Privacy Policy

My EOI is operated by Laundro Group Pty Ltd (ABN 75 687 684 546).

This Privacy Policy explains how My EOI handles personal information through the My EOI website, accounts, public EOI directory, EOI forms, dashboards, club tools, trial and review workflows, offers, messages, billing, support and related services.

It applies to visitors, applicants, players, parents and guardians, club representatives, coaches, administrators and other people whose information is handled through My EOI.

This policy is not a substitute for a collection notice presented at the time information is collected. Applicants should also read the EOI Collection Notice and any additional terms or notice supplied by the relevant club.

Privacy responsibility depends on the activity. A club generally decides why applicant information is collected, which questions are asked, who within the club may review it, and how it is used for recruitment, trials, assessment, selection and club communications.

My EOI provides and administers the technology used to collect, store and manage that information. When My EOI handles club EOI information only to provide the service requested by the club, My EOI acts as the club's service provider and, where controller and processor terminology applies, its processor.

My EOI separately determines how information is handled for My EOI accounts, authentication, billing, platform administration, support, security, audit, legal compliance, My EOI analytics, product operations, public-directory moderation and consent-based My EOI marketing. For those activities, My EOI has its own privacy responsibilities and may be an independent controller.

Applicants, players and parents are the people the information is about. They are not controllers merely because they submit or manage information. Club staff act under the authority of their club.

Australian privacy law may impose obligations on more than one organisation that collects or holds the same information. Nothing in this policy transfers or excludes a responsibility that cannot lawfully be transferred or excluded.

Depending on how the service is used, My EOI and the relevant club may collect and hold:

• Identity and contact information, including names, email addresses, phone numbers and account identifiers
• Parent, guardian, family and authorised-representative details
• Player or coach details, including date of birth, gender, location, current club, playing or coaching history, positions, programs and age groups
• EOI answers, custom form responses, eligibility answers and supporting links
• Player profile information, images, club logos, documents, video links, screenshots and other uploaded content
• Club assessments, internal notes, review status, trial attendance, outcomes, messages, offers and contract-related records
• Club subscription, billing status and transaction references; complete payment-card details are handled by the payment provider rather than stored by My EOI
• Marketing preferences and records of consent or unsubscribe requests
• External EOI listing information, including club contact details and information used to review and publish a listing
• Support communications and records of complaints or requests
• Technical and usage information, including IP address, browser, device, approximate location, timestamps, logs, referral data, analytics events and security signals

Clubs can configure their own form questions. A club must not ask for information that is excessive or unrelated to its legitimate sporting purpose.

Some club-configured questions or uploads may reveal sensitive information, such as health or injury information, disability information, racial or ethnic origin, or information connected with eligibility and screening. Clubs should collect sensitive information only where reasonably necessary and with the consent or other authority required by law.

Do not upload medical records, identity documents, criminal-history material or other highly sensitive files unless the form clearly explains why the club requires them and you are comfortable providing them.

A person uploading an image, video, document or other content must have authority to provide it and must respect the privacy, intellectual property and safety of every person shown or identified.

Information may be collected directly from you, from a parent, guardian or authorised representative, from a club acting in connection with its sporting activities, or automatically when the service is used.

Collection can occur when someone creates an account, submits or updates an EOI or player profile, responds to a club invitation, uploads content, communicates with a club, participates in a trial or review process, accepts an offer, subscribes to My EOI, submits an external listing, contacts support or interacts with the website and emails.

If you provide information about another person, you must be authorised to do so and, where required, have made this policy and the relevant collection notice available to them.

My EOI may handle personal information where reasonably necessary to:

• Provide accounts, authentication and requested platform features
• Deliver an EOI to the selected club and support the club's review, trial, communication, assessment and offer workflows
• Maintain player and family profiles and link them to submitted EOIs
• Provide customer support and respond to access, correction, privacy and complaint requests
• Process club subscriptions and maintain billing records
• Review, moderate and publish approved public-directory listings
• Send service messages, confirmations, security notices and other transactional communications
• Send My EOI marketing only where permitted and subject to an available unsubscribe option
• Measure and improve the reliability, accessibility, security and performance of the service
• Detect, investigate and prevent misuse, fraud, security incidents and violations of our policies
• Maintain records, resolve disputes and comply with legal obligations

Information collected for a club EOI will not be used to train a general-purpose artificial intelligence model or for unrelated My EOI marketing without a separate lawful basis, clear notice and any consent required by law.

Information submitted through an EOI is made available to the club identified on that form. Depending on their authorised role, club users may access applicant and parent or guardian details, responses, profiles, media, notes, review information, messages, trial records, outcomes and offers connected with that club.

The club is responsible for deciding which of its staff and volunteers require access, keeping that access current, using information only for legitimate club purposes, and complying with applicable privacy, child-safety and sporting obligations.

My EOI may assist with access, correction, deletion and complaint requests. A request concerning a club's recruitment decision, internal assessment or independently retained records may need to be decided or answered by that club.

Club and EOI information approved for the public directory may be publicly visible, including a club name, logo, sport, location, social links, website and EOI opportunity details.

Personal submitter contact details collected to review an external listing are not intended to be displayed in the public directory. My EOI may review, edit, approve, reject, suspend or remove a public listing to operate and protect the directory.

Public information may be indexed, cached or copied by search engines, social networks or third parties outside My EOI's control.

