles and appropriate club-approved historical photographs.

Our core rule is:

Preserve the historical source. Publish only what is relevant to the sporting record.

Contact details, billing information, private correspondence and other administrative information are kept internal unless disclosure is required or authorised. RecordRoom Sports does not intentionally publish home addresses, private phone numbers or email addresses, full dates of birth, financial information, health information, identity documents or unrelated private information.

We take additional care where historical records concern children or former junior participants. Public presentation is limited to relevant sporting-history information and appropriate material supplied or approved for archive use.

5. Storage and security

Official RecordRoom Sports client material is kept within the RecordRoom Sports Google Workspace and Google Drive environment wherever practicable. Access is limited to people who reasonably need it for the work, and business accounts use multi-factor authentication.

Original source material is preserved as supplied. Working copies are kept separately. Temporary local copies may be used where necessary for project work and should be removed when they are no longer needed.

RecordRoom Sports uses reasonable technical and organisational measures to protect information from misuse, loss and unauthorised access, modification or disclosure. No storage or transmission system can be guaranteed to be completely secure.

6. AI and third-party service providers

RecordRoom Sports may use trusted cloud, hosting, productivity and artificial-intelligence tools to help deliver archive services.

Only information reasonably necessary for the task should be processed through these services. RecordRoom Sports does not intentionally place sensitive or unrelated private information into publicly available generative-AI tools and aims to minimise identifiable information where practical.

Third-party providers may process or store information in Australia or overseas depending on their infrastructure and service terms. RecordRoom Sports will use providers for legitimate business purposes and will review its approach as services or privacy requirements change.

7. Website analytics, cookies and session recording

RecordRoom Sports uses website analytics to understand how people find and use the corporate website and to improve the website, content and enquiry experience.

Google Analytics

RecordRoom Sports uses Google Analytics 4, a service provided by Google, to measure website usage. Google Analytics may process information such as pages viewed, session information, traffic source, approximate geographic information, browser and device information and website interactions. Google Analytics may use first-party cookies or similar technologies to distinguish users and sessions where analytics consent has been provided.

RecordRoom Sports does not intentionally send names, email addresses, phone numbers or Free Archive Assessment form responses to Google Analytics.

Microsoft Clarity

RecordRoom Sports uses Microsoft Clarity to help understand website usability. Clarity may collect interaction information such as clicks, scrolling, page navigation, layout information, device or browser information and similar website activity. Clarity can use this information to provide heatmaps and reconstructed session recordings that help RecordRoom Sports identify usability problems and understand how visitors navigate the website.

Clarity session recordings are not camera or screen-video recordings of the visitor. They are reconstructions of website pages and interactions.

The Free Archive Assessment form is explicitly masked from Clarity. RecordRoom Sports does not intentionally make names, email addresses, phone numbers or free-text assessment responses available in Clarity session recordings.

Cookies and analytics preferences

Google Analytics and Microsoft Clarity may use cookies or similar technologies for analytics purposes. RecordRoom Sports provides visitors with a choice about non-essential website analytics. Where a visitor declines analytics, RecordRoom Sports should not intentionally activate non-essential analytics cookies for that visitor.

Visitors may change their analytics preference using the website's Analytics Preferences control.

Third-party processing

Google and Microsoft may process analytics information using infrastructure located in Australia or overseas in accordance with their own service terms and privacy practices.

Website analytics is used to understand and improve the RecordRoom Sports corporate website. RecordRoom Sports does not use the analytics configuration introduced in this version of the policy for targeted advertising or remarketing.

8. Retention and deletion

Historical source material and controlled project data may be retained for as long as they serve a legitimate archive, maintenance, evidentiary or service purpose.

Temporary downloads, duplicate working files and unnecessary personal information should be removed when no longer needed. Business, financial and contractual records may be retained for longer where required for legal, tax, accounting or legitimate business purposes.

9. Access, correction and removal requests

A person may contact RecordRoom Sports to ask about personal information held about them or to request a correction.

Where a correction concerns a historical sporting record, RecordRoom Sports will assess the request against available source evidence and, where appropriate, consult the relevant club or authorised historical contact. Supported factual errors will be corrected.

A request to remove historically accurate sporting information will be considered individually. Removal is not automatic merely because it is requested. RecordRoom Sports may consider the accuracy of the information, its legitimate archival and sporting-history value, privacy or safety concerns, the views of the relevant club, and any legal obligations.

10. Privacy concerns and data incidents

Privacy questions, concerns or complaints can be sent to RecordRoom Sports using the contact details below. We will review the issue and aim to respond within a reasonable timeframe.

If RecordRoom Sports becomes aware of a data incident involving personal information, it will take reasonable steps to contain and assess the incident and will notify affected people or relevant authorities where required by law or otherwise appropriate.

11. Changes to this policy

RecordRoom Sports may update this policy when its services, technology, business practices or legal obligations change. The current version will be made available through the RecordRoom Sports website.