Acceptable Use Policy

My EOI helps sporting organisations publish and collect Expressions of Interest, manage applicant information, communicate with families, review players and coaches, organise trials and manage related workflows.

This policy applies to every visitor, applicant, parent, guardian, player, coach, Club User, administrator and person who accesses or contributes content to My EOI. Use must be lawful, authorised, respectful, secure and appropriate for a community that includes children.

Do not impersonate another person or organisation or submit information you know is materially false or misleading.

• Use your own account and keep identity and contact information reasonably current
• Submit for another person only where you are their parent, guardian or otherwise authorised
• Represent a club only where that club has authorised you
• Correct a material error promptly after discovering it
• Do not manufacture playing history, eligibility, references, qualifications, screening information or outcomes

An honest opinion about a player or applicant is not prohibited merely because another person disagrees, but it must be recorded for a legitimate purpose and without malice, discrimination or reckless disregard for accuracy.

Do not send, post or upload content that is abusive, threatening, harassing, bullying, discriminatory, sexually explicit, exploitative, defamatory, intimidating or otherwise inappropriate for a junior-sport environment.

Do not use a review, note, message or status to humiliate an applicant, pressure a child, retaliate against a complaint or communicate with a young person in a way that bypasses appropriate Club safeguarding practices.

Disagreement about a sporting decision must be handled respectfully through the Club's review or complaint process.

Clubs and Club Users must follow applicable child-safety laws, screening requirements, codes of conduct and their own safeguarding policies.

• Collect only information reasonably necessary for the explained junior-sport purpose
• Use age-appropriate language and involve the child in decisions where practicable
• Obtain parent or guardian authority where the child cannot provide valid consent
• Restrict access to people with a legitimate role and appropriate authority
• Do not use My EOI to groom, exploit, privately solicit or inappropriately contact a child
• Escalate an immediate child-safety concern to appropriate Club safeguarding personnel or emergency authorities

My EOI is not an emergency or child-protection reporting service. If someone is in immediate danger, contact emergency services.

Do not collect, access, export, disclose or use personal information unless it is reasonably necessary for an authorised purpose and permitted by applicable law.

Clubs must not use general form fields to request medical records, identity documents, criminal-history material or other highly sensitive files without a clear lawful purpose, specific notice, appropriate consent and a security process agreed with My EOI.

Do not browse, search, download or retain applicant information out of curiosity or for an unrelated sporting, employment, commercial or personal purpose.

Only upload or publish content you are authorised to use. Content must not:

• Infringe copyright, trade mark, confidentiality, privacy, publicity or other rights
• Show or identify a child without the authority and consent required for the stated use
• Expose private addresses, identity documents, medical records or other unnecessary personal information
• Be unlawful, exploitative, deceptive, obscene or deliberately harmful
• Contain malware, tracking code or a file intended to compromise a device or account
• Misrepresent endorsement by a club, association, governing body or My EOI

Public directory content may be indexed or copied outside My EOI. Clubs must ensure public logos, social links and listings are accurate and suitable for publication.

Users must protect passwords, authentication links and devices and must not share an account where individual access can be issued.

Do not:

• Access or attempt to access an account, Club workspace or submission without authority
• Use another person's session, reset link, invitation or reviewer token
• Keep using Club access after your role or authority ends
• Bypass authentication, role permissions, rate limits or other security controls
• Probe, scan or test My EOI without prior written permission
• Disclose a vulnerability publicly before My EOI has had a reasonable opportunity to assess it

Club administrators must promptly disable access for personnel who leave or no longer require it.

Except through an authorised integration or with prior written permission, do not:

• Scrape, crawl, harvest or systematically extract data
• Use bots or scripts to create accounts, submit EOIs, send messages or generate traffic
• Reverse engineer, circumvent or interfere with security or access controls
• Upload malicious code or attempt denial-of-service activity
• Overload, degrade or disrupt the service or another user's access
• Use My EOI data to build, train or enrich an unrelated database, profiling service or artificial-intelligence model

Ordinary search-engine indexing of pages My EOI intentionally makes public is not prohibited where it respects published technical controls.

Do not send spam, deceptive promotions, unauthorised bulk messages or marketing that lacks the consent, sender identification or unsubscribe facility required by law.

EOI contact details must not be added to a marketing list merely because a person submitted an EOI. Operational messages about an application, trial or offer must not be used as a pretext for unrelated marketing.

Do not solicit payments, identity documents, passwords or financial details through a message or form unless the request is an authorised and clearly explained part of the service.

Club Users may access Applicant Data only for the Club and purpose for which access was granted. A Club must:

• Limit exports to what is reasonably required for an authorised Club purpose
• Secure exported copies and apply the Club's own retention and deletion rules
• Not share Applicant Data with another club, sponsor or unrelated third party without lawful authority
• Not make a sporting decision on an unlawful discriminatory basis
• Use appropriate human judgement for reviews, trials, offers and selection
• Keep internal notes professional, relevant and suitable for lawful access or disclosure

My EOI provides workflow technology and does not make the Club's final sporting, recruitment, trial or selection decisions.

Do not use an automated output as the sole basis for a significant adverse decision unless the use is lawful, transparent, appropriately tested and subject to meaningful human review.

Do not enter My EOI Applicant Data into a public or general-purpose artificial-intelligence service unless the Club and My EOI have approved the use, required privacy and security checks have been completed, and affected people have received any notice or choice required by law.

Automated tools must not be used to infer sensitive traits, rank children for an unrelated purpose or create hidden profiles outside the Club's explained sporting process.

Do not use My EOI to commit or facilitate fraud, identity misuse, stalking, child exploitation, unlawful discrimination, infringement, breach of confidence, sanctions evasion or any other unlawful act.

Do not manipulate analytics, referral data, review histories, billing records, consent evidence, audit logs or public directory content.

Do not falsely claim that My EOI guarantees selection, eligibility, a trial, a contract, registration or endorsement by a governing body.

Reports should identify the affected account, Club, EOI, URL or content and explain the concern. Do not include unnecessary personal information in a report.

Send misuse, privacy and security reports to richard@myeoi.co. For a child-safety concern, also use the Club's safeguarding process or contact the appropriate authority.

Knowingly false or abusive reports are themselves a breach of this policy.

My EOI may preserve relevant records, restrict access and review account, content, security and audit information where reasonably necessary to investigate a report, protect people or the service, enforce an agreement or comply with law.

Users and Clubs must cooperate with a reasonable investigation and must not destroy or alter relevant records after being asked to preserve them.

My EOI will limit investigation access and disclosures to what is reasonably necessary and lawful.

Depending on seriousness, risk, history and available evidence, My EOI may warn a user or Club, remove or restrict content, reset credentials, limit a feature, suspend an account, disable Club access, reject a submission or listing, preserve evidence, terminate service or refer a matter to an appropriate authority.

Urgent protective action may be taken without advance notice where reasonably necessary for safety, security, legal compliance or prevention of harm. Otherwise, My EOI will aim to explain the alleged breach and provide a reasonable opportunity to respond.

A person or Club directly affected by an enforcement decision may request review by emailing richard@myeoi.co with relevant evidence.

My EOI will consider whether the decision was proportionate and based on accurate information. A review does not require My EOI to restore content or access while a material safety, security or legal risk remains.

My EOI may update this policy when the service, risks or legal requirements change. Material changes will be communicated where reasonable and will not retrospectively authorise unrelated use of personal information.

Questions can be sent to richard@myeoi.co.