Hey-Team privacy notice
Version 1. This notice takes effect on the day it goes live on the Hey-Team site.
1. Who we are
Hey-Team is a private messaging app for community sports clubs. Tech 4 Sports runs the app, and each club uses its own separate copy of it. Your club decides who joins and which teams they join.
- App operator: Tech 4 Sports Pty Ltd (ABN 55 703 640 911)
- Your club: the club named on your sign-in page
- Contact for privacy questions: hello@tech4sports.com.au
2. What information we collect
Hey-Team collects only what the club needs to run team chat safely. It does not collect dates of birth, home addresses, phone numbers or payment details.
| Information | Adults and parents | Junior players |
|---|---|---|
| Name | Full name. Others see first name and surname initial. | Full name. Others see first name and surname initial. |
| Sign-in | Email address and password | A username and password that the parent sets |
| Team details | Team, role (player, parent, coach, staff, admin) and position title | Team and age group (U13, U15, U17) |
| Family link | Which junior players you are the approved guardian of | Which adults are their approved guardians |
| Profile | An optional photo and short bio | No photo. Junior players show their initials. |
| What you share | Messages, reactions, photos, videos and files you post | The same |
| Safety records | Reports you make or that name you, and moderation actions | The same |
| Technical | Sign-in time, device and browser type, and IP address | The same |
Passwords are stored only in a scrambled form (a one-way hash). Nobody at Tech 4 Sports or the club can read them.
3. Why we collect it and how we use it
We use your information only to run team chat for your club and to keep junior players safe.
- To run the club's chats: team chats, the club noticeboard, feedback chats between a coach and a junior player, and files.
- To check who may join: invitations, guardian approval for junior players, and adult approval when a junior player turns 18.
- To keep children safe: supervised chats where an approved parent can always read what a coach writes to their child, reports, reviews by safeguarding reviewers, and evidence that stays unchanged.
- To send account emails: invitations, password resets and email checks. The app sends no marketing email.
- To keep the service secure: sign-in checks, limits on repeated attempts, and an audit record of important actions.
We do not sell your information. We do not use it for advertising. We do not use it to train AI systems.
4. Who can see your information
People see only the chats they belong to. Being a club admin does not open a team's chat.
| Person | What they can see |
|---|---|
| Team members | The team chat, and the shown names and photos of others in it |
| A junior player's approved guardians | Every feedback chat between a coach and their child |
| Coaches and team staff | Their own team chats and the feedback chats they take part in |
| Club admins | Team lists, invitations and club settings. Not the content of team chats. |
| Safeguarding reviewers | Reported messages and the evidence kept with a report. More context only after a second person approves, for 7 days. |
| Tech 4 Sports staff | They run the server and its backups. They read chats only when the law requires it, when your club asks in writing for help with a safeguarding case, or to fix a fault. They record each time they do this. |
Junior players cannot start a private chat with an adult or with another junior player.
A reporter's name stays hidden from the person they report.
5. Where your information is kept
Your club's information is kept on a server in Brisbane, Australia. Two services outside Australia also handle some of it.
| Service | What it handles | Where | Protection |
|---|---|---|---|
| BinaryLane | The app and all club information | Brisbane, Australia | Each club has its own separate copy. All connections use HTTPS. |
| Hostinger | Nightly backup copies, kept for 14 days | Jakarta, Indonesia | Encrypted before they leave Brisbane. Only First Use holds the key. Hostinger cannot read them. |
| Google Workspace | Account emails: invitations, password resets and email checks | Google data centres, which can be outside Australia | Sent over an encrypted connection. Emails hold your name and a sign-in link, not your chats. |
Only these two services handle your information outside Australia. The backups stay encrypted the whole time they are in Indonesia.
The app uses no advertising, no tracking and no outside error-reporting service. Push notifications are switched off.
6. How long we keep it
Today the app deletes nothing automatically. We will set retention periods and tell you before any automatic deletion starts.
- Your own messages: you can delete a message you wrote.
- When you leave the club: an admin can deactivate your account. Your past messages stay in the team history.
- Safety records: reports, evidence and audit records stay for as long as a safeguarding case needs them. A hold stops their removal while a case is open.
- Backups: each backup copy is deleted after 14 days.
- Sign-in sessions: a session ends 30 days after you sign in.
7. Children and parent consent
A junior player under 18 joins Hey-Team only after a parent or guardian accepts an invitation and sets up the account.
- The club sends the invitation to the parent, not to the child.
- The parent sets the child's username and password.
- The parent can reset the child's password at any time.
- Each approved guardian can read every feedback chat between a coach and their child.
- If a team loses all approved guardians for a child, the feedback chat stops until a guardian is approved again.
When a junior player turns 18, the club admin approves the move to an adult account. Old junior sign-in details then stop working.
Parents can withdraw consent at any time. Email hello@tech4sports.com.au or ask the club admin. Within 7 days the club deactivates the child's account. The child can no longer sign in, and leaves all chats. Past messages stay in the team history. You can ask us to remove photos and files your child posted, unless a safeguarding case needs them.
8. Your rights and how to complain
You can ask to see the information we hold about you or your child, and you can ask us to correct it.
- Email hello@tech4sports.com.au, and say which club you belong to.
- We check that the request comes from you, or from the child's approved guardian.
- We reply within 30 days.
You can change your own name, photo, bio and password in My settings at any time.
Complaints: email hello@tech4sports.com.au first. If you are not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
For a concern about a child's safety, use Report on the message in the app, or contact your club's safeguarding contact. In an emergency, call 000. Children can also call Kids Helpline on 1800 55 1800 at any time.
9. Changes to this notice
We tell members by email and in the app before an important change to this notice takes effect. This notice takes effect on the day it goes live on the Hey-Team site.
