Privacy Policy

What this covers, and what is collected

1. Who this policy applies to

This Privacy Policy applies to personal information collected in connection with:

• Apex Super League;
• Apex Super League trials and assessments;
• Apex Football Group registrations;
• training and matches;
• the player draft and club allocation process;
• the Apex Super League Parent Portal;
• Apex Football Group and Apex Super League websites;
• enquiries and communications;
• payments;
• player-development services;
• photography and videography;
• advertising and marketing; and
• other related Apex Football Group activities.

2. Information Apex Football Group may collect

The information collected will depend on how an individual interacts with Apex Football Group.

Apex Football Group may collect information including:

Parent or legal guardian information:

• full name;
• email address;
• telephone number;
• relationship to the player;
• billing information;
• communication preferences;
• correspondence with Apex Football Group; and
• account or Parent Portal information.

Player information. Apex Football Group may collect:

• full name;
• date of birth;
• age;
• contact information where appropriate;
• football experience;
• playing position;
• trial and assessment information;
• technical and developmental information;
• club and team allocation;
• training attendance;
• match appearances;
• goals;
• assists;
• Player of the Match recognition;
• disciplinary information where applicable;
• coaching observations;
• player reviews; and
• other information reasonably required to operate Apex Super League or provide player-development services.

3. Health, medical and emergency information

Apex Football Group may collect information reasonably necessary to support safe participation, including:

• allergies;
• relevant medical conditions;
• injuries;
• medication requirements;
• disabilities or accessibility requirements;
• emergency contact information; and
• other information supplied by a parent or legal guardian that is relevant to player safety.

Parents and legal guardians should only provide health or medical information that is reasonably relevant to the player's participation and safety.

This information may be made available to Apex Football Group coaches, staff or other appropriate persons where reasonably necessary for player safety, first aid, emergency response or program administration.

Health information may be considered sensitive information under Australian privacy law and is subject to higher standards where the Australian Privacy Principles apply.

4. Information about children and young people

Apex Super League primarily involves children and young people.

Apex Football Group recognises that information concerning children requires particular care.

Where appropriate, information about a player will be collected from or with the involvement of their parent or legal guardian.

Apex Football Group seeks to collect only information reasonably required for purposes such as:

• registration;
• player assessment;
• team allocation;
• coaching and development;
• competition administration;
• player safety;
• Parent Portal functionality;
• photography and videography;
• statistics;
• communications; and
• delivery and promotion of Apex Football Group services.

Where appropriate having regard to a player's age and maturity, Apex Football Group may also communicate relevant privacy information directly to the player.

Australian privacy guidance recognises that a young person's capacity to make their own privacy decisions depends on their understanding and maturity rather than on a single fixed age.

5. How information is collected

Apex Football Group may collect personal information through:

• online registration forms;
• trial-registration forms;
• offer and acceptance forms;
• the Parent Portal;
• payment processes;
• emails;
• telephone calls;
• messages;
• in-person conversations;
• training and match attendance;
• player assessments;
• coaching observations;
• photographs and video recordings;
• website forms;
• cookies and similar technologies;
• advertising platforms;
• competitions or events; and
• information provided by a parent, legal guardian or authorised representative.

Apex Football Group may also generate information during the course of providing services, such as player statistics, assessment information and development records.

Why it is collected and how it is used

6. Why Apex Football Group collects and uses information

Apex Football Group may collect, hold and use personal information for purposes including:

• processing trial registrations;
• conducting trials and player assessments;
• determining player suitability;
• issuing offers of places;
• processing offer acceptances;
• operating the player draft;
• allocating players to Apex Super League clubs;
• administering training and matches;
• maintaining fixtures, results and ladders;
• providing coaching and player development;
• creating player reviews;
• maintaining player statistics;
• operating player profiles;
• providing the Parent Portal;
• processing payments;
• managing payment plans;
• communicating with parents and legal guardians;
• responding to enquiries;
• managing player safety;
• responding to medical situations and emergencies;
• administering complaints, safeguarding matters or disciplinary issues;
• maintaining business and financial records;
• improving Apex Football Group services;
• securing and administering digital systems;
• complying with legal obligations;
• photographing and recording activities as described in the Media & Recording Policy; and
• marketing and promoting Apex Football Group and Apex Super League where permitted.

