RoolbotBack to home1. The personal information we collect
Depending on how you use the Service, we may collect:
- Identity and contact details, such as your name, email address, association, club or team and role.
- Enquiry information, including the sports, competitions and other information you submit through our contact form or support channels.
- Rules and decision information, including questions, limited recent conversation context, selected sport, competition, division or grade, the answer and source shown, match details, registered decisions and review feedback.
- Association information, including competition structures, club or team names, contact email addresses, authorised rules, policies, guidance, supporting documents and administrator instructions.
- Account and subscription information, such as memberships, permissions, plan, billing contact, invoices, payment status and support history.
- Technical and usage information, such as IP address, device and browser information, timestamps, pages or features used, diagnostic events and security logs.
- Communications and preferences, including service-message settings and any marketing consent.
Please do not put unnecessary personal information, sensitive information, medical information, child-safeguarding information or confidential case material into a rules question, review note or upload. The Service is not designed to determine player eligibility, disciplinary liability, child-safety issues, medical issues or legal rights.
If you voluntarily provide sensitive information that is not required, we will handle it only as reasonably necessary to respond, secure the Service or meet our legal obligations. We may remove or restrict access to it.
2. How we collect personal information
We collect information:
- directly from you when you use the Service, create an account, submit an enquiry, ask a question, register a decision, upload content or contact us;
- from a subscribing association, club, team or administrator that creates or manages access, uploads contact information or reviews decisions;
- automatically from browsers, devices, hosting systems and security tools; and
- from payment, identity, hosting and support providers where needed to operate the Service.
If you give us another person's information, including a club contact or opposition email address, you must have authority to do so and give that person any notice required by law. Do not upload player lists, dates of birth or information about children unless we have expressly agreed to that collection and appropriate notices and permissions are in place.
You may explore public pages and parts of the demonstration without identifying yourself. We need some information to respond to an enquiry, provide an account, register a decision, administer an association or supply a paid service. If required information is not provided, those features may not be available.
3. Why we collect, use and disclose information
We use and disclose personal information to:
- provide, personalise, secure and support the Service;
- answer rules questions using the selected competition context and approved source material;
- save conversations or decisions when a user asks us to do so;
- enable association administrators to manage rules, competitions, clubs, users and review workflows;
- send a registered decision to a nominated recipient where that feature is available and the user requests it;
- respond to enquiries, provide demonstrations, manage subscriptions, process payments and keep business records;
- monitor reliability, prevent misuse, investigate incidents and improve retrieval and answer quality;
- comply with law, enforce our terms and protect users, associations, us and others; and
- send marketing only where we have the consent or other permission required by law.
We do not sell personal information. We do not give rules questions, account details or contact-enquiry information to sponsors for their own marketing. Sponsor placement does not influence rules answers.
4. AI-assisted rules answers
Roolbot uses an enterprise cloud AI service to help retrieve and explain approved rules material. For a live answer, we send the current question, selected competition and grade, limited recent conversation context and relevant approved rules evidence to that service. We do not intentionally include your account name, email address, match-registration details or payment information in that AI request.
We do not permit any third-party API, connection or integration provider to use Roolbot customer data, personal information, questions, content or outputs to train or fine-tune its own or any general AI or machine-learning model. A provider may process limited information only to supply, secure, support and monitor the contracted service, subject to appropriate contractual, confidentiality and security controls.
AI-assisted answers can be incomplete or wrong. They are reviewed and used as rules guidance, not as automated decisions about a person's legal rights, safety, discipline or eligibility. Our Terms and Conditions explain the rules-authority hierarchy that applies to an answer.
6. Who we disclose information to
We may disclose personal information to:
- the association, club or organisation responsible for the relevant Service workspace and its authorised administrators;
- a recipient selected by a user for a registered-decision email;
- providers that supply cloud hosting, databases, AI processing, identity, email, payments, analytics, security, support and professional services;
- our professional advisers, insurers and prospective purchasers or investors under appropriate confidentiality protections; and
- regulators, courts, law-enforcement bodies and other parties where required or authorised by law, or where reasonably necessary to protect safety, rights or the integrity of the Service.
