Joshua Wayne Morrison-Francis T/A Club Comp (ABN 18 484 472 057) (we, us, or our) operates the ClubComp platform at clubcomp.com.au and its club subdomains. We understand that protecting your personal information is important, and this policy explains what we collect, why, how we keep it secure, and your rights under the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
The information we collect
Depending on whether you use ClubComp as a member of a camera club, as a club administrator, or as a visitor, we may collect:
- Identity and contact information: your first name, surname, email address, and your camera club's member number.
- Photographs and image titles you submit to a competition, together with their EXIF/metadata where present in the file.
- Account credentials: your password (stored as a one-way bcrypt hash; we never see your actual password) and your assigned role (member, club admin, super admin, or owner).
- Activity records: the time, date and IP address of your sign-ins, password resets, account changes, and image submissions. These are stored in an audit log accessible only to platform owners.
- Communications you send us via email or the contact form (for example, support requests).
- Billing information: for clubs that pay by card, a record of invoices and payments (amount, date, and status). We do not receive or store your card number: card payments are processed directly by our payment processor, Stripe.
Beyond the billing records described above, we do not collect financial information, bank details or government-issued identity numbers through ClubComp.
How we collect personal information
We collect personal information about you in the following ways:
- When you register as a member of a club, usually by your club's secretary adding you, individually or in bulk via a CSV file containing the data set out above;
- When you submit an entry to a competition through the upload form on your club's subdomain;
- When you sign in, change your password, or update your account;
- When you use the platform: we record technical metadata about your interaction for security and audit purposes;
- When you contact us directly, by email or through the contact details below.
We do not buy personal information from third parties.
Why we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information for the following purposes:
- To enable your camera club to run its photo competitions on the ClubComp platform (recording your entries, managing competition deadlines, packaging entries for judging);
- To authenticate you when you sign in, and to enforce account-protection measures (password rules, idle timeout, account lock, audit logging);
- To send transactional emails (entry confirmations, password reset links, account invitations) from hello@clubcomp.com.au;
- To notify your club administrator if a transactional email to you fails to deliver, so they can contact you through another channel;
- To bill and collect payment for a club's subscription, and to keep records of invoices and payments for accounting purposes;
- To respond to your enquiries, support requests, and feedback;
- To meet our legal and regulatory obligations;
- To improve and secure the platform, including investigating misuse or unauthorised access.
We do not use ClubComp data for advertising or marketing, and we do not sell personal information.
Our disclosures of personal information to third parties
Information you provide to ClubComp may be disclosed to or accessible by:
- Your camera club's administrators: they can see the entries you submit (member number, email, image titles, image files), and they can download a competition's entries as a ZIP file for the purpose of judging. Each club's administrators can only see members and entries belonging to their own club.
- Judges appointed by your club: when your club appoints a judge for a competition, that judge is given access (a sign-in, and an image pack) to score the entries. To protect your privacy, judges are shown your entries anonymously: your member number, image title, image file and grade only. Judges are not shown your name or email address through the platform. A judge's award, score and any comments are returned to your club; your club controls whether (and how much of) that is shared back with you.
- Other camera club members: member-to-member visibility is limited; another member of your club cannot view your entries through the platform. Where a competition's results are published outside ClubComp by your club, the club is responsible for those disclosures.
- Our hosting and infrastructure providers: the platform is hosted on a DigitalOcean droplet located in the Sydney (SYD1) data centre. Transactional emails are sent via the Google Workspace Gmail API.
- Your camera club's own connected cloud storage: some clubs choose to connect their own Google Drive or Microsoft OneDrive account so that new competition entry photos are stored there instead of on ClubComp's server. If your club has done this, your submitted images are uploaded directly into that club's own Google or Microsoft account (organised into folders by year, month and competition category), governed by that club's own arrangement with Google or Microsoft, rather than being retained on ClubComp's server. ClubComp only ever accesses a dedicated folder created for this purpose, never the club administrator's wider Drive or OneDrive account.
- Stripe, our payment processor: if your club pays by card, your payment details (including your card number) are sent directly to Stripe to process the transaction. We do not receive or store your card number ourselves. Stripe's own privacy policy governs how they handle that information.
- Service providers assisting us with the operation of the platform (e.g. IT consultants under confidentiality obligations);
- Regulators, courts, or law-enforcement authorities where we are required or authorised by law to do so.