7. Photography and videography

Photography and videography form part of the operation and promotion of Apex Super League.

Participation in an Apex Super League trial or Apex Super League itself is subject to the media requirements contained in the Terms & Conditions and Media & Recording Policy.

Subject to those requirements, Apex Football Group may collect photographs, video recordings and audio involving players for permitted purposes including:

• trials and assessments;
• training;
• match recording;
• coaching;
• performance analysis;
• player development;
• player reviews;
• the Parent Portal;
• player profiles;
• competition documentation;
• Apex Super League websites;
• Apex Football Group websites;
• social media;
• digital advertising;
• promotional materials;
• marketing;
• public relations;
• coach or staff training; and
• historical and business records.

The Media & Recording Policy contains the detailed conditions governing the collection, use and publication of this material.

8. Player profiles and statistics

Apex Football Group may create and maintain football-related player records.

These may include:

• the player's name;
• Apex Super League club;
• team;
• appearances;
• goals;
• assists;
• Player of the Match recognition;
• fixtures;
• results;
• player-development information; and
• other relevant football statistics.

Some information may be made available through the Apex Super League Parent Portal, Apex Super League website or another approved competition system.

Apex Football Group will seek to avoid publicly displaying unnecessary personal information about children.

9. Parent Portal

Apex Football Group may provide parents and legal guardians with access to an Apex Super League Parent Portal.

The Parent Portal may contain information concerning:

• the registered player;
• team allocation;
• training;
• fixtures;
• results;
• statistics;
• player-development information;
• payments;
• registrations;
• communications;
• video or match content; and
• other Apex Super League information.

Parents and legal guardians are responsible for keeping their login credentials secure.

A Parent Portal account must not be used to improperly access another family's private information.

Payments, websites and advertising

10. Payments

Apex Football Group may use third-party payment processors to process:

• Trial Registration Fees where applicable;
• deposits;
• Total Program Fees;
• instalments; and
• other payments.

Payment processors may collect information including:

• cardholder name;
• card information;
• transaction details;
• billing information; and
• information necessary to prevent fraud and process payments.

Where card information is entered directly into a third-party payment processor such as Stripe, Apex Football Group does not ordinarily receive or store the complete card number itself.

Payment information may also be subject to the privacy terms of the applicable payment provider.

11. Website information

When an individual uses an Apex Football Group or Apex Super League website, information may be collected automatically.

This may include:

• IP address;
• browser type;
• device information;
• operating system;
• referring pages;
• pages viewed;
• interaction with website content;
• approximate location derived from technical information;
• advertising identifiers;
• cookie information; and
• other website-use information.

This information may be used for website operation, security, analytics, advertising measurement and service improvement.

12. Cookies and similar technologies

Apex Football Group websites may use cookies, pixels and similar technologies.

These technologies may support:

• essential website functionality;
• login sessions;
• security;
• analytics;
• measuring website performance;
• remembering user preferences;
• measuring advertising effectiveness;
• understanding how visitors interact with the website; and
• delivering or improving advertising.

Depending on the technology used, information may also be processed by third-party providers.

Where consent or another particular mechanism is required by applicable law, Apex Football Group will take reasonable steps to implement the required process.

13. Advertising and analytics

Apex Football Group may use advertising and analytics services to understand website activity and promote Apex Football Group services.

These services may include platforms provided by organisations such as:

• Meta;
• Google; and
• other advertising or analytics providers used by Apex Football Group from time to time.

Advertising technologies may be used to:

• measure conversions;
• understand advertising performance;
• create audiences;
• show advertising to relevant audiences;
• understand website engagement; and
• improve marketing campaigns.

Apex Football Group does not provide a child's health information to advertising platforms for advertising purposes.

Communications

14. Communications

Apex Football Group may use contact information to send communications reasonably required to administer a player's participation.

