Version: 1.0
Last Updated: 04/09/2026
Ironpanel (Ironpanel, we, us, our) provides competition management, adjudication, scoring and event-management technology to sporting federations, competition organisers and related organisations.
We respect the privacy of athletes, judges, administrators, promoters, emcees, federation representatives and other people whose information may be processed through Ironpanel.
This Privacy Policy explains how Ironpanel collects, uses, stores, protects and discloses personal information.
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1. WHO WE ARE
Ironpanel
ABN/ACN: TBA
Registered Address: TBA
Australia
General Contact:
leeg@ironpanel.net
Ironpanel operates internationally and may provide services to organisations located in Australia and other countries.
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2. OUR ROLE
Ironpanel usually provides technology to a federation, competition organiser or similar organisation.
In many circumstances:
The federation or competition organisation determines:
• what athlete information it collects;
• why that information is collected;
• which competitions athletes enter;
• judging rules and criteria;
• who may access competition information;
• whether results are published; and
• how long particular competition records are required.
Ironpanel provides the technology used to process that information.
Where privacy law uses the terms Controller and Processor, the federation or organisation will generally act as Controller of competition-related personal data and Ironpanel will generally act as Processor.
Ironpanel may separately act as Controller for information it collects for its own business purposes, such as account administration, billing, security and communications.
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3. INFORMATION WE MAY COLLECT
The information processed through Ironpanel depends on how a federation or competition organiser uses the platform.
It may include:
Athlete and competitor information
• first name;
• surname;
• email address;
• postal or residential address;
• date of birth;
• age;
• sex or gender information;
• federation membership number;
• competitor number;
• competition entries;
• category;
• division;
• class;
• photographs;
• biographical information;
• placings;
• competition history; and
• other information provided by the relevant federation.
Judge information
We may process:
• name;
• email address;
• account details;
• judging assignments;
• judging scores;
• judging comments;
• Competition activity;
• user permissions; and
• audit information.
Administrator, promoter and federation information
We may process:
• name;
• organisation;
• position;
• email address;
• account details;
• assigned role;
• permissions;
• Competition activity;
• support communications; and
• audit information.
Technical information
When someone uses Ironpanel, we may process technical information such as:
• login activity;
• device information;
• browser information;
• IP address;
• application activity;
• error information;
• security records; and
• technical logs.
Billing information
Where relevant, we may process:
• customer contact details;
• billing details;
• invoice information;
• transaction details; and
• payment status.
Where Stripe or another payment provider is used, payment-card processing may be performed directly by that provider rather than storing complete card details within Ironpanel.
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4. INFORMATION WE DO NOT GENERALLY REQUIRE
Ironpanel is not currently intended to operate as a medical or health-record system.
Unless specifically agreed and appropriately reviewed, customers should not upload unnecessary:
• medical records;
• detailed health information;
• injury files;
• genetic information;
• identity documents;
• criminal-history records;
• security-clearance information; or
• other highly sensitive information unrelated to competition administration.
If future functionality requires sensitive information, Ironpanel may introduce additional privacy notices, controls or contractual requirements.
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5. HOW WE RECEIVE INFORMATION
Ironpanel may receive personal information:
From federations and competition organisers
This is currently the primary source of athlete information.
Federations may:
• manually enter athlete information;
• upload information using CSV, XLS or another supported format; or
• provide information through another approved method.
Directly from users
Judges, administrators, promoters, emcees and other Authorised Users may provide information when:
• creating or activating an account;
• logging into Ironpanel;
• using Competition functionality;
• contacting support; or
• communicating with Ironpanel.
Automatically
Some technical information may be generated automatically when the platform is used.
From service providers
We may receive information from services involved in:
• authentication;
• payment processing;
• email delivery;
• mapping;
• security;
• infrastructure; or
• technical support.
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6. ATHLETE ACCOUNTS
Athletes do not currently require direct Ironpanel user accounts.
