Privacy Policy

1. About This Policy

This Privacy Policy ("this Policy") is the single, group-wide privacy policy of the National Pickleball League group ("NPL Group", "we", "us", or "our"). It governs how each entity listed in Schedule A of this Policy collects, uses, holds, and discloses personal information.

Each entity in the NPL Group formally adopts this Policy as its own privacy policy. By adopting a single group-wide policy, we are able to provide consistent and transparent privacy practices across all of our platforms, venues, and operations. Where an entity's operations require additional or entity-specific privacy information, supplementary notices may be provided at the relevant collection point.

This Policy applies to all personal information collected by NPL Group entities through:

• National league and competition administration, including player registrations, rankings, draws, and results;
• Venue operations at our owned and operated pickleball venues (including The Jar Pickleball Club, South Melbourne and any future venues);
• Digital platforms, including any NPL Group-operated websites, rankings and competition platforms, venue booking systems, player portals, mobile applications, and any other NPL Group-branded or NPL Group-operated digital tools and services;
• Events, tournaments, and showcases organised or sanctioned by NPL;
• Commercial partnerships, sponsorships, and vendor relationships; and
• Any other interaction with NPL Group entities by members, participants, visitors, partners, or the general public.

Each entity listed in Schedule A is independently responsible, as a separate legal entity, for the personal information it collects. By publishing and adopting this Policy, each entity meets its obligations under the Privacy Act 1988 (Cth).

We are committed to handling personal information responsibly and in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles ("APPs"). By using our platforms, registering as a player, visiting our venues, or engaging with any NPL Group entity in any capacity, you acknowledge the collection and use of your information as described in this Policy. Where specific consent is required under the Privacy Act (for example, for sensitive information or new marketing uses), we will seek that consent separately at the relevant collection point.

2. The NPL Group

The NPL Group operates a broad pickleball ecosystem in Australia spanning national league competition, owned-and-operated venues, technology platforms, events, and community development.

The current covered entities are set out in Schedule A at the end of this Policy. The NPL Group currently comprises:

• NPL Trading Pty Ltd (NPL): Australia's National Pickleball League and ecosystem operator. NPL administers the national competition structure, including player registrations, rankings, draw management, results, and officiating across multiple states and territories. NPL also operates NPL's national digital platforms, events, sponsorships, and commercial partnerships.
• The Jar Pickleball Club Pty Ltd: The operator of The Jar – South Melbourne and The Jar – HQ (Maidstone). The Jar venues are dedicated pickleball venues offering court hire, coaching, junior programs, social competitions, and community events.

This Policy will be updated to reflect the addition of new entities or venues as the NPL Group expands. The current list of entities is maintained in Schedule A.

3. Information We Collect

The personal information we collect depends on how you interact with the NPL Group. We collect information directly from you wherever practicable, or from your parent or guardian where you are under 18. We may also collect information from third parties such as affiliated state sporting bodies, national governing bodies, and technology platform providers where this is consistent with the APPs.

3.1 Registration and Membership

• Identity and Contact Details: Name, date of birth, gender, email address, phone number, address, and state of residence when you register as a player, create a venue membership, or sign up for any NPL Group program or service.
• Membership and Classification: Membership tier, playing classification, grading information, and officiating accreditation details.
• Emergency Contacts: Emergency contact details for participants in coached sessions, junior programs, or events.
• Health and Accessibility Information: Health, injury, or accessibility information where voluntarily provided and relevant to safe participation or competition administration. This is sensitive information under the Privacy Act and is collected only with your consent.
• Club and Operator Information: Contact details of club representatives, venue operators, and affiliated staff; business information and ABN details relevant to affiliation or operating agreements.
• Accreditation and Officials: Referee, umpire, and coaching accreditation records, including Working with Children Check details where required.

3.2 Competition and Venue Activity

• Competition Records: Player ranking data, match results, performance records, and competition history across all NPL-administered competitions and events.
• Booking and Transaction Information: Court booking history, session preferences, reservation records, and payment information processed through our secure booking platform. We do not store full card details — payments are handled by a PCI-compliant third-party payment provider.
• Venue Visitor Information: Walk-in visitor sign-in information where required for safety, waiver, or capacity management purposes.
• CCTV Footage: Surveillance footage collected at NPL Group venue premises for safety and security purposes. CCTV signage is displayed at all collection points.