These may include:

• trial confirmations;
• reminders;
• assessment information;
• offers;
• 72-hour offer deadlines;
• payment information;
• club allocations;
• training information;
• fixtures;
• venue changes;
• cancellations;
• player-development information;
• safeguarding or welfare communications; and
• other important operational information.

These service and operational communications are different from optional promotional communications.

15. Marketing communications

Apex Football Group may send marketing communications where permitted by law and where the necessary consent or other lawful basis exists.

Marketing communications may concern:

• Apex Football Group programs;
• Apex Super League;
• camps;
• trials;
• competitions;
• events;
• new programs; and
• other Apex Football Group services.

Recipients may unsubscribe from marketing communications using an available unsubscribe facility or by contacting Apex Football Group.

Unsubscribing from promotional communications will not prevent Apex Football Group from sending communications reasonably necessary to administer an existing registration.

Australian spam rules generally require commercial electronic messages to be sent with consent, accurately identify the sender and contain a functional unsubscribe facility.

Who it is shared with

16. When information may be disclosed

Apex Football Group may disclose personal information where reasonably necessary to:

• provide or administer Apex Super League;
• deliver a service requested by the player or parent;
• operate technology systems;
• process payments;
• administer competitions;
• protect player safety;
• respond to emergencies;
• comply with legal obligations;
• manage safeguarding or disciplinary matters; or
• otherwise carry out a purpose described in this Privacy Policy.

Recipients may include:

• Apex Football Group coaches and staff;
• contractors;
• match officials where appropriate;
• technology providers;
• payment processors;
• website providers;
• cloud-service providers;
• email and communications providers;
• CRM providers;
• photographers and videographers;
• marketing providers;
• professional advisers;
• insurers;
• emergency services;
• venue operators where necessary;
• government agencies, regulators or law-enforcement bodies where legally required or appropriate; and
• other service providers acting for or on behalf of Apex Football Group.

17. Service providers

Apex Football Group may use external platforms and service providers in operating its business.

These may include services for:

• website hosting;
• registration forms;
• Parent Portal functionality;
• payments;
• email;
• customer relationship management;
• automation;
• cloud storage;
• analytics;
• advertising;
• photography and video;
• communications; and
• other business functions.

Apex Football Group may provide these providers with information reasonably necessary for them to perform the relevant service.

Providers may be introduced or replaced from time to time. A parent or legal guardian may contact Apex Football Group to ask which providers are used in connection with a particular kind of information about them or their child.

18. Overseas storage and processing

Some of the technology and service providers used by Apex Football Group store, process or access personal information outside Australia.

The Apex Super League database, which holds parent accounts, player records and the health and emergency information supplied at registration, is hosted in Japan.

Payment processing, transactional email, website delivery and advertising services are provided by organisations based in the United States. Personal information may be disclosed to, stored in or accessed from the United States by those providers.

Apex Football Group will tell a parent or legal guardian which countries their own or their child's information is held in, on request.

The websites are delivered through a global content-delivery network, so technical information such as an IP address may pass through other countries on its way to and from a visitor.

Where the Australian Privacy Principles apply, additional requirements may apply to overseas disclosure of personal information. OAIC guidance states that an APP entity generally needs to take reasonable steps before overseas disclosure and may remain accountable for the overseas recipient's handling of that information.

19. Sale of personal information

Apex Football Group does not sell personal information about players or families to unrelated third parties for those third parties' independent marketing purposes.

This does not prevent Apex Football Group from using service providers, advertising platforms or contractors to perform services on behalf of Apex Football Group in accordance with this Privacy Policy.

How it is kept

20. Data minimisation

Apex Football Group seeks to collect only information reasonably required for its activities and services.

Parents and legal guardians should avoid providing unnecessary sensitive information.

Where information is no longer reasonably required, Apex Football Group may delete, destroy or de-identify it, subject to applicable legal, operational, safeguarding, insurance and record-keeping requirements.

OAIC guidance updated in May 2026 emphasises a data-minimisation approach when considering whether the collection of personal information is reasonably necessary.

