Introduction

MiTIME Group Pty Ltd (“MiTIME”, “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including our website and when organizations exchange data on behalf of participants for medallion personalisation or similar activations (“Services”).

By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our Services.

Privacy Act and Personal Information

The Privacy Act 1988 (Cth) (‘Privacy Act’) and the relevant privacy principles under the Privacy Act regulate how we can collect, store, manage, use, disclose and provide access to personal information.

For the purposes of the Privacy Act, personal information is information or an opinion, whether true or not and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.

Information We Collect

MiTIME collects personal information to provide our services and conduct business operations. Any processing of personal data is carried out strictly for lawful purposes.

Providing personal information is optional. However, if you choose not to provide requested information, provide inaccurate or incomplete details, or withdraw your consent, we may be unable to deliver services to you.

Information You Provide to Us

• Personal Information: When you place an order, submit a query, or sign up for an account, we may collect your name, email address, phone number, timing data, bib number, event details, team affiliations, billing and shipping addresses, payment details, or other relevant data required to produce personalised inserts.
• Participant Data: For organizations submitting data on behalf of participants, we may collect your name, email address, timing data, bib number, event details, team affiliations, shipping addresses, or other relevant data required to produce personalised inserts.

Information Collected Automatically

• Usage Data: When you visit our website, we may collect information such as your IP address, browser type, operating system, referring URLs, and pages viewed.
• Cookies and Tracking Technologies: We use cookies to improve user experience and analyse website performance. You can manage your cookie preferences through your browser settings.

Third-Party Data

We may receive information about you from third parties, such as event organizers or payment processors.

How We Use Your Information

We use the information we collect to:

• Provide and personalise our Services.
• Process orders and deliver our Services.
• Communicate with you regarding orders, enquiries, and updates.
• Facilitate data exchanges with organizations for participant personalisation.
• Analyse and improve our website’s functionality and user experience.
• Comply with legal obligations and enforce any applicable user agreements.

Secondary Purposes for Using Personal Information

MiTIME may use your personal information for permissible secondary purposes when:

• You have provided consent.
• The use is reasonably expected in relation to the primary purpose.
• The secondary purpose is directly related to the primary purpose.
• Otherwise permitted by applicable legislation.

Sharing Your Information

We do not sell your information. However, we may share your data with:

• Service Providers: Third-party vendors who assist with payment processing, shipping, engraving and technology delivery.
• Event Organizers: To facilitate accurate personalisation of medallion inserts for participants.
• Legal Compliance: When required to comply with legal obligations or protect rights and safety.

Any such disclosures will be made on a confidential basis and, where possible, will require the third party to comply with appropriate privacy obligations.

Accessing Your Information

Under applicable laws, you have the right to access or update your personal information held by MiTIME. To do so, contact us using the details provided in the “How to Contact Us” section below.

Before making any changes or granting access, we will verify your identity and follow our procedures to prevent unauthorized access. We aim to process your request within 30 days. Normally, there are no fees for accessing your information, especially when required by law. If access involves significant costs, we will inform you of any charges beforehand.

Data Retention

We retain your information only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, or resolve disputes. We will keep your personal information for as long as we provide services to you or as required by our agreement or purpose. The retention period depends on the purpose and local laws where the information was collected:

• Order particulars (including name, address and email) – 7 years from the date of order.
• Publicly available results/timing data – 7 years from the date of event.
• Subscribers to marketing materials – confirmation will be sought annually that your personal information is to be retained.

Security

We implement appropriate technical and organizational measures to safeguard your information from unauthorized access, disclosure, or destruction. These policies and procedures are regularly reviewed to ensure they remain current and appropriate. However, no security system is completely secure, and we cannot guarantee absolute security.

Your Rights

Depending on your location, you may have the right to:

• Access, update, or delete your personal information.
• Object to or restrict data processing.
• Withdraw consent for data collection.
• Lodge a complaint with a data protection authority.

Privacy complaints

MiTIME will seek to resolve any privacy complaints and will deal with privacy complaints as quickly as possible and in a respectful and confidential manner. We will investigate any privacy complaint you make and will inform you of the outcome of your complaint following the completion of the investigation.

In the event you are dissatisfied with the outcome of your complaint, you may refer the complaint to the relevant authority.

Office of the Australian Information Commissioner:
https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us

International Data Transfers

If you are located outside of Australia, your information may be transferred to and processed in a different jurisdiction. We ensure appropriate safeguards for such transfers.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. Please review their policies before providing any information.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted on our website. Please review this policy periodically for updates.

How to Contact Us

For further information or enquiries regarding your personal information, please contact as below:

MiTIME Privacy Compliance Manager
email: [email protected]
mail: PO Box 6071, Geelong West VIC 3218