Privacy Policy

Last updated: 2026-06-06

This Privacy Policy explains how Aquaseer collects, uses, stores, discloses and protects personal information.

Aquaseer provides swimming race footage, race analysis, performance reports, video processing, race metrics, and related digital services.

This Privacy Policy applies to our website, web app, order forms, payment flows, customer support, race report services, video processing services, and any related Aquaseer products or services.

In this policy, “Aquaseer”, “we”, “us” or “our” means:

1. Personal information we collect

We collect personal information that is reasonably necessary to provide, operate, improve, secure and support Aquaseer.

Personal information may include information or an opinion that identifies a person or makes a person reasonably identifiable. OAIC guidance lists examples such as names, contact details, photographs, IP addresses, and some biometric information.

The types of personal information we may collect include:

Category	Examples
Account details	name, email address, phone number, account ID, login details, authentication information
Customer details	billing name, contact details, order history, support history
Athlete details	athlete name, club, squad, age group, gender/category, event details, race details
Parent/guardian details	parent or guardian name, email address, phone number, relationship to athlete
Coach or club details	coach name, club name, team details, contact details, authorised access details
Race/order details	meet name, event, distance, stroke, heat, lane, race date, report tier, order number
Race footage and media	uploaded videos, captured race footage, screenshots, thumbnails, still images, file metadata
Performance data	splits, stroke rate, stroke count, turn data, breakout data, finish data, pacing data, race metrics
Report data	generated reports, video links, annotations, technique notes, recommendations, quality assurance notes
Automated analysis outputs	detection outputs, segmentation outputs, tracking data, confidence scores, processing logs, error flags
Payment information	payment status, transaction ID, Stripe customer ID, invoice details, refund/credit records
Support information	emails, messages, complaints, screenshots, support notes, dispute details
Consent records	accepted terms version, privacy policy version, consent checkbox records, timestamps, IP address
Technical data	IP address, device type, browser, operating system, page activity, upload logs, error logs
Marketing preferences	newsletter opt-in, unsubscribe status, campaign source, referral code, communication preferences

We try to collect only the information we need for the purpose we are collecting it for.

2. Children and young athletes

Aquaseer may process information about athletes under the age of 18.

The Privacy Act protects personal information regardless of age. OAIC guidance says valid consent depends on whether the young person has capacity to understand what is being proposed; where they lack maturity, parent or guardian consent may be appropriate.

For under-18 athletes, we generally expect orders to be placed by a parent, guardian, or another authorised person.

When placing an order, you may be asked to confirm that you are:

the athlete;
the athlete’s parent or guardian;
a coach, club representative, or other person with authority; or
otherwise authorised to provide the relevant race information and request the report.

If we become aware that information about a child has been provided without appropriate authority, we may suspend access, refuse processing, remove the information, or request confirmation from a parent or guardian.

3. How we collect personal information

We may collect personal information when you:

create an account;
place an order;
purchase a report;
upload race footage;
submit athlete or race details;
complete a checkout form;
contact support;
request a refund, credit, correction, or deletion;
subscribe to marketing communications;
use our website or app;
interact with our emails;
attend or participate in a meet where Aquaseer is providing services.

We may also collect information from:

parents or guardians;
athletes;
coaches;
clubs;
meet organisers;
publicly available race programs or results;
payment providers;
cloud service providers;
analytics tools;
support and communication tools.

4. Why we collect, use and disclose personal information

We collect, use and disclose personal information for purposes including:

creating and managing accounts;
processing orders;
identifying the correct athlete, event, heat, lane, and race;
generating race footage, reports and performance analysis;
processing uploaded or captured video;
running automated video analysis;
performing manual review and quality assurance;
delivering reports and digital products;
providing customer support;
handling refunds, credits, disputes and corrections;
processing payments;
issuing invoices and receipts;
managing account access and permissions;
communicating with athletes, parents, guardians, coaches and customers;
improving our product, reporting workflow and user experience;
monitoring performance, errors and system reliability;
protecting against fraud, misuse, unauthorised access and security risks;
complying with legal, tax, accounting and regulatory obligations.

