Privacy

01Who we are

Perch HQ and this website are run by Aussify IT Pty Ltd (ABN 80 703 530 410), an Australian company based in Victoria (“Aussify IT”, “we”, “us”). We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This policy covers two things: this website, perchhq.com.au, and the Perch HQ service that leagues, associations and clubs use at app.perchhq.com.au, including the club and league websites it runs.

02What we collect

On this website. When you book a demo, ask to start, or send us a message, we collect what you type and choose: your name, your email address and your organisation, and whatever else that form asks for or you add, such as your phone number, your role, your state and sport, how many clubs your league has, the address you would like for your Perch HQ, and your message.

Every form uses Cloudflare Turnstile to check that a person, not a script, is sending it. To run that check, Cloudflare processes technical signals from your browser and connection, such as your IP address and browser type, as described in its Turnstile privacy addendum. We receive only whether the check passed.

We measure visits with Cloudflare Web Analytics, which counts page views without cookies and without following you to other sites. That is why this website has no cookie banner: it sets no tracking cookies at all.

In Perch HQ. A league, association or club decides what it keeps in Perch HQ. That usually includes the people involved in the organisation (members and households, committee positions, volunteers, coaches and officials, and the parents or guardians of juniors), their contact details, the registers the organisation keeps (for example working with children checks, first aid, food safety and RSA, with their expiry dates), rosters, minutes, motions and decisions, tribunal and incident records, fees and payments, sponsors and grants, documents, and the content of its website. We also keep a record of what was changed and by whom, so an organisation can see its own history.

Where an organisation subscribes, its payment card is handled by Stripe, our payment provider. Card numbers go to Stripe and never to us.

03How we use it

We use what you send through this website for one thing: answering you, and setting up the demo or the league or club you asked about. When you send a form, we email you once to confirm we have it; that email repeats nothing you typed. We add you to no mailing list: you hear from a person, about what you asked.

We use what an organisation keeps in Perch HQ only to run Perch HQ for that organisation: to store it, show it to the people the organisation gives access to, send the emails it asks Perch HQ to send, keep it backed up, and help when the organisation asks us for support. The organisation is in charge of that information; we look after it on its behalf. We sell no personal information, and we use none of it for advertising.

Perch HQ has an optional drafting assistant that can suggest wording for things like minutes and news. It stays switched off until an organisation turns it on in its settings. When it is on and someone asks it for a draft, the text they give it is sent to our provider, Anthropic, in the United States, to produce the draft, and every draft is marked for a person to review before it is used.

04Juniors, and their parents or guardians

Clubs record junior members, and Perch HQ treats them carefully. Juniors are contacted only through a parent or guardian: club emails for a junior go to the parent or guardian recorded for them, and logins are for adults. Perch HQ is run by adults for their organisations, and this website is meant for adults.

Each club is responsible for collecting juniors’ details with a parent or guardian’s knowledge, and for the child safety obligations that apply to it in its state.

05Where it is kept, and how

Perch HQ’s database and the files organisations upload are kept in Sydney, Australia, with DigitalOcean, and backed up there. Everything travels over encrypted connections (HTTPS). People see only what their role in an organisation lets them see, and an organisation sees only its own records and what it shares down to, or up from, the clubs and leagues it is linked with.

Messages sent through this website’s forms arrive in our business mailboxes in Microsoft 365, and we keep them for as long as the conversation is useful.

Some of the services that help us run Perch HQ process information outside Australia, as section 6 describes. We choose providers that protect it to a standard comparable with the Australian Privacy Principles.

If a data breach is likely to cause serious harm, we tell the organisations affected without delay and, where the Notifiable Data Breaches scheme applies, the Office of the Australian Information Commissioner and the people affected.

When an organisation stops using Perch HQ, we keep its records for 90 days so it can come back or ask us for a copy, and then delete them. Backups age out on their own schedule after that.

06Who helps us run it

We share personal information only with the service providers that help us run Perch HQ and this website, only for that purpose, and under their own privacy and security terms:

• DigitalOcean hosts Perch HQ and its files in Sydney, Australia.
• Cloudflare delivers this website and Perch HQ over its global network, protects them, runs the Turnstile check and counts visits.
• Resend delivers the emails that Perch HQ and this website send (processed outside Australia).
• Stripe takes subscription payments (processed outside Australia as well as in it).
• Microsoft 365 holds our own business mailboxes, where website messages arrive.
• Anthropic prepares drafts, only for an organisation that has switched the drafting assistant on (processed in the United States).

We may also disclose information where the law requires it.

07Your choices

You can ask what we hold about you, ask us to correct it, or ask us to delete it. If your details are in an organisation’s Perch HQ, that organisation decides what it keeps, so we pass your request to it and help it answer you.

Use our contact form and choose “Something else”, and a person will handle it. If you are not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

08Contact

Aussify IT Pty Ltd, ABN 80 703 530 410, Victoria 3636, Australia. Reach us through the contact form; it routes your message to the right person.

We will update this policy when how we handle information changes, and show the new date at the top of this page. If a change affects organisations using Perch HQ, we will tell their administrators by email first.