Athlete information is generally supplied to Ironpanel by the relevant federation or Competition organisation.
Ironpanel may introduce athlete accounts or an athlete results portal in future.
If this occurs, this Privacy Policy and relevant user terms will be reviewed before material release.
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7. WHY WE PROCESS PERSONAL INFORMATION
We may process personal information to:
• establish federation accounts;
• create and administer Competitions;
• create competitor records;
• assign competitors to categories, divisions and classes;
• operate judging functionality;
• record scores;
• calculate Competition results according to configured criteria;
• display authorised results;
• maintain judging audit records;
• manage user accounts;
• control platform permissions;
• provide technical support;
• deliver operational emails;
• process billing;
• prevent misuse;
• investigate security incidents;
• diagnose technical problems;
• maintain platform security;
• maintain appropriate backups;
• comply with legal obligations;
• establish or defend legal claims; and
• improve the performance and functionality of Ironpanel.
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8. JUDGING INFORMATION
Ironpanel may store individual judges’ scores and related Competition information.
Current platform permissions are intended so that:
• individual judges can perform their own judging role;
• judges do not ordinarily see other judges’ individual scores;
• head judges may view individual judge scores;
• authorised federation administrators may view judging information;
• athletes do not currently access individual judge scores through Ironpanel; and
• individual judge scores are not ordinarily publicly available.
The relevant federation determines its judging rules, confidentiality requirements and publication policy.
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9. COMPETITION RESULTS
Ironpanel may calculate Competition outputs based on:
• criteria configured or approved by the federation; and
• scores submitted by authorised judges.
Ironpanel provides the technology used to record and calculate this information.
Ironpanel does not independently judge athletes or determine the sporting merits of competitors.
The federation and its authorised judges remain responsible for judging decisions, rules and official Competition outcomes.
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10. AUTOMATED PROCESSING
Ironpanel uses software to perform functions including:
• score calculations;
• tabulation;
• application of configured criteria;
• ranking or result generation based on submitted Competition data;
• permissions;
• security controls; and
• platform workflows.
Where a Competition result is generated through Ironpanel, the underlying judging assessments are provided by human judges appointed by the relevant federation.
Ironpanel does not currently use artificial intelligence to independently assess an athlete’s physique or replace human judging decisions.
Where applicable law requires additional information about automated decision-making, Ironpanel will provide that information.
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11. HOW WE USE JUDGE SCORES
Submitted scores may be maintained in a form that preserves Competition integrity and auditability.
A submitted score may therefore not be directly editable through ordinary user functionality.
Where correction is necessary, the federation may use an authorised correction or administrative process where available.
Ironpanel may retain audit information concerning the original and corrected record where necessary for Competition integrity.
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12. OUR LEGAL BASIS FOR PROCESSING
The legal basis for Processing depends on the jurisdiction and circumstances.
It may include:
• performance of a contract;
• legitimate business interests;
• compliance with legal obligations;
• consent;
• the legitimate interests of the relevant federation;
• processing necessary to provide requested services; or
• another lawful basis available under applicable privacy law.
Where Ironpanel acts as Processor, the federation or Competition organisation is primarily responsible for identifying the legal basis for its collection and use of athlete and Competition Personal Data.
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13. FEDERATION RESPONSIBILITY
Federations and competition organisers using Ironpanel are responsible for ensuring they have lawful authority to provide Personal Data to Ironpanel.
They are responsible for matters including:
• appropriate collection notices;
• consents where required;
• lawful Competition registration;
• lawful athlete-data collection;
• restrictions applying to minors;
• appropriate collection of sensitive information; and
• responding to privacy requests concerning their own records.
If you are an athlete and have a question about why your federation collected particular Competition information, you should ordinarily contact the relevant federation first.
You may also contact Ironpanel where your request concerns Ironpanel’s own processing.