We may also use de-identified, aggregated, or anonymised information for analytics, product improvement, business planning, benchmarking, and service development.

5. Race footage, photos and videos

Aquaseer may collect and process race footage, uploaded videos, captured videos, thumbnails, screenshots, and still images.

Photos and videos can be personal information if a person’s identity is clear or could reasonably be worked out.

We use race footage and related media to:

identify the relevant race;
prepare race footage;
generate performance metrics;
produce reports;
review report quality;
resolve support issues;
correct processing errors;
improve the reliability of our service, where permitted.

We do not sell athlete footage.

We do not use race footage in marketing, advertising, testimonials, case studies, or public promotional material unless we have obtained separate permission.

6. Automated video analysis and AI processing

Aquaseer may use software, computer vision, machine learning, or automated processing tools to analyse race footage.

This may include:

swimmer detection;
lane and race matching;
race phase segmentation;
timing analysis;
split extraction;
stroke rate analysis;
stroke count estimation;
turn and breakout analysis;
finish analysis;
report generation;
processing quality checks.

Automated outputs may be reviewed by Aquaseer staff, contractors, or technical systems for quality assurance, debugging, support, or report correction.

Aquaseer reports are intended for sporting performance review only. They are not medical advice, physiotherapy advice, injury assessment, official race judging, selection advice, or betting advice.

7. Biometric information, facial recognition and health information

Aquaseer does not use race footage for facial recognition, biometric identity verification, biometric identification, medical diagnosis, or health assessment.

OAIC guidance treats some biometric information as sensitive information, and biometric scanning can involve features such as face, fingerprints, iris, palm, signature, or voice.

Aquaseer’s video analysis is intended to analyse swimming performance and race movement, not to identify people through biometric templates.

If we introduce features involving biometric identification, facial recognition, health assessment, or sensitive information handling, we will update this Privacy Policy and obtain consent where required.

8. Who can access reports and race information

Access to race reports, videos, and athlete data may be provided to:

the customer who placed the order;
the athlete;
the athlete’s parent or guardian;
an authorised coach;
an authorised club or team representative;
Aquaseer staff or contractors who need access to provide the service;
support or technical staff who need access to resolve issues.

We do not make reports public by default.

If reports or videos are shared by link, the person receiving the link may be able to access the report or video. You should only share report links with people you trust.

Where possible, we may use access controls, account permissions, signed links, expiring links, or other safeguards to reduce unauthorised access.

9. Third-party service providers

We use third-party providers to operate Aquaseer.

We may disclose personal information to these providers where reasonably necessary to operate, secure, process, deliver, support, or improve Aquaseer.

These providers may store or process information on our behalf.

10. Overseas disclosure

Some of our service providers may store, access, or process information outside Australia.

This may include countries where our hosting, database, storage, payment, email, analytics, support, or infrastructure providers operate.

Where required, we take reasonable steps to ensure overseas recipients handle personal information appropriately. OAIC guidance on APP 8 says entities disclosing personal information overseas generally need to take reasonable steps to ensure the overseas recipient does not breach the Australian Privacy Principles, subject to exceptions.

11. Payments

Payments may be processed by third-party payment providers such as Stripe.

We do not generally store full card numbers.

Payment providers may collect and process payment information in accordance with their own privacy policies and security standards.

We may store payment-related records such as:

payment status;
transaction ID;
invoice details;
refund records;
credit records;
customer ID from the payment provider;
partial card details where provided by the payment provider, such as card brand or last four digits.

12. Marketing communications

We may send transactional messages, including:

account emails;
order confirmations;
payment receipts;
report delivery notices;
refund or credit updates;
service notices;
security messages;
support responses.

We may also send marketing communications if you subscribe, opt in, or where we are otherwise permitted to do so.

Marketing communications may include:

product updates;
offers;
race report promotions;
club or meet updates;
newsletters;
feature announcements.

You can unsubscribe from marketing emails using the unsubscribe link in the email or by contacting us.

You may still receive transactional or service-related messages even if you unsubscribe from marketing.

13. Cookies, analytics and technical data

We may use cookies, analytics tools, and similar technologies to operate and improve Aquaseer.

