Privacy

• Directory enquiries: player name, age band or birth year, parent or guardian contact details, chosen listing, optional notes and submission time.
• Organiser registration forms: some listings use the organiser's own registration form, which asks for more than a standard enquiry. Where a listing says so, it may collect the player's first and last name and full birth date, the parent or guardian's first and last name and postal address, the age groups and sessions chosen, an optional further-questions note, and the parent or guardian's typed name as a signature agreeing to the organiser's terms. The terms version, the acknowledgement and the server time are recorded with it.
• Organisation accounts: owner and coach contact details, roles, teams, subscription and setup information.
• Coaching: guardian-linked player records, attendance, waitlist and duty choices, session balances, bookings and schedules.
• Conversations: WhatsApp numbers, messages, voice notes or images you send for a supported task, bot replies and workflow outcomes.
• Payments: prices, payment status, provider references, refunds and package balances. Card details are entered with Stripe, not stored as full card numbers here.
• Operations: security and support activity, delivery receipts, provider timing, minimal organisation milestones and normal server access logs.

Use an adult contact for a child. Do not send medical details, identity documents or photographs of children unless the organisation has separately explained a necessary and supported purpose. Free text and media can contain information we did not ask for.

You can search by suburb without sharing your device location. If you tap Use my location, your browser asks for permission. We use the coordinates it returns on your device to suggest a nearby WA suburb. Check that suburb before searching.

Pitchside does not send those precise coordinates to its server or save them. Only the suburb you choose and your search filters appear in the search address. Saved searches stay in this browser on this device.

Distances are approximate straight-line distances between suburb reference points. They are not driving distances or measurements to an exact pitch. Please check the venue before travelling, especially in larger rural localities.

Suburb reference points were adapted from the AUG26 WA Localities boundaries. Incorporates or developed using Administrative Boundaries © Geoscape Australia licensed by the Commonwealth of Australia under Creative Commons Attribution 4.0 International licence (CC BY 4.0). Pitchside converted the boundaries to rounded reference points.

Children do not have accounts on this site and cannot create one. Accounts belong to parents, guardians and club administrators.

Children do not need their own email address, phone number or account. A standard enquiry asks for an age band or birth year and no date of birth. A listing using an organiser’s own registration form says so on the page and asks for a full birth date, because that organiser needs it; the answers live with that one enquiry and are read only by the organisation that owns it. Older imported directory records may also contain birth dates and are subject to retention review.

An expression of interest goes to the club or academy named on the listing, and to authorised staff and support operators who need it to provide the service.

We do not sell personal information, and we do not disclose it to advertisers, data brokers or other clubs. Where we publish figures about demand, they are aggregate counts only and are never traced back to an individual record.

Hosting, database, backup and email services process data needed to operate the product. Meta processes WhatsApp traffic, Stripe processes payments, and Google Gemini processes relevant text, voice or image input when a task uses AI. A button selection can often be handled without an AI request. These providers may process information outside Australia under their own service arrangements. Contact us for the current deployment and processor details.

Email [email protected] and we will tell you what we hold, correct it, or delete it.

Organisation owners can export their bot records and review a bot-data deletion request in the dashboard’s Privacy and data section. Families can ask the bot for “My data” to receive a private link valid for 15 minutes; current family access is checked on every export page. Owners can export website records and request coordinated account closure at Account data. Directory corrections and individual erasure requests can be made using the contact above. An organisation erasure request is blocked while bookings, credits, subscriptions or payment/refund obligations need resolution.

The family self-service link covers the coaching bot only. It does not export website directory enquiries, including the extra registration details an organiser’s own form collects. To see, correct or delete one of those, email the contact above; an organisation’s owner sees its own enquiries, and the registration answers their form collected, in the dashboard.

Deleting a record here does not delete anything the club already has. Once a club has received your expression of interest it holds its own copy, and you would need to ask the club directly.

The retention task removes directory enquiries twelve months after the recorded listing expiry, or submission if later, unless a legal hold or active dispute is recorded. Listings without a recorded end and older imported records require review. The operator must run and monitor this task; contact us if an enquiry appears overdue for removal.

Conversation history and model command logs are pruned after 30 days by the scheduled retention tasks. Product milestones are retained for 90 days and contain organisation-level events, not messages or children’s identities. Security, consent and financial evidence have separate purposes.

Completed bot erasure removes personal profile details, conversation history, pending interactions and access credentials, including stored conversation checkpoints. Financial reconciliation references and pseudonymous audit/consent evidence may remain. Financial records are not automatically purged until the operator has established the applicable retention policy. Backups expire under the configured backup schedule; restoring a backup requires reapplying completed erasure requests before reopening access.

Existing use is not recorded as acceptance of a new notice. Optional marketing is a separate, initially unchecked choice. Withdrawing a choice is recorded; contact the organisation about closing ongoing services and resolving bookings.

Pitchside is operated in Western Australia. Applicable rights and retention duties depend on the service and jurisdiction. The Australian Privacy Principles require reasonable security and, where applicable, destruction or de-identification of information no longer needed, subject to retention exceptions. This notice does not certify compliance in every country. See the OAIC guidance on security and retention.

If you are unhappy with how we have handled your information, contact us first. If we do not resolve it, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

When the site changes what it does, this page changes with it and the review date at the top moves. A policy that has drifted from the code is worse than no policy.