We will not disclose your personal information to anyone else without your consent except where authorised under this policy or required by law.
Overseas disclosure
The ClubComp database is stored on a server located in Australia (Sydney). Uploaded images are also stored there by default, unless your club has connected its own Google Drive or OneDrive account (see above), in which case your images are stored wherever that club's Google or Microsoft account is based (which may be overseas), under that provider's own terms. Transactional email is delivered through Google's Gmail infrastructure, which may transit servers located outside Australia. Card payments are processed by Stripe, a global payment provider, which may hold or process data outside Australia as part of that service: see Stripe's own privacy policy for details. Aside from those cases, your personal information is not routinely disclosed overseas.
Your rights and controlling your personal information
Choice and consent. Providing us with personal information is optional, though if you do not provide it you may be unable to use ClubComp. By using the platform, you consent to us collecting, holding, using and disclosing your personal information in accordance with this policy.
Access. You can view your own entries on the My Entries page on your club's subdomain after signing in. You may also request a copy of the personal information we hold about you by contacting us.
Correction. If you believe any information we hold about you is inaccurate or out of date, contact your club's administrator (for member-level changes) or email us at hello@clubcomp.com.au.
Deletion. Members can ask their club administrator to remove them. Club administrators can ask us to remove them. We will respond to deletion requests within a reasonable time.
Unsubscribe. ClubComp only sends transactional email (entry confirmations, password resets, account invitations). We do not send marketing emails, so there is nothing to unsubscribe from. If you are receiving transactional emails you should not be receiving, contact your club administrator or us.
Complaints. If you believe we have breached the Australian Privacy Principles, contact us first and we will use our best efforts to resolve your concern. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
Storage and security
We are committed to ensuring that the personal information we collect through ClubComp is secure. We use, and require our service providers to use, suitable technical and organisational measures to safeguard and secure personal information, including:
- HTTPS encryption on all traffic;
- Passwords stored only as one-way bcrypt hashes; we never see them;
- Role-based access control (member, club admin, super admin, owner) with each role limited to what it needs;
- An account-lock mechanism that prevents other administrators from modifying a locked account;
- Idle-session timeout (30 minutes for owners and super admins, 2 hours for club admins);
- An audit log of every sign-in, account change, password reset, and email sent, accessible to platform owners for security review;
- Automatic deletion of competition images 12 months after the competition closes, see Retention below;
- Daily server-level backups managed by DigitalOcean.
The DigitalOcean backup measures above cover images stored on ClubComp's own server. Images sent to a club's own connected Google Drive or OneDrive are protected by that provider's security and backup measures instead, as part of the club administrator's own account.
Retention of images
ClubComp only stores a thumbnail of each image you submit. We do not store your original full-resolution image: that is uploaded directly to your club's own Google Drive or OneDrive at the time of submission, and is retained and managed there under your club's own arrangements with Google or Microsoft, not by ClubComp.
The thumbnail held on ClubComp is retained for at least 12 months from the date the competition closes. After that period, it is scheduled for automatic deletion from our storage. The record that you entered the competition (your name, member number, entry title) is retained for longer for audit purposes, but the thumbnail itself is removed. If you need your original full-resolution image, it will be in your club's Google Drive or OneDrive, not on ClubComp.
This automatic-deletion schedule applies to the thumbnail stored on ClubComp's own server. If your club has connected its own Google Drive or OneDrive (see Overseas disclosure above), your original images are retained according to that club's own account and settings, not ClubComp's retention schedule; ask your club administrator if you have questions about how long they're kept.
Retention of billing records
Invoice and payment records are kept for at least 5 years, in line with Australian tax and accounting record-keeping requirements, and are not subject to the 12-month image deletion schedule above.
Cookies
ClubComp uses a single session cookie (clubcomp_sess2) to keep you signed in once you have logged in as a member, club admin, or owner. The cookie does not track you across other websites. We do not use third-party advertising cookies or analytics cookies that profile you.
Links to other websites
ClubComp may contain links to other websites that we do not control. We are not responsible for the privacy practices of those websites. We recommend you read the privacy policies of any third-party sites you visit.
Amendments
We may change this Privacy Policy from time to time. The most recent version will always be available at this URL, with a revised "Last updated" date at the top. Material changes will be communicated to club administrators by email.
Contact
If you have a question about this policy or want to exercise any of the rights described above, contact us:
Email: hello@clubcomp.com.au
Phone: 0494 630 492