Privacy policy

Tee'd Up HQ ("HQ") is an app that businesses use to run their leads, bookings, payments, waivers and reminders. It is provided by Tee'd Up Events Pty Ltd (ABN 15 692 502 006) ("we", "us"). This policy explains what personal information HQ handles, why, who else sees it, and your choices. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

Two kinds of information

• About the people who use HQ (business owners and their staff): we are responsible for this.
• Information a business keeps in HQ about its own customers and leads, including people who sign a waiver or accept a quote through a link the business sent. The business decides what to collect and how to use it, and is responsible for it under its own privacy policy. We store and process it only to provide HQ to that business. If you're one of a business's customers, contact that business first about your information.

What we collect

• Your account: name, email address, role in the business, and your password (stored only as a one-way hash, never readable).
• Your business: business name, ABN and contact details, time zone, settings, and its subscription status.
• What your business enters: leads, customers, bookings, quotes, payments, tax invoices, tasks, notes and staff schedules. Signed waivers include the participant's name and contact details, a parent or guardian's details when they sign for a child, the signature, the exact wording agreed to, and the device address (IP) and browser it was signed from. Event sign-up forms record what people choose to give, including whether they agree to marketing.
• Connections you choose to set up: if your business connects Google, HQ reads your inbox (read-only) to remind you about replies and saves waiver copies to your Google Drive. If you connect Claude or ChatGPT, that app can read and update your pipeline through HQ.
• Payments: subscriptions are paid through Stripe on the website, or through Apple or Google in the phone apps. We never see or store card numbers. We keep the plan, its status and payment dates.
• Devices and security: a device registration so we can send notifications you turned on; records of sign-in attempts and form submissions by IP address (to stop password guessing and spam); and records of app errors, with customer details, email addresses and keys removed first.

How we use it

To provide HQ to your business: show your data to your team, send the reminders and notifications you've set up, back up waivers, run billing, keep the service secure, fix problems and answer support requests. We don't sell personal information, we don't use it for advertising, and we don't use a business's data for anything except providing HQ to that business.

Cookies and tracking

HQ uses one cookie to keep you signed in. There are no advertising cookies and no third-party analytics or tracking. The app may keep a copy of upcoming bookings on your device so they're available without a connection.

Who else handles it

We use these service providers to run HQ. Each handles information only to provide its service to us:

• Vercel (app hosting), which may process requests in Australia and the United States.
• Neon (database), with data stored in Sydney, Australia.
• Stripe (website payments), Apple and Google (in-app payments and phone notifications).
• Google, only if your business connects Gmail or Google Drive.
• An email delivery provider, for emails HQ sends on your behalf (for example waiver copies), when switched on.
• Anthropic (Claude) or OpenAI (ChatGPT), only if your business connects them. What they receive is handled under their own terms and privacy policies.

Some of these providers are based in, or may store information in, the United States and other countries. We choose providers with strong security practices and share only what's needed. We may also disclose information if the law requires it.

Keeping it separate and secure

Each business's data is kept separate from every other business's, and the database itself enforces this. Connections are encrypted (HTTPS), passwords are hashed, and stored connection keys (such as Google sign-in tokens) are encrypted. No system is perfectly secure; if a data breach is likely to cause serious harm, we will tell affected people and the Office of the Australian Information Commissioner as the law requires.

How long we keep it

• While your business uses HQ, its data is kept so the app works.
• Closing your business (Settings → Close business) signs everyone out straight away, and permanently deletes all of the business's data after 30 days. During those 30 days you can ask us to reopen it.
• Deleting your own login (Your account → Delete my account) switches it off and removes your name, email and phone. Records you worked on stay with the business, shown as "Deleted user".
• Database backups exist for a short period (currently up to 7 days) so we can recover from failures; deleted data disappears from them as they roll over.
• Error records are kept for 30 days and background-job records for 14 days.
• We keep a record that a business existed, closed and was deleted, and its billing history, because tax law requires payment records to be kept (generally 5 years). Stripe, Apple and Google keep their own payment records.
• Waiver copies already saved to a business's own Google Drive belong to that business and stay in its Drive.

Your choices and rights

• See and correct your details in the app, or ask us.
• Download all of your business's data at any time (admins: More → Download a backup).
• Delete your login, or close the business and have its data deleted, from inside the app.
• Ask us what personal information we hold about you, or to correct it. We'll respond within 30 days.

Children

HQ is for businesses and isn't meant for anyone under 18. A business may record a child's details when a parent or guardian signs a waiver for them; that information belongs to the business, as above.

Contact and complaints

Questions, requests or complaints: admin@teedupevents.com.au. If you're not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

If we change this policy we'll update the date at the top, and tell account admins about important changes before they take effect. See also our Terms of use.