We require service providers to handle information only for agreed purposes and with appropriate security and confidentiality protections. We do not permit a service provider to use information obtained through Roolbot to train or fine-tune its own or any general AI or machine-learning model.
Subscription payments may be managed by a third-party payment provider. That provider collects and processes payment credentials under its own privacy policy and security controls. We receive the information needed to confirm and reconcile a payment, such as the payer, amount, date, payment status and transaction reference, but we do not intentionally receive or store complete card or bank-account credentials.
7. Overseas processing
Our principal AI processing is currently configured in Australia. We also use cloud providers with global infrastructure and operations, including Google Cloud and Cloudflare. Personal information may therefore be accessed from, processed in or disclosed to recipients in Australia, the United States and other countries in which those providers or their approved subprocessors operate.
The precise countries can change as providers update their infrastructure and subprocessor lists. We take reasonable steps required by Australian privacy law before disclosing personal information overseas. Contact us if you need current information about the location relevant to a particular association deployment.
8. Children and young people
Community sport includes children and young people. We use plain-language notices and seek to collect no more information about a young person than the Service needs.
A person under 16 should use an account or provide personal information only with the involvement and permission of a parent or guardian, or through an appropriately supervised association or club process. A parent, guardian or authorised association representative should contact us before uploading information specifically about a child. We may ask for evidence of authority or remove information if we cannot confirm that it was appropriately provided.
We do not knowingly use children's personal information for targeted advertising or disclose it to sponsors. A parent, guardian or young person with capacity may contact us about access, correction or deletion.
9. Direct marketing
We may send product news or offers only where permitted by the Spam Act 2003 (Cth) and applicable privacy law. Commercial electronic messages will identify the sender and include a working unsubscribe method. We will action an unsubscribe request within the period required by law.
Service messages about an account, subscription, security incident or registered decision are not marketing. We keep those messages separate from promotions where practicable.
10. Security and data breaches
We use technical and organisational safeguards appropriate to the information and risk. These include access controls, encryption in transit, provider security controls, secret management, logging and restricted administrator access. No online service is completely secure, so users should also protect their devices and account credentials and avoid submitting unnecessary confidential information.
If a data breach occurs, we will investigate and take steps to reduce harm. Where the Notifiable Data Breaches scheme applies, we will notify the Office of the Australian Information Commissioner (OAIC) and affected people when required.
11. Retention and deletion
We keep personal information only for as long as reasonably needed for the purposes described above, to provide an active subscription, resolve disputes, maintain security and audit records, or meet legal, tax and accounting obligations. The period depends on the type of information, the association's settings, our legal obligations and whether the information remains needed for an active decision record.
When information is no longer required, we take reasonable steps to delete it or de-identify it. Some information may remain for a limited period in protected backups or where the law requires retention. Device-local demonstration data remains until the user or browser removes it.
12. Access, correction and deletion requests
You may ask us to:
- confirm whether we hold personal information about you;
- give you access to that information;
- correct information that is inaccurate, out of date, incomplete, irrelevant or misleading; or
- delete information where required by law or where deletion is otherwise reasonably practicable.
Use our contact form and write Privacy request at the start of your message. We may need to verify your identity and authority. We will respond within a reasonable period and explain any lawful reason for refusing or limiting a request. We will not charge for making a request; the law may permit a reasonable charge for giving access in some circumstances.
If an association controls the relevant workspace record, we may refer the request to that association or work with it to respond.
13. Privacy complaints
Use our contact form and write Privacy complaint at the start of your message. Please describe what happened and the outcome you seek. We will normally acknowledge the complaint promptly, investigate it fairly and aim to provide an outcome within 30 days.
If you are not satisfied, you may complain to the Office of the Australian Information Commissioner.
14. Changes to this statement
We may update this Privacy Statement when our Service or legal obligations change. We will publish the updated version and effective date. If a change materially affects how we handle information already collected, we will give additional notice or seek consent where required.
15. Contact us
Privacy Officer
Altra Software Solutions Pty Ltd
ABN 35 167 699 121
Contact the Privacy Officer using the Roolbot contact form.