Who we are
ARM is a club management platform for grassroots rugby, operated by [LEGAL ENTITY NAME], a New Zealand company (NZBN [NZBN]), registered office [REGISTERED ADDRESS]. In this page, "we", "us" and "ARM" mean that company.
Our privacy officer, appointed under section 201 of the Privacy Act 2020, is [PRIVACY OFFICER NAME]. You can reach them at hello@armtech.app.
Our role and your club's role
There are two kinds of information here, and they work differently.
- Club data. Player records, availability, selections, notes and attendance belong to your club. Your club decides what goes in, who sees it and how long it stays. We hold and process that information on your club's behalf and act on its instructions. If you are a player and want your details changed or removed, your club is the right first stop, and we will help them do it.
- Our own data. Account details for the people who log in, billing information, support conversations and technical logs. We decide how that is handled, and this page describes it.
What we collect
Only what a club needs to run a season:
- Club and team details, including grades, seasons and fixtures.
- Player details entered by the club: name, position, player type, contact details and, where the club records them, date of birth and weight.
- Availability responses, selection notes and training attendance.
- Account details for coaches, managers and rugby development officers, including name, email and role.
- Billing details for paid plans. Card numbers are handled by our payment provider and never stored by us.
- Support emails and the messages you send us.
- Technical logs: IP address, device and browser type, and a record of actions taken inside a club so overrides and changes can be audited.
We do not collect health information, injury records or anything about a player's ethnicity, beliefs or background. If your club needs to record something sensitive, talk to us first.
Where it comes from
Most data is entered by the club. Availability responses come from players themselves, through the link they receive. We do not buy data and we do not scrape it.
How we use it
To run availability, selection, playbook and reporting for your club, to send the messages your club asks us to send, to take payment where a club is on a paid plan, to support you when something goes wrong, and to keep the service secure and working. We may look at aggregated, de-identified usage patterns to decide what to build next. We do not sell club or player data, we do not share it with advertisers, and we do not use it to train third-party AI models.
Children and young players
ARM is used by clubs that field junior and colts sides, so it holds information about people under 18. We take that seriously.
- Junior data is entered by the club under the club's own consent processes. The club is responsible for holding the consent it needs, and where a player is under 16 we expect that to include a parent or guardian.
- Players see only their own information. Coach notes are never shown to players.
- We do not profile young players, target them with marketing, or use their information for anything beyond running their team.
- A parent or guardian can ask their club, or us, what is held about their child and have it corrected or removed.
Who can see what
Coaches and managers see the players in the teams they manage. Rugby development officers see the clubs they are given access to, read-only unless the club grants more. Players see their own fixtures, notes addressed to them and their own responses. Inside our team, access to club data is limited to the people who need it for support or maintenance, and it is logged.
Messages we send
ARM sends availability requests, reminders and club messages on your club's instruction. Every message identifies the club it comes from and includes a way to stop receiving that kind of message. Clubs must not use ARM to message someone who has asked them to stop. We send our own product and billing emails to account holders, and occasional product news you can unsubscribe from at any time.
Service providers
We use a small number of providers to run ARM: cloud hosting and database, email and messaging delivery, payment processing, error monitoring and customer support tooling. They may handle club data only to provide their service to us, under contract, and they may not use it for anything else. A current list of these providers is available on request from hello@armtech.app. We do not share data with anyone else unless the law requires it or your club asks us to.
Where your data is stored
ARM is hosted in [HOSTING REGION, e.g. Sydney, Australia]. Some of our providers process data in [OTHER COUNTRIES]. Before sending personal information overseas we satisfy ourselves that the provider is subject to comparable safeguards, as required by information privacy principle 12 of the Privacy Act 2020.
Keeping it safe
Data is encrypted in transit and at rest. Access is limited to the people who need it and protected by individual accounts. We keep audit records of overrides and changes made inside a club, review access regularly, and remove it when someone leaves.
If something goes wrong
If there is a privacy breach that is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and the people affected as soon as practicable, as required by the Privacy Act 2020. We will tell the affected club what happened, what information was involved and what we are doing about it, and we will not wait for the investigation to finish before telling you.
How long we keep it
- While your club is with us: club data is kept for as long as the club wants it, because season history is part of the point.
- After a club leaves: we keep the data for 60 days so it can be exported or an account restored, then delete it. A club can ask us to delete it sooner.
- Backups: deleted data may persist in encrypted backups for up to a further 30 days before it is overwritten.
- Billing records: kept for seven years, as New Zealand tax law requires.
- Technical logs: kept for 12 months.
Cookies and analytics
We use cookies that are necessary to keep you signed in and to remember basic preferences. We use [ANALYTICS PROVIDER, or "no third-party analytics"] to understand which parts of ARM get used, using aggregated data. We do not use advertising or cross-site tracking cookies, and there is nothing on ARM that follows you around the internet.
Your club owns its data
The club owns its player records, history and selections. You can export them at any time in a standard format, and if you leave we will delete your data on request.
Your rights
Under the Privacy Act 2020 you can ask what we hold about you, ask us to correct it, or ask us to delete it. Email hello@armtech.app and we will respond within 20 working days. If the request is about club data, we will work with your club to sort it. There is no charge.
Australia
Where we handle personal information about people in Australia, we also comply with the Australian Privacy Act 1988 and the Australian Privacy Principles. Australian users can contact us the same way, and can complain to the Office of the Australian Information Commissioner if they are not happy with our response.
Changes to this page
We may update this page as ARM changes. The date at the top always tells you the current version. If a change materially affects how we handle club or player information, we will email account holders before it takes effect.
Contact and complaints
Questions about this page? Email hello@armtech.app and we will answer properly.
If you are not satisfied with how we have handled a privacy matter, you can complain to the Office of the Privacy Commissioner at privacy.org.nz, or in Australia to the OAIC at oaic.gov.au.