This policy is a working draft prepared for the launch of Stripe payment processing. Replace the bracketed placeholders below with PPS Academy's registered legal entity details and have it reviewed by a qualified lawyer before relying on it for compliance.
[PPS Academy legal entity name] ("PPS Academy", "we", "us") operates the PPS Academy platform at propadelschool.com.au and its associated dashboards, mobile-friendly web apps and APIs (the "Service"). This Privacy Policy explains what personal information we collect, how we use it, and the choices you have. It applies to club owners, staff/coaches, students, and parents/guardians of junior students who use the Service.
We are based in Australia and handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). If you are located outside Australia, information about you may still be processed in Australia and by service providers located overseas, as described below.
1. Information we collect
We collect information in the following ways:
- Account information — name, email, phone number, role (club owner, manager, coach) and login credentials for club staff who create an account.
- Student and participant information — entered by a club into the platform on behalf of its students: name, date of birth, contact details, emergency contacts, pathway/assessment results, attendance, and (for junior students) a parent or guardian's contact details. This information is controlled by the club, not by PPS Academy directly — see "Clubs as data controllers" below.
- Billing and payment information — when a student or club pays for a service, card details are collected and processed directly by Stripe, our payment processor. We do not receive or store full card numbers or CVC codes. We do receive limited payment metadata from Stripe (e.g. the last 4 digits of a card, payment status, amounts and receipts) needed to reconcile billing.
- Usage information — log data such as IP address, browser type, pages visited and timestamps, collected automatically when you use the Service.
- Communications — messages you send us for support, and records of automated notifications (e.g. WhatsApp/email reminders) sent through the platform on a club's behalf.
2. Clubs as data controllers
Each padel club or franchisee using PPS Academy is responsible for the personal information of its own students and staff that it enters into the platform. PPS Academy acts as a service provider (data processor) that stores and processes that information on the club's behalf, and does not sell or use student data for its own marketing purposes. Questions about a specific student's data should first be directed to the relevant club; PPS Academy will assist the club in responding to those requests.
3. How we use information
- To provide, operate and maintain the Service (scheduling, assessments, billing, communications).
- To process payments and payouts through Stripe, including recurring membership billing.
- To communicate with you about your account, support requests, and service updates.
- To detect, investigate and prevent fraud, abuse, and security incidents.
- To comply with legal obligations, including tax and financial record-keeping requirements.
- To improve and develop the Service.
4. Payment processing (Stripe)
Online payments on the Service are processed by Stripe, Inc. Each club connects its own Stripe account through Stripe's secure, hosted onboarding flow. PPS Academy never sees, collects or stores a club's Stripe account credentials, and never sees or stores full card numbers, expiry dates or CVC codes — these are collected directly by Stripe. Stripe's use of information is governed by Stripe's own privacy policy, available at stripe.com/privacy.
5. Sharing of information
We share personal information only with:
- Stripe, for payment processing.
- Service providers who host our infrastructure, send transactional emails/WhatsApp messages, or provide analytics, under confidentiality obligations.
- The club a student is enrolled with, and that club's authorised staff.
- Law enforcement or regulators, where required by law.
We do not sell personal information to third parties.
6. Data storage and security
We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss or misuse, including access controls, encryption in transit, and role-based permissions that restrict staff to their own club's data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
7. Data retention
We retain personal information for as long as the relevant club account is active, and afterwards for as long as needed to comply with legal, tax, and accounting obligations, resolve disputes, and enforce our agreements.
8. Children's information
PPS Academy is used by padel clubs to manage junior students. Information about a junior student is entered by the club with the consent of a parent or guardian, who remains the primary contact for that student's record. Parents/guardians may request access to, correction of, or deletion of their child's information by contacting their club or us directly.
9. Your rights
Subject to applicable law, you may request access to, correction of, or deletion of your personal information, or ask us to explain how it is used. To make a request, contact us using the details below, or your club if the information relates to a student record they control. We will respond within a reasonable time.
10. Cookies
We use essential cookies/local storage to keep you signed in and remember your preferences. We do not use third-party advertising cookies on the Service.
11. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be reflected by updating the effective date above. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.
12. Contact us
Questions about this Privacy Policy or your personal information can be sent to [privacy contact email], or by post to [registered business address].
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