PRIVACY POLICY


Last updated: 10 October 2025

SportBrain provides digital tools to help athletes build confidence, resilience and mental skills for sport. We take your privacy seriously and are committed to protecting your personal information.
By using SportBrain, you confirm that you have read this Privacy Policy and understand how we collect, use and protect your personal information.
If you have questions, please contact us at:
https://www.sportbrain.org/contact


1. How we protect your privacy
Your personal information is important, and we respect your right to control it. Providing personal information is an act of trust, and we take that trust seriously.
This Privacy Policy explains:
• what personal information we collect
• why we collect it
• how we protect it
• when we may need to share it
• your rights under the Privacy Act 2020
• how you can contact us about privacy questions
SportBrain follows the NZ Privacy Act 2020 and any other applicable privacy laws. Our team, contractors and administrators are required to handle your personal information safely and responsibly at all times.


2. Definitions used in this Privacy Policy
“Platform”
The SportBrain website, app and digital services.
“Services”
SportBrain assessments, courses, learning activities, reporting and support.
“Personal Information”
Information about an identifiable individual, as defined by the Privacy Act 2020.
“We”, “our”, “us”
SportBrain Limited.
“Including”
Means including without limitation.


3. What personal information SportBrain collects
To use SportBrain, you may need to register and log in. We collect only the information needed for you to access the platform and use its features. This may include:
• your name or screen name
• email address for login and account recovery
• activity data (for example, completion of courses or assessments)
• general information about how you use the platform (time spent, pages visited, etc.)
Your private reflections, written responses and activity notes are stored securely and never shared with clubs, coaches or third parties unless you choose to share them.
Assessment and learning responses
SportBrain collects your assessment answers and learning activity interactions so we can:
• provide personalised learning
• track your progress
• generate anonymised group insights for clubs or teams
However:
Your individual results are never shown to clubs or coaches.
SportBrain only shares aggregated, anonymous insights that do not identify you.


4. Conversations, responses and course content
SportBrain does not provide clinical advice. Our content is for educational and wellbeing support only.
Your written responses in courses or activities:
• are stored securely
• are used only to help you learn or improve your mental skills
• are never sold, rented or shared
• are not provided to clubs, coaches or parents unless you choose to share them
Deleting your account or data will also delete associated personal responses according to our data retention schedule.


5. How we use the information we collect
We use your information in four main ways:
A. To provide your SportBrain account
We use personal information to:
• verify your identity
• let you log in
• show your learning and assessment results
• deliver personalised content and tools
B. To improve SportBrain
We may combine your information with data from other users (in a way that hides your identity) to:
• understand what tools are most helpful
• improve learning pathways
• enhance mental skills activities
• monitor platform performance
• report general usage trends to clubs or partners
C. To keep SportBrain safe and running properly
We use information to:
• ensure system stability
• protect the platform from misuse or security risks
• provide user support when needed
D. To meet legal obligations
We may use or share information where required by law.
We will only use personal information for the purposes it was collected, unless otherwise permitted by law.


6. How SportBrain protects your information
We use technical and organisational measures to keep your information safe, including:
• secure servers
• encrypted communication
• restricted administrator access
• password protected databases
• regular monitoring and security checks
Your identifiable information is accessible only to authorised SportBrain personnel who need it to run the platform.
Any analytics or reporting shared with clubs is aggregated and cannot identify any individual user.
If we need to share information with trusted IT providers (for example, to maintain servers), strict privacy and security protections apply.


7. Data storage and retention
We keep your personal information only as long as:
• it is needed to provide SportBrain to you
• the law requires us to retain it
• it is necessary for our legitimate business purposes (such as security or backup)
If you delete your account, your personal information is removed from the platform according to our retention schedule. Aggregated and anonymised data (which cannot identify you) may be kept for reporting and platform improvement.


8. When we may disclose information
SportBrain will never sell, rent or trade your personal information.

We may disclose personal information only:
     1. When the law requires or permits it
     2. When you authorise us to
     3. To provide the SportBrain service (e.g., secure server providers)
     4. In aggregated, anonymous form to clubs
          no names
          no individual scores
          no identifiable personal data
     5. If needed to protect safety or prevent misuse

We do not disclose:

• your written course responses
• your assessment answers
• your account identity
• your personal data to clubs, coaches or parents
unless you explicitly choose to share it.

9. Your responsibility when using SportBrain
You also play an important role in keeping your information safe.
You agree to:

• keep your login details private
• not allow others to use your account
• log out when using a shared device
• notify us immediately of any unauthorised access

10. Third-party links
SportBrain may include links to external websites, apps or resources. These are provided to support your learning, but we do not control their content or privacy practices.
We recommend reviewing their privacy policies if you choose to access them.


11. How to access or correct your personal information
Under the Privacy Act 2020, you have the right to:
• ask for a copy of your personal information
• ask for corrections if you believe anything is inaccurate
• ask for deletion of your data where appropriate

You can make a request by contacting:
https://www.sportbrain.org/contact


12. Changes to this Privacy Policy
SportBrain may update this Privacy Policy from time to time. All changes take effect once posted on the website or app.
Please check this page periodically to stay informed.


13. How to contact us
If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact:

SportBrain Support Team
https://www.sportbrain.org/contact