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14. WHO MAY ACCESS INFORMATION
Personal information may be accessible to appropriately authorised:
• federation administrators;
• Competition administrators;
• promoters;
• judges;
• head judges;
• emcees;
• authorised federation staff;
• Ironpanel personnel;
• Ironpanel consultants or contractors; and
• service providers supporting the Ironpanel platform.
Access depends on the individual’s role and permissions.
Not every user can access every category of information.
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15. OUR SERVICE PROVIDERS
Ironpanel uses third-party technology providers to operate the platform.
These may include providers of:
• cloud application infrastructure;
• data hosting;
• transactional email;
• payment processing;
• mapping;
• security;
• technical monitoring;
• customer support; and
• related technology services.
Current significant providers may include:
Bubble
Application platform and hosting infrastructure.
Twilio SendGrid
Transactional email services.
Stripe
Payment processing where implemented.
Google services
Mapping or location functionality where used.
A current Subprocessor Register may be made available by Ironpanel.
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16. INTERNATIONAL PROCESSING
Ironpanel is based in Australia but provides services internationally.
Personal information may therefore be processed or stored outside:
• Australia;
• the country in which the federation operates; or
• the country in which the individual resides.
Our infrastructure and technology providers may operate internationally.
Processing locations will depend on the service and infrastructure used.
Where applicable privacy law requires a particular safeguard for international transfers, Ironpanel will implement an appropriate mechanism where required.
This may include contractual safeguards or recognised international transfer arrangements.
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17. SECURITY
Ironpanel takes reasonable technical and organisational measures to protect Personal Data against:
• unauthorised access;
• misuse;
• interference;
• loss;
• alteration; and
• unauthorised disclosure.
Measures may include:
• unique user accounts;
• password authentication;
• role-based access;
• federation-level information separation;
• administrative permissions;
• activity logging;
• application privacy rules;
• encryption provided through underlying infrastructure;
• restricted privileged access;
• security reviews;
• backup processes; and
• incident-response procedures.
No internet-based system can guarantee absolute security.
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18. USER SECURITY
Users are responsible for taking reasonable steps to protect their accounts.
Users should:
• keep passwords confidential;
• not share accounts;
• protect devices;
• sign out of shared devices;
• notify Ironpanel of suspected unauthorised access; and
• follow federation and Ironpanel security instructions.
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19. DATA RETENTION
Ironpanel retains Personal Data only for as long as reasonably necessary for:
• providing the Services;
• Competition history;
• legitimate sporting records;
• audit integrity;
• Customer requirements;
• legal obligations;
• security;
• dispute resolution; and
• backup operations.
Default retention periods may include:
Judging and audit records
Up to seven years following the relevant Competition unless another period is agreed or required.
Athlete profile and contact information
Ordinarily up to two years following the relevant Competition unless ongoing retention is reasonably necessary.
User accounts
While active and ordinarily for up to two years following the relevant customer relationship.
Competition results
May be retained for longer-term Competition history where appropriate.
Backups and technical records
Retained according to applicable infrastructure and security lifecycle requirements.
Ironpanel may delete or de-identify information when it is no longer reasonably required.
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20. AGGREGATED AND DE-IDENTIFIED INFORMATION
Ironpanel may generate aggregated or de-identified information from use of the platform.
We may use this information for:
• platform analytics;
• performance monitoring;
• product improvement;
• security;
• capacity planning;
• benchmarking; and
• statistical analysis.
We will not intentionally identify an athlete or judge from information that has been irreversibly de-identified.
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21. COOKIES AND SIMILAR TECHNOLOGY
Ironpanel and its service providers may use cookies or similar technology where necessary for:
• authentication;
• session management;
• security;
• application functionality;
• preferences; and
• technical operation.
If Ironpanel introduces non-essential analytics, advertising or tracking technologies requiring additional consent, appropriate notices or consent mechanisms will be implemented where required.
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22. CHILDREN AND MINORS
Some federations may operate Competition divisions that permit participation by minors.