3.3 Digital Platforms and Technology

• Account Information: Registration details, login credentials, and profile information for NPL digital platforms and venue booking systems.
• Platform Usage Data: Pages visited, session duration, features used, device type, operating system, browser, and IP address collected through standard analytics tools.
• Communications: Enquiries, support requests, feedback, and survey responses submitted through our platforms, apps, or customer service channels.
• Marketing Preferences: Your consent status and preferences for receiving marketing communications.
• Social Media Interactions: If you interact with NPL Group accounts on social media platforms (including Instagram, Facebook, TikTok, or LinkedIn), we may collect your publicly available profile information, the content of your interaction (comments, messages, tags, and reactions), and any personal information you choose to share with us through those platforms.
• Social Media Advertising Data: We use advertising and tracking tools provided by social media platforms (including Meta Pixel on Facebook and Instagram) to measure the effectiveness of our advertising, understand how users arrive at our platforms, and deliver relevant promotional content to people who have previously visited our websites or interacted with our content. This may involve sharing limited data (such as hashed email addresses or device identifiers) with those platforms to build and target audiences. You can manage your advertising preferences through your social media account settings.
• User-Generated Content: If you tag NPL Group accounts, use our event hashtags, or share content featuring NPL competitions or venues, we may reshare or feature that content on our own platforms and channels. Where your content includes identifiable personal information, we will handle it in accordance with this Policy.

3.4 Events and Broadcast

• Event Registrations: Name, contact details, and relevant player or official information for NPL-sanctioned events, tournaments, and showcases.
• Photography and Video: Photographs and video footage captured at NPL events and venues, including footage that may be used for broadcast, promotion, and archival purposes. Consent is managed through event participation terms and, for juniors, separate parental consent.
• Media Accreditation: Details of accredited media personnel attending NPL events.

3.5 Commercial Partners and Sponsors

• Business Contact Information: Names, titles, and contact details of representatives of commercial partners, sponsors, broadcast partners, and vendors.
• Contractual and Financial Information: Business details, ABN, bank account details (for payment purposes), and agreement records necessary to manage our commercial relationships.
• Correspondence: Communications with commercial partners in connection with sponsorship, licensing, and vendor agreements.

3.6 Employment and Contracting

This Policy applies to personal information held about employees, contractors, volunteers, and coaches of NPL Group entities. Additional privacy notices and obligations apply in the employment context consistent with applicable workplace legislation. Please contact us if you have questions about how we handle your information as an employee, contractor, or volunteer.

Where it is lawful and practicable to do so, you may choose not to provide certain personal information. However, this may limit our ability to provide services, administer your competition participation, or process your requests.

4. How We Use Your Information

We use personal information collected across the NPL Group for the following purposes. We will only use personal information for the purpose for which it was collected or a directly related purpose that you would reasonably expect, unless you have consented otherwise or we are required to do so by law.

• League Administration: To register players, manage competition draws, track rankings and results, accredit officials, and administer the national competition structure across all states and territories.
• Venue Operations: To manage memberships, court bookings, event registrations, access control, coaching and junior programs, and the day-to-day operation of our venues.
• Platform Operations: To maintain player and club accounts, administer the NPL portal and mobile applications, and support technical operations of our digital platforms.
• Safety and Security: To operate CCTV and physical security systems at our venues, and to manage incident responses, emergency contacts, and Working with Children compliance obligations.
• Event Management: To organise, sanction, and promote NPL events and national tournaments, including managing registrations, scheduling, officiating, and results.
• Broadcast and Content: To produce, publish, and distribute competition content, including player profiles, match results, photography, and video footage, through our platforms and broadcast partnerships. By entering or participating in any NPL-administered competition or event, participants acknowledge that their name, results, ranking, and likeness may be published as part of the competition record.
• Communications: To send operational notices, league updates, competition schedules, booking confirmations, program information, and rule or policy changes to players, members, clubs, and partners.
• Marketing: With your consent, to send newsletters, promotional content, event announcements, and community news via email and other channels. You can opt out at any time via the unsubscribe link in any email or by contacting us directly.
• Social Media Marketing: To deliver targeted advertising and promotional content through social media platforms including Facebook, Instagram, and TikTok. This may include creating custom audiences from our member and customer data and using platform advertising tools to reach people with relevant content.
• Club and Partner Support: To manage affiliation and partnership agreements, facilitate data sharing necessary for integrated league and venue operations, and support affiliated clubs and state sporting bodies.
• Commercial Partnerships: To manage sponsorship, licensing, vendor, and broadcast partner relationships.
• Analytics and Improvement: To analyse platform usage, competition participation trends, venue utilisation, and community growth in order to improve our services and digital platforms.
• Legal Compliance: To meet our obligations under the Privacy Act 1988 (Cth), Working with Child Safe legislation, occupational health and safety legislation, financial record-keeping obligations, and any other applicable laws and regulations.

Sensitive information (as defined under the Privacy Act, including health information, racial or ethnic origin, and criminal record information) will only be used for the primary purpose for which it was collected, a directly related secondary purpose, with your explicit consent, or as required or authorised by law.

5. Sharing Your Information

We do not sell personal information. We may share it in the following circumstances:

• Within the NPL Group: Personal information may be shared between NPL Group entities (as listed in Schedule A) for the purposes set out in this Policy.
• Affiliated Clubs and State Sporting Bodies: Where required for the administration of state-level competitions, cross-body governance, or affiliation management.
• Technology and Platform Providers: We share data with third-party technology providers who support our digital infrastructure, booking platforms, analytics, and communications.
• Payment Processors: Payment information is processed by PCI-compliant third-party providers. We do not store full card numbers or sensitive payment credentials.
• Broadcast and Media Partners: With appropriate consent or under event participation terms, player names, competition data, photographs, and footage may be shared with broadcast partners and media outlets.
• Commercial Sponsors and Partners: Aggregate or de-identified data may be shared with commercial partners for reporting and audience insights. Individually identifiable information will only be shared with sponsors where you have provided explicit consent.
• Safety and Emergency Situations: We may disclose personal information where reasonably necessary to protect the health or safety of any individual.
• Legal and Regulatory Bodies: We may disclose information where required by law, court order, a lawful government or regulatory request, or to enforce our legal rights.
• Business Transfers: In the event of a merger, acquisition, restructure, or change of ownership, personal information may be transferred to a successor entity.

Where personal information is shared with overseas recipients, we will take reasonable steps to ensure those recipients handle it consistently with the APPs, in accordance with APP 8.

6. Data Security

NPL Group entities implement organisational and technical security measures appropriate to the scale and sensitivity of the personal information we hold. These measures may include:

• Encrypted data storage and transmission across our technology platforms and cloud infrastructure.
• Access controls limiting staff and contractor access to personal information to what is necessary for their role.
• Secure authentication for access to core systems and platforms.
• PCI-compliant payment processing — we do not store full card numbers or sensitive payment credentials.
• Restricted physical access to venue areas where personal records, computers, or CCTV systems are located.
• CCTV footage stored in secure systems with access limited to authorised personnel.
• Data handling obligations on affiliated venues, clubs, and third-party providers through contractual arrangements.
• Periodic review of our information security controls and data handling practices.
• Staff and contractor awareness of privacy and data security obligations.

While we implement strong security practices, no digital system or physical environment is completely immune to risk. In the event we become aware of a security incident affecting personal information, we will respond promptly in accordance with our Notifiable Data Breaches obligations (see Section 8).

7. Data Retention

We retain personal information for as long as is necessary to fulfil the purpose for which it was collected, or as required or permitted by law.

7.1 League and Competition Records

• Active player registration records: Retained for the duration of the player's active involvement with NPL.
• Named competition records: Player name, team affiliation, match results, rankings, competition history, and associated competition photography and video — retained indefinitely as permanent sporting records.
• NPL photography and visual assets: All photographs, video footage, and audiovisual content captured by or on behalf of NPL are the intellectual property of NPL Trading Pty Ltd and are retained indefinitely.
• Ancillary personal information: Contact details, email address, residential address, and payment data — retained for seven (7) years following the player's last active season, then securely destroyed or de-identified.
• Published competition results: Results published on NPL platforms or third-party databases are treated as permanent historical sporting records.

