Privacy Policy

1. About this policy

Versen is a player passport and club management service for sports clubs, run by [legal entity name, ABN] (“Versen”, “we”). This policy covers everyone who uses Versen: players and members, club committees, people who apply to a club or register for a public event, and visitors to public pages.

Your passport is yours; club records are the club's. You decide what goes in your passport and what you share. When you join, apply to or register with a club, the club decides what it does with the records it keeps about you: fees, team places, attendance, applications and its own files. We store and handle those records for the club, on its instructions. The club's own privacy policy, if it has one, also applies.

2. What we collect

We collect what you give us, what a club records about your time with it, and a little about how Versen is used. We never receive your card details.

Sensitive information. Clubs design their own application and registration forms, so a form may ask about health, injuries or other sensitive matters. Answer only what you're comfortable sharing. By answering, you agree to the club receiving it, and the club is responsible for why it asks.

Details other people give about you. You may be in Versen because someone else added you: as an emergency contact, in a group registration, as a team-mate in a fee request, or in a club's records. If you're in a group registration, we email you a link to take yourself off. For anything else, contact the person or club, or contact us. If you add someone else's details, please have their agreement first.

What we don't collect. We don't buy information about you, look you up on social media, or combine Versen with data from data brokers.

3. Why we use it

We use your information to run Versen for you and your clubs, and for nothing else. We don't sell it, show advertising or share it with data brokers.

• To run your passport and profile page, and let you apply to clubs.
• To run clubs: memberships, teams, selection, events, availability, fees and payments.
• To email you about your account, your clubs, your applications and your payments (section 8).
• To answer you when you contact us, and to decide on a request to set up a club.
• To understand how Versen is used, so we can improve it (section 9).
• To keep Versen secure and prevent abuse.
• To meet legal obligations, such as keeping payment records.

We disclose information outside Versen only:

• to the service providers in section 10, to run Versen;
• when the law requires it, such as a court order or a valid request from police or a regulator. Where we're allowed to, we'll tell you or your club first;
• to our professional advisers, such as lawyers and accountants, under confidentiality;
• to protect someone's safety, or our rights or other users', in a legal claim;
• to a business that takes over Versen, which must keep to this policy. We'll tell you before your information moves.

No marketing without asking. We won't send you promotional emails unless you choose to receive them, and each one will have an unsubscribe link.

4. Who sees it

A club sees only what you share with it or what it records itself. People at Versen look at your information only to support you, review a club request or keep the service running.

You never see selectors' scores, notes or tryout attendance about you.

Club downloads. A club's committee can download spreadsheets of its members, fees, applications and event registrations. Once downloaded, the copy is outside Versen and the club is responsible for keeping it safe.

Messages clubs write. Updates and event messages are written by the club and sent through Versen. We don't read them, except to help with support or investigate a report of abuse. Email isn't a secure channel, so clubs shouldn't use it for sensitive information.

5. Your profile page, club pages and search

Your profile page is public by default, and search engines can index it. You can change who sees its details at any time in your passport, and the change takes effect at once.

• You can add your self-reported journey, achievements and tournament teams to your profile page, labelled as your own.
• Never shown: contact details, association numbers, emergency contacts, applications, fees, or anything you've shared with a club.
• A club's public page lists players with public profiles. A club's name, city, sports, open applications and public events are public.
• Anyone can search Versen for clubs, open applications, public events and players. Search never shows more than the person's profile page does.

6. Videos, YouTube and club files

Videos in Versen are YouTube videos, and club files are links to files kept elsewhere. Versen stores the link, a title and who it's for, not the video or file itself.

• Video thumbnails load from YouTube, so Google sees your IP address when a page with a video is shown. YouTube's player loads only when you press play.
• Versen uses YouTube API Services to suggest official tournament streams. Google's use of information is covered by the Google Privacy Policy (opens in a new tab).
• Only a club's current members see its team videos in Versen. An unlisted YouTube video can still be watched by anyone with its link.
• The service a club keeps a file on (for example Google Drive or Dropbox) decides who can open it.
• When you delete your account, team videos and file links you added stay with the club, without your name.

7. Payments

Stripe processes card payments, and your card details go to Stripe, never to Versen. Payments to a club go into the club's own Stripe account. Stripe's handling of your information is covered by the Stripe Privacy Policy (opens in a new tab).

