Privacy Policy

This Privacy Policy explains how we handle personal information when you use LeapTrack. We are committed to protecting your privacy and handling personal information in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). Because LeapTrack is used to record information about children, we take particular care to collect only what is needed and to keep it safe.

This policy applies to LeapTrack services provided in Australia. It should be read together with our Terms of Service and, for club staff, our Staff & Coach Acceptable Use and Confidentiality Addendum.

1. Who we are

LeapTrack is a sports skill-tracking platform operated by Insightify Pty Ltd (ABN 55 662 709 640), trading as LeapTrack. Insightify Pty Ltd is the legal entity responsible for the platform and for the handling of your personal information. In this policy, "we", "us" and "our" refer to Insightify Pty Ltd.

Day-to-day questions about a child's results, sessions, enrolment or club arrangements should go to your club, which enters and manages that information. If you have a question about this policy, about the personal information we hold, or a privacy concern, you can contact us at info@leaptrack.app.

2. What information we collect

We collect the minimum information needed to run the service:

• Staff and parent/carer accounts: name, email address, role (for example owner, course administrator, coach or parent/carer), and the password you set to activate your account. We also keep a record of your acceptance of this policy and our Terms of Service — the date and time, the version of each document you accepted, and your account identifier. This record also serves as evidence of a parent's or carer's consent where they activate an account linked to a child.
• Children: first and last name, date of birth or age group, the club, course and session they are enrolled in, and skill results (such as a score or a competency level) together with any coach comment. We deliberately keep children's information to the minimum needed to show their progress.
• Photos and videos: with the club's arrangements for consent in place, coaches may record photos or videos of children during sport practices or training sessions to illustrate skill development. These are attached to a specific student's record and are treated with the same access restrictions as other skill data (see Section 6).
• Support and enquiries: the details you provide when you contact us or submit a support request.

We do not ask children to create their own accounts and there is no student self-service — children do not log in to LeapTrack.

3. How we collect it

Most information is entered into LeapTrack by your sports club or course — for example, an administrator sets up accounts, and coaches record skill results and, where applicable, photos or videos, during or after a session. We collect account details directly from you when you activate your account or contact us. We generally do not collect personal information from other sources.

4. Why we collect and use it

We collect and use personal information to:

• create and manage staff and parent/carer accounts and control who can see what;
• record and display a child's skill progress term by term, including any photos or videos of training, to authorised people;
• let parents and carers follow their own child's development;
• provide, maintain, secure and improve the service; and
• respond to enquiries and support requests.

We do not use children's information — including photos or videos — for advertising, marketing, or any purpose beyond showing that child's own progress to their club and family, and we do not sell personal information to anyone.

5. Children's privacy and parental/carer consent

LeapTrack records information about children — including any photos or videos taken during training — on behalf of sports clubs and courses. Clubs are responsible for obtaining appropriate consent from a parent or carer before entering a child's information into the platform, including before recording any photo or video of that child. Access to a child's information is granted only to the linked parent(s) and carer(s) and the staff responsible for that child.

If you are a parent or carer and believe a child's information (including a photo or video) has been added without proper consent, please raise it with your club in the first instance. You can also contact us at info@leaptrack.app and we will work with the club to address it.

We are also monitoring the Australian Government's forthcoming Children's Online Privacy Code, which must be registered by 10 December 2026. Once the Code is finalised, we will update our consent, notice and data-deletion processes as needed to comply with it.

6. Who can access a child's data

Access is invitation-only and role-based. A child's information — including any photos or videos of them — can only be seen by:

• owners and course administrators of the club or course that the child belongs to;
• coaches assigned to that child's session or sessions, including coaches who have previously taught that child, so that a child's progress history remains continuous when they move to a new class or term; and
• parents and carers who are linked to that specific child.

People cannot see children outside the clubs, courses, sessions or family links they are assigned to, and photos or videos are never made public, shared with other clubs, or used outside the platform. We enforce this access scoping within the application.

Authorised support access: a small number of authorised LeapTrack support staff may access an account in the same way a user of that account would see it, solely to provide technical support, resolve reported issues, or maintain platform security. Support access is limited to the smallest number of people necessary, is only used for the purpose requested, and is never used to move, compare, or disclose data — including photos or videos — between clubs.

7. Data security

We take reasonable steps to protect personal information, including photos and videos, from misuse, interference, loss, and unauthorised access, modification or disclosure. These steps include encrypted connections (HTTPS), authenticated and role-based access, private storage for photos and videos that is only released to authorised people through time-limited links, and reputable hosting providers. Passwords are managed by our authentication provider and stored in hashed form — we never store your password in plain text. No system can be guaranteed to be completely secure, but we work to keep your information safe.

Data breach notification: if we experience a data breach that is likely to result in serious harm, we will assess and respond in accordance with the Notifiable Data Breaches (NDB) scheme, which requires us to notify affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

8. Data retention and deletion

We keep personal information — including photos and videos — only for as long as it is needed to provide the service or as required by law. A child's progress history, including any photos or videos, is retained while they remain associated with a club so that families keep a continuous record over time. When information is no longer needed, we will delete or de-identify it. You can ask us, or your club, to delete a child's information, including any photo or video of them — contact us at info@leaptrack.app.

9. Where your information is held

LeapTrack's database and all photos and videos are stored in Australia (Sydney). Some of the services we rely on to run the platform — such as email delivery and system monitoring — operate outside Australia, so limited personal information may be handled overseas; where that happens we take reasonable steps to ensure it is protected consistently with the Australian Privacy Principles, including through contractual data-handling commitments with each provider. We can provide the current list of these service providers on request.

10. Access and correction rights

You have the right to ask for access to the personal information we hold about you (or a child you are responsible for), including any photos or videos, and to ask us to correct it if it is inaccurate, out of date or incomplete. Many corrections can be made directly by your club, and that is usually the fastest route. To make a request of us, contact info@leaptrack.app. We may need to verify your identity before acting on a request.

11. How to make a complaint

If you have a concern about how we have handled personal information, please contact us at info@leaptrack.app so we can try to resolve it. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will publish a new version number and date above and ask you to review and accept the updated policy before you continue using the platform.

LeapTrack is operated by Insightify Pty Ltd (ABN 55 662 709 640), trading as LeapTrack.