21. Data security

Apex Football Group takes reasonable steps to protect personal information against:

• misuse;
• interference;
• loss;
• unauthorised access;
• unauthorised modification; and
• unauthorised disclosure.

Measures may include:

• password-protected systems;
• access controls;
• secure third-party technology providers;
• limiting access to people who reasonably require the information;
• appropriate account-security practices; and
• other reasonable technical and organisational safeguards.

No internet-connected or electronic system can be guaranteed to be completely secure.

22. Data breaches

If Apex Football Group becomes aware of a suspected data breach, Apex Football Group will assess and respond to the incident having regard to the nature of the information, the possible consequences and any applicable legal obligations.

Where Apex Football Group is subject to the Notifiable Data Breaches scheme and an eligible data breach occurs, Apex Football Group will comply with applicable notification requirements.

The Notifiable Data Breaches scheme applies to organisations already subject to relevant Privacy Act obligations and requires notification in certain circumstances where a breach is likely to result in serious harm.

23. Retention of information

Apex Football Group may retain information for as long as reasonably required for purposes including:

• providing services;
• maintaining player and competition records;
• financial and taxation requirements;
• safeguarding;
• resolving disputes;
• insurance;
• responding to complaints;
• maintaining historical competition records; and
• complying with applicable legal obligations.

Different categories of information may be retained for different periods.

Information that is no longer reasonably required may be securely deleted, destroyed or de-identified where appropriate.

24. Photographs, recordings and historical material

Photographs and recordings may have a longer useful life than ordinary registration information because they may form part of:

• match archives;
• historical Apex Super League records;
• completed promotional content;
• social-media publications;
• player-development material; or
• other business records.

The storage, future use and withdrawal of media permission are addressed in more detail in the Media & Recording Policy.

Your rights, and how to ask

25. Access to personal information

An individual may contact Apex Football Group to request access to personal information Apex Football Group holds about them.

A parent or legal guardian may also request appropriate access to information concerning their child.

Apex Football Group may require reasonable verification of identity or authority before providing access.

Access may be limited where Apex Football Group is legally permitted or required to withhold particular information.

Where the Australian Privacy Principles apply, APP 12 provides rights concerning access to personal information held by an APP entity.

26. Correction of information

Parents, legal guardians and other individuals should notify Apex Football Group if personal information held about them or their child is inaccurate, out of date, incomplete, irrelevant or misleading.

Apex Football Group may take reasonable steps to verify and correct information.

Where the Australian Privacy Principles apply, APP 13 deals with the correction of personal information.

27. Updating registration information

Parents and legal guardians are responsible for informing Apex Football Group where important information changes during a player's participation.

In particular, Apex Football Group should be informed promptly of changes involving:

• contact details;
• emergency contacts;
• medical information relevant to participation;
• allergies;
• medication requirements; or
• other information materially affecting player safety.

28. Privacy enquiries and concerns

Questions, concerns or requests relating to privacy may be submitted to Apex Football Group.

A request should provide enough information for Apex Football Group to understand and respond to the matter.

Apex Football Group will seek to investigate privacy concerns and respond within a reasonable period.

Where the Privacy Act applies and an individual remains dissatisfied with the handling of a privacy matter, they may have the right to contact the Office of the Australian Information Commissioner (OAIC).

An APP privacy policy, where required, must explain how individuals may access and correct information, how privacy complaints can be made and handled, and whether personal information is likely to be disclosed overseas.

29. Changes to this Privacy Policy

Apex Football Group may update this Privacy Policy from time to time to reflect:

• changes in law;
• changes in Apex Football Group systems;
• changes in Apex Super League operations;
• changes in technology providers; or
• changes in how personal information is handled.

The current version will be made available through the applicable Apex Football Group or Apex Super League website.

Material changes affecting existing participants may also be communicated where reasonably appropriate.

30. Contact

Privacy questions, access or correction requests and privacy concerns may be directed to:

• Apex Football Group
• ABN 34 672 323 867
• Email: [email protected]