These may collect information such as:

IP address;
browser type;
device type;
operating system;
pages viewed;
buttons clicked;
checkout progress;
session activity;
referral source;
error logs;
upload logs;
approximate location derived from technical information.

We use this information to:

operate the website and app;
improve usability;
understand product usage;
diagnose errors;
improve performance;
protect against fraud and misuse;
measure marketing effectiveness.

You may be able to disable cookies through your browser settings. Some parts of Aquaseer may not work properly if cookies are disabled.

14. Data security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

Security measures may include:

access controls;
authentication controls;
restricted admin access;
encrypted connections;
cloud storage permissions;
private storage buckets;
signed or expiring links;
system monitoring;
logging;
backups;
staff or contractor access limits;
use of reputable third-party providers.

No method of internet transmission or electronic storage is completely secure. We cannot guarantee absolute security.

15. Data retention

We keep personal information for as long as reasonably necessary for the purposes described in this policy, unless a longer period is required or permitted by law.

Our general retention approach is:

Data type	Typical retention approach
Account information	kept while the account is active, then deleted or de-identified when no longer needed
Order records	kept as needed for customer support, business records, accounting, tax, legal or compliance purposes
Raw uploaded footage	usually deleted after a defined operational period, such as 30–90 days after delivery, unless needed for support, correction, dispute handling or legal reasons
Generated reports	kept while the account or order remains active, unless deletion is requested and we are able to delete it
Processed videos	kept for the period needed to deliver and support the service
AI/video processing outputs	kept as needed for report generation, QA, debugging, support, product reliability or compliance
Payment records	kept as needed for accounting, tax, refund, dispute and legal obligations
Support records	kept as needed to manage support, disputes, service quality and legal obligations
Consent records	kept while relevant to the related order, athlete, report, account or legal/compliance need
Technical logs	kept for operational, security, debugging and fraud-prevention purposes, usually for a limited period

You should update this section to match your actual deletion system once implemented.

16. Deletion requests

You may request deletion of your personal information by contacting us.

We will take reasonable steps to delete or de-identify personal information where we no longer need it and where we are not required or permitted to keep it.

We may need to retain some information for:

accounting;
tax;
fraud prevention;
legal compliance;
dispute handling;
security;
enforcement of our terms;
proof of consent;
order history;
business recordkeeping.

If we cannot delete certain information, we will explain why where reasonable.

17. Accessing or correcting your information

You may request access to personal information we hold about you.

You may also ask us to correct personal information if you believe it is inaccurate, out of date, incomplete, irrelevant, or misleading.

OAIC guidance says Australian privacy law gives individuals a general right to access their personal information, subject to exceptions.

To request access or correction, contact us at:

[privacy@aquaseer.com]

We may need to verify your identity before responding.

For athlete information involving minors, we may need to verify that the person making the request is the athlete, parent, guardian, or authorised representative.

18. Privacy complaints

If you have a privacy concern or complaint, contact us at:

[privacy@aquaseer.com]

Please include:

your name;
contact details;
the issue you are concerned about;
any relevant order number, athlete name, report, or account details;
what outcome you are seeking.

We will review your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner or another relevant regulator.

19. Data breaches

If we become aware of a data breach or suspected data breach, we will assess the issue and take reasonable steps to contain, investigate and respond to it.

Where required by law, we will notify affected individuals and relevant authorities.

20. Anonymity and pseudonyms

Where practical, you may interact with us anonymously or using a pseudonym.

However, many Aquaseer services require accurate athlete, race, order, payment and contact details. We may not be able to provide a report, process an order, verify authority, or provide support unless we can identify the relevant customer, athlete, race or order.

21. Links to other websites

Aquaseer may contain links to third-party websites, services, payment pages, video platforms, or external tools.

We are not responsible for the privacy practices of third-party websites or services.

You should review their privacy policies before providing personal information to them.

22. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be posted on our website with a new “Last updated” date.

If changes are significant, we may take additional steps to notify users, such as by email, in-app notice, or checkout notice.

23. Contact us

For privacy questions, access requests, correction requests, deletion requests, or complaints, contact: