Your club's data, handled with care.
A plain-English summary of what we collect and why. Draft, pending legal review.
Who we are
EasyMeet is phone-based swim-meet timing software for community swim clubs, provided by FLYNN WINSTANLEY PTY LTD (ABN 76 702 189 544), trading as EasyMeet. This page explains what personal information we collect, why, and how it is handled under the Australian Privacy Principles (APPs). It is a plain-English draft and will be finalised with a legal review before public launch.
Scope
This policy covers the EasyMeet marketing website (this site, served via Vercel) and the EasyMeet app (served via Cloudflare, currently at app.easymeet.com.au) used by clubs to run and time meets.
What we collect
Account details for coaches and club admins (name, email). Club and meet data a club creates or imports (events, heats, lanes, program files). Swimmer data entered by the club or a parent/guardian when a swimmer is added to a meet (see "Swimmers and children" below). Basic technical and usage data (device, browser, IP address, log data) needed to run and secure the service. Volunteer timer and starter phones join a meet by short code without creating an account, so we do not collect personal logins from them. Payment card details are collected and processed directly by Stripe; we do not see or store full card numbers.
Swimmers and children
Many swimmers timed through EasyMeet are children. Their data is entered by the swim club or a parent/guardian, not created by the child using our platform. The club is the collector and, for privacy law purposes, is responsible for its swimmers' data; EasyMeet processes it on the club's behalf strictly to run the meet. What is collected: swimmer name, date of birth (used to determine age group), gender, club, event entries, results and personal-best history. Purpose: to build heats and lanes, run live timing, calculate personal-best verdicts and points, and produce results for the club. Retention: kept while the club's account is active so future personal bests can be compared against past ones; a club or parent/guardian can ask us to delete a swimmer's data at any time. We do not use swimmer data for advertising or profiling, and we never sell it. Access, correction or deletion requests for a swimmer's data can be made by the club or a parent/guardian by emailing hello@easymeet.com.au.
How we use it
To run meet timing, show live results and personal-best verdicts, produce exports, process payments, send account and meet-related email, and keep the service secure and reliable. We use personal information only to provide the service, not for advertising.
Where it is stored
Club, meet and account data is stored using Convex (convex.dev). Convex's hosting infrastructure is located outside Australia [CONFIRM REGION]. The app is served via Cloudflare and this marketing site is served via Vercel. Access to club data is restricted by login and role-based permissions.
Overseas disclosure (Australian Privacy Principle 8)
Because Convex, Cloudflare and Vercel may store or process data outside Australia [CONFIRM REGION], some personal information may be disclosed to or handled by overseas recipients as part of running the service. Payment information is disclosed to Stripe (see "Payments" below), which may also process data overseas, and email is sent via Resend, which may process data overseas. We take reasonable steps to ensure these providers handle personal information consistently with the Australian Privacy Principles.
Payments
Entry fees and subscription payments run through Stripe Connect. Club and association subscription payments are collected by FLYNN WINSTANLEY PTY LTD. Meet entry fees paid by a swimmer's family go directly into the host club's own Stripe account; EasyMeet does not take a cut of entry fees and does not hold that money. Stripe processes and stores the payment details needed to do this. See our Refund policy for cancellations and entry-fee disputes.
We use Resend to send transactional email, such as account, meet and receipt notifications. Resend processes the recipient address and message content needed to deliver that email.
Sharing
We do not sell personal information. We share it only with the service providers named on this page (Convex, Cloudflare, Vercel, Stripe, Resend) as needed to run the service, or where required by law.
Retention
We keep account and meet data while a club's account is active, and for a reasonable period afterward for records and dispute purposes, then delete or de-identify it. A club, parent or guardian can request earlier deletion at any time.
Your rights
Under the Australian Privacy Principles you can ask us to access, correct or delete personal information we hold about you or a swimmer you are responsible for. Email hello@easymeet.com.au and we will respond within a reasonable time.
Complaints
If you believe we have mishandled personal information, contact us at hello@easymeet.com.au first so we can try to resolve it. You may also contact the Office of the Australian Information Commissioner (OAIC).
Changes to this policy
We may update this policy as the service changes. Material changes will be reflected here with an updated date.
Contact
Questions about privacy: hello@easymeet.com.au.
Draft · last updated September 2026