My EOI may provide information to service providers where reasonably necessary to operate the service. Current categories and examples include:

• Cloud database, authentication and storage services, including Supabase
• Application hosting, performance and deployment services, including Vercel
• Email delivery services, including Resend
• Payment and subscription services, including Stripe
• Analytics and performance services, including Google Analytics, Vercel Analytics and Vercel Speed Insights
• Mapping and location services, including OpenStreetMap or Nominatim where location tools are used
• Professional advisers, insurers, auditors, regulators, law-enforcement bodies and other recipients where authorised or required by law

Providers are permitted to handle information only for the services they supply, subject to their contracts, privacy terms and applicable law. My EOI does not sell personal information.

Service messages can include account verification, password resets, security notices, EOI confirmations, club messages, review updates, trial invitations, offer communications, billing notices and support replies. These are separate from marketing preferences where they are necessary to provide or secure the service.

My EOI marketing may include product news, resources, research or offers. Where consent is required, the choice will be optional and will not be bundled with submitting an EOI. Marketing messages will identify the sender and provide a functional unsubscribe facility.

You can change your My EOI marketing preference in account settings where available or use the unsubscribe option in a marketing message. An unsubscribe does not stop necessary service messages.

A club is responsible for the lawfulness of marketing or promotional messages it sends or exports independently. Club operational communications about an EOI should not be repurposed as marketing without appropriate authority.

My EOI uses cookies and similar technologies for authentication, security, preferences, analytics and service performance. These tools may collect page views, interaction events, referral information, browser and device details, approximate location and performance data.

My EOI uses platform analytics for its own service operations. A club may separately add its own Google Analytics Measurement ID to a public EOI form; that club is responsible for its analytics configuration and resulting data use.

My EOI does not intentionally include names, email addresses or full form responses in analytics event properties. Browser controls can block or remove cookies, although doing so may affect login or other functionality. Where applicable law requires additional consent, an appropriate consent mechanism should be provided.

Some service providers may store or process information outside Australia or permit authorised support access from another country. The locations can change as providers change their infrastructure.

My EOI takes reasonable steps required by applicable law when engaging overseas providers and considers contractual, security, access, deletion and incident-response arrangements. You can contact My EOI for current information about likely overseas locations relevant to the service providers handling your information.

My EOI uses technical and organisational measures intended to protect information against misuse, interference, loss and unauthorised access, modification or disclosure.

• Authentication and role-based access controls
• Club-level access boundaries and database security rules
• Restricted and logged platform-administrator access
• Hosting, storage and transport security controls
• Monitoring, audit records and incident-response procedures
• Provider review and secure software-development practices

Authorised My EOI personnel may access information where reasonably necessary for support, security, administration, legal compliance or another purpose described in this policy. No online service can guarantee absolute security. Users must protect their credentials and promptly report suspected unauthorised access.

Retention depends on the type of record, the club's legitimate record-keeping needs, the status of the account or subscription, security and audit requirements, dispute limitation periods, and legal obligations.

Closing an account or club does not necessarily remove every record immediately. My EOI may delete, de-identify, anonymise, archive or restrict records. Some EOI, message, review, offer, billing, security and audit records may be retained where reasonably required. Information may also remain temporarily in protected backups until the relevant backup cycle expires.

Where personal information is no longer needed for a permitted purpose and no law requires its retention, My EOI will take reasonable steps to destroy or de-identify it. Clubs are responsible for copies they independently export or retain outside My EOI.

You may ask My EOI for access to or correction of personal information it holds. You may also request account deletion, withdraw a consent where processing depends on that consent, or ask how a retention decision applies to you.

My EOI may need to verify your identity and coordinate with the relevant club. Access or deletion may be limited where required or authorised by law, where another person's privacy would be affected, or where a club or My EOI must preserve a lawful record. If a request is refused, My EOI will explain the reason and available complaint pathway where required.

Requests are free to make and can be sent to richard@myeoi.co. My EOI aims to acknowledge requests promptly and, where the Privacy Act applies, respond within the period required by law.

My EOI supports junior-sport EOIs and may handle information about children. Notices and choices should be understandable to the young person as well as their parent or guardian.

A submitter must accurately identify whether they are the player, parent, guardian or another authorised representative. Where a young person does not have capacity to provide valid consent, a parent or guardian with appropriate authority must act on their behalf. The young person should still be involved in the decision where practicable.

Clubs must minimise the information they request about children, restrict staff access, obtain any consent needed for sensitive information or media, and use the information only for the explained sporting purpose.

My EOI maintains processes to assess and respond to suspected data incidents. Where a breach is likely to cause serious harm and notification law applies, My EOI and the relevant club will coordinate assessment, containment, remediation and any required notification to affected people and the Office of the Australian Information Commissioner.

To make a privacy complaint, describe the issue and the outcome you seek by emailing richard@myeoi.co. My EOI will investigate, may consult the relevant club, and aims to respond within 30 days where practicable.

My EOI may introduce tools that assist people to organise, search, summarise or review information. My EOI will assess privacy and child-safety risks before using identifiable personal information in a new artificial-intelligence or automated-decision feature.

My EOI will not represent an automated output as a club's final sporting decision. If a computer program makes or materially assists a decision that could significantly affect a person, My EOI will provide the transparency and controls required by applicable law before that processing begins.

My EOI may contain links to club forms, social networks, websites or other third-party services. Their operators are responsible for their own privacy practices. Review their terms and privacy information before providing personal information to them.

My EOI may update this policy when services, providers or legal requirements change. Material changes will be communicated where reasonable, and the updated date will appear on this page. A change will not retrospectively authorise a materially different use where further notice or consent is required by law.

For privacy questions, requests or concerns, contact richard@myeoi.co.

Related documents: Terms & Conditions, Acceptable Use Policy and Club Data Processing Agreement.