7.2 Venue Records

• Membership records and booking history: Retained for seven (7) years from the end of the membership or last transaction.
• CCTV footage: Retained for up to thirty (30) days, unless required in connection with an incident, complaint, insurance matter, or legal proceeding.
• Junior program records: Retained for the duration of the program plus seven (7) years, or as required by applicable child safety regulations, whichever is longer.

7.3 Commercial and Platform Records

• Club and operator agreement records: Retained for seven (7) years from the end of the relevant agreement.
• Platform account data: Retained for the duration of the active account and for seven (7) years following account closure or last activity.
• Marketing consent records: Retained until consent is withdrawn, or for seven (7) years from the date of last contact, whichever is earlier.
• Employment and contractor records: Retained in accordance with applicable employment legislation (generally seven (7) years).

When personal information is no longer required and no retention period applies, we securely destroy or de-identify it in accordance with our data handling procedures.

8. Notifiable Data Breaches

All NPL Group entities are subject to the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Cth).

If we become aware of a data breach that is reasonably likely to result in serious harm to any affected individual, we will comply with our obligations under the NDB scheme — including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

If you believe your personal information held by an NPL Group entity may have been compromised, please contact us promptly using the details in Section 14.

9. Your Rights Under Australian Privacy Law

Under the Privacy Act 1988 (Cth) and the APPs, you have the following rights:

• Access: You may request access to your personal information. We will respond within 30 days.
• Correction: You may ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading.
• Use a pseudonym or remain anonymous: Where practicable and lawful, you may interact with us without providing your full identity.
• Opt-Out of Marketing: You may unsubscribe from NPL Group marketing communications at any time via the unsubscribe link in any email, or by contacting us directly.
• Complaint: You may lodge a complaint with the relevant NPL Group entity about how your personal information has been handled.

To exercise any of these rights, please contact the relevant NPL Group entity using the contact details in Schedule A, or contact us centrally at info@nplpickleball.com.au.

If you are not satisfied with our response, you have the right to escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

10. Children and Young People

The NPL Group welcomes junior players and participants. We take extra care in handling the personal information of individuals under the age of 18, consistent with our obligations under the Privacy Act 1988 (Cth) and applicable child safety legislation.

Where we collect personal information about a child, we require consent from a parent or legal guardian. We collect only the information necessary for the relevant program or service, and we handle it with appropriate care.

If you believe we have collected personal information from a child without appropriate consent, please contact us using the details in Section 14 and we will address it promptly.

11. Third-Party Links and Integrations

NPL Group websites, platforms, and apps may contain links to, or integrations with, third-party websites and services. We are not responsible for the privacy practices or content of external websites or services. We encourage you to review those policies before providing personal information to them.

12. Cookies and Tracking Technologies

Our websites and digital platforms use cookies and similar tracking technologies to collect information about how you use our platforms. Types of cookies we may use include:

• Essential Cookies: Required for the platform to function, including session management and security. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors use our platforms (e.g., pages visited, time on site). We use tools such as Google Analytics for this purpose.
• Social Media Pixels: We use tracking pixels from social media platforms (including the Meta Pixel) to measure advertising effectiveness, track conversions, and enable retargeting.
• Marketing Cookies: Used with your consent to deliver relevant promotional content and measure the effectiveness of our marketing campaigns.

You can control cookie and tracking preferences through your browser settings or our cookie consent tool where available. Disabling certain cookies may affect the functionality of our platforms.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, the NPL Group structure, legal obligations, or the expansion of our platforms and venues. Material changes will be indicated by an updated date on this page.

Your continued engagement with NPL Group platforms and services after any update constitutes your acknowledgement of the revised Policy.

14. Contact Us and Complaints

For questions, access or correction requests, or complaints relating to how any NPL Group entity handles your personal information:

We will acknowledge your request or complaint within five (5) business days and aim to resolve it within thirty (30) days.

Schedule A — Covered Entities

The following entities are covered by this Privacy Policy and have each formally adopted it as their own privacy policy. Each entity is an independently responsible organisation under the Privacy Act 1988 (Cth).

This Schedule will be updated as new entities join the NPL Group or existing entities change their details. This Policy is published on each NPL Group entity's website.