• The email you give on Stripe's payment page goes to the club's Stripe account, so the club can see it there.
• Versen keeps each payment's amount, date and Stripe reference in the club's fee records. Refunds the club makes in Stripe are recorded on your fees automatically.
• We email a receipt for each online payment to your sign-in email.
• Each member has a payment reference for bank transfers. If the club's treasurer imports its bank statement, Versen matches payments to members by that reference, an invoice number or a name, and the treasurer confirms each one.
• If an application costs money, it waits, unseen by the club's selectors, until your payment arrives. An unpaid application is deleted when you withdraw or the application closes. The payment record stays in the club's finances.
• If you ask your club to charge your team for something, its owners, admins and treasurers see the request, the reason, the team-mates you named and whether you paid for it.
• A club owner who subscribes to Versen gives their card and billing details to Stripe. Versen keeps the plan, its status and Stripe's customer reference.

8. Emails and calendar feeds

We email your confirmed sign-in address about things you're part of. You choose which event emails you get, but some messages can't be turned off while they apply to you.

Answer buttons work without signing in. Event emails let you answer with one press. Anyone you forward the email to can also answer for that event until it starts, so take care when forwarding.

Calendar feeds. You can make a private link that shows your events in your calendar app, which fetches it from Versen. Anyone with the link can see those events, so you can reset or stop it at any time.

9. Cookies, analytics and logs

Versen uses only the cookies it needs to work. Analytics runs only if you allow it.

• Usage events: Versen records what people do in it (signing in, creating a club or event, answering availability, recording a payment), with who did it and in which club. They're never shared, are in your data download, and are kept for 2 years.
• Page views: Versen counts the pages visitors open without cookies. Your IP address is used only to count unique visitors each day, and Versen doesn't store it.
• Analytics, if you allow it: PostHog, hosted in the European Union, shows us which pages people move through and where they get stuck, including recordings of the screen with every word, entry, photo and video hidden. PostHog is never told who you are, even when you're signed in. It's kept for up to 1 year. Change your choice with Analytics choice in any page's footer. If your browser sends Global Privacy Control or Do Not Track, we treat it as a no.
• Email: we don't track whether you open our emails or click their links.
• Technical logs: our hosting and database providers keep short-lived logs of requests, including IP addresses, to keep Versen running and secure.

10. Service providers and overseas disclosure

We use a small number of service providers to run Versen, and some of them store or process information outside Australia. Each handles it only to provide its service to us.

11. How long we keep it

We keep your passport until you delete your account. Other records are kept for set periods, and payment records stay with the club because clubs need them for their accounts.

When you delete your account, we delete your passport and photo, history, shares, applications, availability, attendance, roles, invitations and messages to support. The club keeps your memberships, team places and fee records, shown as “Deleted member”. You can't delete your account while you owe a club money or are a club's only owner.

If a club removes you, your team places and roles in current seasons end. Your history from ended seasons, fee records, attendance and past answers stay with the club, and you can still see and pay your fees.

12. Security and data breaches

Access to your information is checked by the database itself, not only by the app, so a club or person sees only what they're allowed to.

• Passwords are stored hashed, and connections are encrypted.
• Photos and application files are private and opened only through short-lived links.
• Our own backups are encrypted and kept for 4 weeks.
• If a data breach is likely to cause serious harm, we'll tell the people affected and the Office of the Australian Information Commissioner, under the Notifiable Data Breaches scheme. If it involves a club's records, we'll tell the club too.

13. Your choices and rights

Most of what you can ask for, you can do yourself in Versen straight away. For anything else, contact us and we'll respond within 30 days.

• Choose who sees your profile: public, members only or private, in your passport.
• Correct your details by editing your passport. For a club's records about you, ask the club or us.
• Download your data, or delete your account, from your Account page.
• Choose your event emails in your account, and stop club setup emails with Hide setup steps.
• Withdraw an application, which deletes it and its files and stops its emails.
• Reset or stop a calendar feed in your account.
• Allow or decline analytics with Analytics choice in the footer.
• Ask about Versen without giving your name. We'll need to identify you to act on your account.

14. Contact, complaints and changes

Contact us with any question or complaint about your privacy. We'll reply within 30 days. If you're not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au (opens in a new tab) or on 1300 363 992.

We'll update this policy when Versen changes what it collects or how it uses it. For a significant change, we'll tell you by email or in Versen before it takes effect. The Terms of Use explain the rest of the agreement between you and Versen.