Privacy Policy

Privacy Policy
Last updated: August 2026

Timing Solutions Pty Ltd ("Timing Solutions", "we", "us" or "our") provides software and technology services that support sporting organisations with member management, event management, competition results, timing and related activities.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you use our websites, applications and software products, or when your information is provided to us by a sporting organisation that uses our services.

We are committed to managing personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where they apply to us.

1. Who is responsible for your information?

Timing Solutions provides software and services to sporting organisations, including clubs, schools, associations and governing bodies ("Organisations").

In many circumstances, an Organisation determines what personal information is collected from its members and how that information is used for its sporting activities. Timing Solutions then stores and processes that information to provide the relevant software and services.

For example, an Organisation may provide athlete information to ResultsHQ so that it can manage competitions and record and display results.

If your information was collected by an Organisation, that Organisation may also be responsible for determining how your information is collected, used and disclosed. You may therefore contact the relevant Organisation directly about its handling of your information.

Timing Solutions may also collect and use personal information for purposes for which we are directly responsible, such as managing user accounts, providing support, maintaining our systems, improving our products, managing security and complying with legal obligations.

2. What information do we collect?

The information we collect depends on the products and services being used and the requirements of the relevant Organisation.

This may include:

Athlete and member information

• name;
• gender;
• date of birth;
• age group;
• membership or system identifiers; and
• sporting results and competition history.

Contact and family information

• email address;
• telephone or mobile number;
• residential or postal address;
• parent or guardian name; and
• parent or guardian contact details.

Other information
Depending on the services used, this may include:

• proof-of-age or eligibility information;
• medical or participation information;
• competition and event information;
• registration information;
• user account information; and
• information required to provide customer support.

Not all Organisations collect all of this information. The information collected depends on the Organisation and the services it uses.

3. How do we collect information?

We may collect personal information:

• directly from individuals;
• from Organisations using our products and services;
• through registration or membership systems integrated with our products;
• when individuals create or use an account;
• when individuals participate in sporting events managed using our products;
• when individuals contact us for support; and
• through use of our websites, applications and online services.

Where an Organisation provides personal information to us, the Organisation is generally responsible for ensuring it has the appropriate authority to collect and provide that information.

4. Why do we use personal information?

We use personal information to:

• provide and support our software and services;
• manage sporting competitions and events;
• record, process and display sporting results;
• maintain historical results and records;
• manage member and user accounts;
• provide customer and technical support;
• communicate with customers and users;
• maintain the security and integrity of our systems;
• monitor, test and improve our products and services;
• investigate and respond to security incidents; and
• comply with legal and regulatory obligations.

We will only use or disclose personal information for purposes permitted by law.

5. Who may we disclose information to?

We may disclose or provide access to personal information to:

• the Organisation or Association responsible for the relevant sporting activity;
• authorised users of our products;
• service providers that assist us with hosting, operating, maintaining, securing or supporting our systems;
• technology and integration providers where required to provide services requested or enabled by an Organisation;
• professional advisers, auditors and insurers where reasonably required; and
• government, regulatory or law-enforcement bodies where required or authorised by law.

We may also disclose information where authorised by the individual or Organisation or otherwise permitted by law.

We do not sell personal information.

Access to information within our products is controlled through user accounts, permissions and other security controls appropriate to the user's role.

6. Cloud services and overseas disclosures

Our production environment is hosted using Amazon Web Services (AWS) infrastructure in Australia.

We also use specialist third-party providers to support functions such as security, monitoring, communications, infrastructure and software development.

We assess and manage our service providers and take reasonable steps to ensure that personal information is handled securely and consistently with our privacy obligations.

Where personal information is likely to be disclosed to an overseas recipient, we will manage the disclosure in accordance with the Privacy Act and the Australian Privacy Principles.

7. How do we protect your information?

We take reasonable technical and organisational measures to protect personal information against misuse, interference and loss, and unauthorised access, modification or disclosure.

Our security measures include access controls, authentication, role-based permissions, secure cloud infrastructure, monitoring, security testing and processes for managing security incidents.

More information is available in our Information Security policy.

8. How long do we retain information?

We retain personal information only for as long as reasonably necessary for the purposes for which it is held.

This may include providing our services, maintaining historical sporting results, meeting legal and contractual obligations, resolving disputes and other legitimate business purposes.

We periodically review the information we hold and take reasonable steps to securely destroy or de-identify information when it is no longer required, unless we are required or authorised to retain it.

Further information is available in our Data Retention & Deletion policy.

9. Accessing and correcting your information

You may request access to personal information that Timing Solutions holds about you.

You may also ask us to correct information if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading.

Where your information is held on behalf of an Organisation, we may refer your request to the relevant Organisation or work with the Organisation to respond.

We may need to verify your identity before providing access to or changing personal information.

Requests can be made to:

privacy@timingsolutions.com.au

10. Deleting your information

You may request that personal information held by Timing Solutions be deleted.

We will consider requests for deletion having regard to the purpose for which the information is held, our contractual obligations, applicable legal requirements and our data retention requirements.

Where information is no longer required for a permitted purpose, we will take reasonable steps to destroy or de-identify it.

Some information may need to be retained where required or authorised by law, under a contract, or where reasonably necessary to establish, exercise or defend a legal claim.

11. Privacy complaints

If you have a concern about how we have handled your personal information, please contact us first so that we can investigate and attempt to resolve the issue.

privacy@timingsolutions.com.au

We will investigate privacy complaints and respond within a reasonable period.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

12. Data breaches

We maintain procedures for identifying, assessing, containing and responding to suspected data breaches.

Where a breach is an eligible data breach under the Notifiable Data Breaches scheme, we will comply with our obligations under the Privacy Act, including notification requirements.

Our detailed data breach response procedures are maintained internally.

13. Cookies

Our websites may use cookies and similar technologies to provide website functionality, maintain security and understand how our websites are used.

You can manage or disable cookies through your browser settings. Disabling cookies may affect some website functionality.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our products, services, privacy practices or legal obligations.

The current version will be published on our website with the date it was last updated.

15. Contact us

If you have questions about this Privacy Policy or how Timing Solutions handles personal information, please contact:

Timing Solutions Pty Ltd
privacy@timingsolutions.com.au

Last updated: August 2026