EntryBoss Privacy Policy (updated 3 August 2020)

About this policy

EntryBoss Pty Ltd ABN 86 607 407 812 operates an online competition management platform. We act as an agent for event organisers to simplify entry management for our users and for event organisers. Due to the nature of our business, EntryBoss collects data about users to share with event organisers for the purposes of conducting sporting and other events in a competitive and fair manner.

EntryBoss is committed to being transparent about the data we collect about our users, how it is used and with whom it is shared. This Privacy Policy applies when you use our services and should be read in conjunction with our Terms of Use.

We will update this privacy policy when our information handling practices change. Updates will be posted on our website and notified to users when they first login to our website following any update.

Collection & purpose

EntryBoss collects personal and other information to enable user participation in sporting and sports- related events.

We collect the following types of information:

• personal identification information (such as name(s), date or year of birth, gender, nationality and contact details);
• information about personal attributes (such as location, age, category, abilities and disabilities, athletic history and grading/handicapping information) and health information (only from you and with your express consent); and
• information about affiliations (such as memberships, affiliations, accreditations, team information and volunteer status).

Most of the personal and other information we collect comes directly from our users when they create an account with us and/or enter events via our website.

We also collect personal and other information from:

• your authorised representative (if you have one);
• governing bodies; and
• event organisers.

EntryBoss also collects personal and other information via cookies on our website:

• EntryBoss cookies are encrypted session cookies, used solely for the purposes of authenticating and authorising user access to our service.
• We do not keep records of the cookie itself, nor is it available to any third party.
• The data within an EntryBoss session cookie identifies a signed-in account. This identifier is recorded when processing a request, alongside IP address, operating system, browser type, and the web page, resource, or action requested.
• We retain system logs for site reliability engineering, security, audit, legal, accounting, and technical support purposes. None of the personal information recorded in our system logs is used for marketing purposes, nor is it available to any third party. All logs are held onshore within Australia.
• We do not use tracking pixels, advertising IDs, campaign parameters, or any other user-tracing technologies.

Information use and disclosure

EntryBoss uses personal and other information about you in order to act as an entry and competition management agent on behalf of event organisers.

We only disclose personal information in these circumstances:

• to contact account holders, entrants or participants regarding an event entry or a related transaction;
• to our payment provider and other sub-processors (disclosing solely the information required to process transactions);
• to event officials, to entrants and participants, and the public, when instructed to do so on behalf of event organisers and governing bodies, in the course of sports administration and competition;
• to event organisers for the purposes of carrying out an event for which the person has entered; and
• to event organisers or governing bodies for the purposes of supporting fair competition and for sport administration.

We only disclose your sensitive information for the purposes for which you gave it to us or for directly related purposes you would reasonably expect or if you consent: for example, to provide emergency contact information or medical conditions/allergies to an event organiser when you participate in an event.

EntryBoss does not use your personal information for direct marketing and has no parent or other related entity with access to our database.

EntryBoss provides services to primarily Australian event organisers and competitors. We are unlikely to disclose personal information outside of Australia.

EntryBoss acts as the agent of event organisers (in an agency/principal relationship). By entering an event you will accept the organiser's rules and regulations of participation, which may include their privacy policy or that of their governing body.

Data integrity and data rights

EntryBoss's system and databases are hosted onshore within Australia. The hosting services we use are compliant & assessed to the PROTECTED level with regard to the Australian Signals Directorate's Information Security Manual, for PCI DSS 3.2 Level 1 financial transactions, ISO 27001/27017 security management controls, and ISO 27018 personal data protection. All transmissions to and from the EntryBoss system are encrypted, and all databases are encrypted at rest in our storage subsystems. We further encrypt some database fields at the application level to preclude their misuse.

EntryBoss uses sub-processors for ancillary technical elements, including our helpdesk, payment provider, email gateway, and reliability monitoring. EntryBoss remains in control of data processed in this fashion, even if this results in offshore processing; our controls, and Australian privacy law, continue to apply. We have no offshore data recipients.

You have the following data protection rights with EntryBoss:

• The right to access - You have the right to request that we provide you with a copy of all personal information we hold about you. Most of this information is available via your user account.
• The right to rectification - You have the right to request that we correct any personal information about you that you believe is inaccurate. You also have the right to request EntryBoss to complete personal information about you that you believe is incomplete.
• The right to erasure - You have the right to request that we erase your personal information, under certain conditions.
• The right to restrict processing - You have the right to request that we restrict the processing of your personal information, under certain conditions.
• The right to object to processing - You have the right to object to us processing your personal information, under certain conditions.
• The right to data portability - You have the right to request that we transfer personal information that we have collected about you to another organization, or directly to you, under certain conditions.
• Right of anonymity - You have the right to provide information to us anonymously or under a pseudonym. However, being anonymous or using a pseudonym is likely to severely limit your ability to use our services (unless you have made specific arrangements directly with event organisers to enter an event via a pseudonym).

These rights may be limited, in which case(s) we will inform the person concerned of the applicable exceptions. EntryBoss reserves the right to decline a request if it is excessive, technically impossible or disproportionate in respect of the resources required.

We may ask you to verify your identity before we give you access to your information or amend it.

If we refuse to give you access to or amend your personal information, we must notify you in writing setting out the reasons.

If we make a correction and we have disclosed the incorrect information to others, you can ask us to tell them about the correction. We must do so unless there is a valid reason not to.

If we refuse to correct your personal information, you can ask us to associate with it (for example, attach or link) a statement that you believe the information is incorrect and why.

Privacy contact

If you wish to complain to us about how we have handled your personal information, you may complain in writing to the email address noted below.

If we receive a complaint from you, we will determine what, if any, action should be taken to resolve the complaint.

We will tell you promptly that we have received your complaint and then respond to the complaint within 30 days.

For all requests & procedural matters, complaints, or to discuss any aspect of privacy & security at EntryBoss, or really anything else at all you'd like to raise, please don't hesitate to get in touch via support@entryboss.cc.