Privacy Policy
This policy explains how Backed In Athlete Mentoring (“Backed In”, “we”, “us”) handles personal information when you use this website, enquire about mentoring, apply to become a mentor or use the Backed In portal.
What we collect and why
Family enquiries. When you enquire, we collect the parent or guardian’s name, email and mobile number, the young athlete’s age and sport, and anything you choose to tell us about what they’d like help with. We use this only to respond to your enquiry and talk with you about whether mentoring is a good fit. Please don’t include medical or other sensitive health details in the enquiry form.
Mentor applications. When you apply, we collect your name, email, date of birth, the sports and levels you’ve played, your sporting and life experience, why you want to mentor, your confirmation that you’re 18 or over, and your self-reported Working With Children Check (or equivalent) status. We use this to assess your application and follow up with you by email. We don’t ask for a check number or documents in the application; screening is verified during onboarding, before any work with athletes.
Portal accounts. If you join the programme, we hold the information needed to run it: names and contact details of athletes, parents or guardians, mentors and staff; enrolments and mentor assignments; session times; goals, actions, notes and progress updates; support messages; agreements; and invoice and payment records. Each person sees only what their role allows.
Website use. When you sign in to the portal, your browser stores a sign-in session so you stay signed in. We don’t use advertising or tracking cookies on this website.
Who can see your information
Personal information is stored in a private database. Enquiries and mentor applications can be read only by Backed In staff who have been given permission for that area; they are never publicly visible. Within the portal, access is limited by role: for example, a parent sees their own family’s records, a mentor sees the athletes assigned to them, and staff see only the areas they’re permitted to manage.
We don’t sell personal information. We may disclose it where required or authorised by law.
Service providers
We use service providers to host this website and to store data securely, and to send account emails such as invitations and password resets. They handle information on our behalf to provide those services.
Overseas disclosure
Some of our service providers may store or process information outside Australia.
How long we keep information
We keep personal information only as long as we need it for the purposes above, or as required by law, then delete or de-identify it.
- Enquiries that don’t proceed: up to 12 months.
- Unsuccessful mentor applications: up to 12 months.
- Programme, agreement and financial records: for the life of the programme, then as required for tax and record-keeping (generally 7 years).
Keeping information secure
We restrict access by role and permission, require staff and portal users to sign in, and don’t allow public sign-up to the portal.
Access, correction and complaints
You can ask to access or correct the personal information we hold about you. If you have a concern about how we’ve handled your information, please contact us and we’ll respond. If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (oaic.gov.au).
Changes to this policy
We may update this policy from time to time. The current version will always be on this page.
Questions about privacy? Use the enquiry form and we’ll pass your question to the right person.