The relevant federation is responsible for determining:
• whether a minor may enter;
• what parental or guardian authority is required;
• what privacy notices must be provided; and
• what consents are legally necessary.
Ironpanel does not currently provide direct athlete accounts designed specifically for children.
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23. ACCESSING YOUR PERSONAL INFORMATION
Depending on applicable law, you may have the right to request access to Personal Data held about you.
Where the information is controlled by a federation, Ironpanel may direct your request to that federation.
Where Ironpanel controls the relevant information, requests may be sent to:
privacy@ironpanel.net
We may need to verify your identity before providing information.
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24. CORRECTING PERSONAL INFORMATION
If Personal Data about you is inaccurate, incomplete or out of date, you may request correction.
For Competition information controlled by a federation, the federation may need to approve or make the correction.
Ironpanel may preserve an audit record where altering an existing Competition record would otherwise compromise Competition integrity.
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25. DELETION AND OTHER PRIVACY RIGHTS
Depending on where you live and the law that applies, you may have rights relating to:
• deletion;
• restriction;
• objection;
• portability;
• withdrawal of consent;
• access;
• correction; and
• certain automated processing.
These rights are not absolute and may be subject to legitimate record-keeping, legal, sporting-integrity or other lawful requirements.
You can contact:
privacy@ironpanel.net
to make a privacy request relating to Ironpanel.
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26. CALIFORNIA AND OTHER US PRIVACY RIGHTS
Where applicable US privacy law grants an individual specific privacy rights, Ironpanel and the relevant federation will address those rights according to their respective legal roles.
Ironpanel does not sell Customer Personal Data supplied through the competition platform.
Ironpanel does not intend to share Customer Personal Data for cross-context behavioural advertising.
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27. EUROPEAN AND UK PRIVACY RIGHTS
Where EU GDPR or UK GDPR applies, individuals may have rights including:
• access;
• rectification;
• erasure;
• restriction;
• objection;
• data portability; and
• rights relating to certain automated decision-making.
Individuals may also have the right to complain to the relevant supervisory authority.
Where Ironpanel Processes information solely on behalf of a federation, Ironpanel may refer the request to that federation as Controller.
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28. AUSTRALIAN PRIVACY RIGHTS
Where Australian privacy law applies, individuals may request access to or correction of Personal Information in accordance with applicable law.
Privacy complaints may be submitted to Ironpanel using the contact details below.
Where applicable, individuals may also have rights to lodge a complaint with the Office of the Australian Information Commissioner.
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29. PRIVACY COMPLAINTS
Privacy complaints may be submitted to:
Privacy Officer
Ironpanel Pty Ltd
Email: privacy@ironpanel.net
Address: [INSERT]
Please provide enough information for us to understand:
• the issue;
• the information concerned;
• what occurred; and
• how you would like the issue addressed.
Ironpanel will investigate legitimate privacy complaints and respond within a reasonable period.
Where another federation controls the relevant information, we may refer or coordinate the complaint with that organisation.
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30. SECURITY INCIDENTS
Ironpanel maintains procedures for responding to suspected security incidents.
Where Personal Data is affected, Ironpanel will assess:
• what occurred;
• what information was affected;
• who may be affected;
• potential harm;
• containment;
• remediation; and
• applicable notification obligations.
Where legally required, Ironpanel or the relevant federation may notify affected individuals and regulators.
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31. CHANGES TO THIS PRIVACY POLICY
Ironpanel may update this Privacy Policy to reflect:
• changes to the platform;
• new functionality;
• changes to service providers;
• regulatory developments;
• international expansion;
• security improvements; or
• changes in our information-handling practices.
The current version will display its most recent update date.
Where a change materially affects how Personal Data is used, additional notice may be provided where appropriate.
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32. CONTACT US
For questions about privacy or Personal Data:
Ironpanel Privacy Officer
Email: privacy@ironpanel.net
Address: [INSERT]
General enquiries:
leeg@ironpanel.net
Ironpanel Pty Ltd
Australia
