Privacy policy

Last updated 3 October 2026

Explaining this to a child? Our page for kids says it in plain words.

1. About this policy

OverOut is a web app for cricket coaches, clubs and academies in Australia. It turns parents’ availability into a weekly coaching roster, and keeps attendance, session notes and messages between coaches and families in one place.

OverOut is run by Mizar Australia Pty Ltd (ABN 46 632 934 868) (“OverOut”, “we”, “us”). This policy explains what personal information we handle, why, who we share it with, and what you can do about it. It covers the website at overout.live, the OverOut app, and the emails we send.

We’ve built OverOut around the Australian Privacy Principles in the Privacy Act 1988 (Cth), and we’re opting in to the Act so that they bind us.

2. Who’s who

• Organisations are the coaches, clubs and academies that use OverOut. An organisation decides who to invite, which children to accept, and how it runs its sessions.
• Staff are an organisation’s Org Admins (who run it) and coaches.
• Parents are the parents and guardians who add their children and manage their places.
• Children are the students. They don’t have accounts and never sign in.

An organisation is responsible for how it uses the information it keeps in OverOut, such as what its coaches write about a child. We hold that information and run the service for it, and we use it only for the purposes in this policy. If you have a question about how your organisation handles your information, you can ask it, or ask us and we’ll help.

3. What we collect

About everyone with an account

• Your email address, which is how you sign in. There are no passwords.
• Your display name, if you choose to add one.
• Which organisations you belong to, and your roles there.

About children, from their parent, or from the organisation’s staff

• Name, date of birth and an emergency contact (name and phone number). We ask for the date of birth because age matters for coaching safety.
• The level the organisation sets, and the training plan and notes their coaches write.
• Health and safety notes their parents give, such as asthma, an allergy or a recent injury, so they can be coached safely. This is sensitive information: their parents choose what to give, and we use it only to keep them safe at training.
• When they can come (availability), their places in sessions, attendance, absences, make-ups, and what’s charged for each session.
• We don’t ask for photos, a school, or a home address.

About coaches

• Their Working With Children Check: number, state, expiry date and any note that a renewal is pending, as an Org Admin records it. We don’t check it with the state or territory registry: the organisation stays responsible for vetting its staff.
• The sessions they run and cover.

Who has viewed a child’s information

• When someone opens a child’s profile, sees them on a session’s attendance list or the organisation’s list of students, or, as their parent, opens their sessions and notes or downloads their data, we record who, when and which child. So does an Org Admin downloading the organisation’s data when it stops using OverOut, for every child in it. The same view again within half an hour isn’t recorded twice.

Messages

• Messages between coaches and parents in OverOut, and the record of any safeguarding hold an Org Admin places on them.

About organisations

• Name, type, timezone, locations, seasons and session times.
• For billing, the Org Admin’s email address and the subscription. Card details are entered directly with Stripe. We never see or store card numbers.

Technical information

• One cookie, which keeps you signed in for up to 7 days and is cleared when you sign out. We don’t use advertising or analytics cookies, or tracking.
• Our hosting provider records server logs, which include IP addresses, browser details and the time of each request.

4. How we collect it

• From you, when you sign up, accept an invitation, add a child, give availability, answer a place, or write a message.
• From your organisation, when its staff invite you, set a level, record attendance or write notes.
• From another parent of the same child, who can invite you to be one of that child’s parents.
• Automatically, through the sign-in cookie and server logs.
• From Stripe, about the state of an organisation’s subscription and payments.

5. Why we use it

• To run OverOut: to suggest rosters, offer and confirm places, record attendance, keep notes, and let coaches and parents message each other. We also email you what you need to know, such as sign-in links, places offered, session changes, weekly summaries and reminders.
• To help keep children safe: the emergency contact, a child’s age for safe coaching, coaches’ WWCC records, and safeguarding holds that stop messages being deleted while a complaint is looked into.
• To bill organisations, weekly through Stripe. Parents aren’t billed through OverOut.
• To keep OverOut secure and working: to prevent misuse, fix problems and give support.
• To meet the law, where it requires us to keep or disclose information.

We don’t sell personal information. We don’t use it for advertising, and we don’t send marketing to parents or children.

6. Children’s information

• Consent: a parent or guardian adds a child and agrees to a plain-language notice of what’s collected and why. We record which version they agreed to and when, and ask again each time a season is rolled over.
• The date of birth is seen only by the child’s parents. Staff, Org Admins included, see the child’s age, which is all coaching needs.
• Who sees it:
  • the child’s parents;
  • the organisation’s Org Admins;
  • the coaches who coach the child now or have coached them before, while they still coach there;
  • a cover coach, who sees only the child’s age, level, training plan and health and safety notes, for the one session they’re covering.
• Never other parents: parents never see other children, in any session.
• Notes: session notes and a child’s training plan reach their parents only when a coach shares them.
• Health and safety notes are seen by the child’s parents, the organisation’s Org Admins, the child’s coaches, and a coach covering one of their sessions. Coaches are asked to keep health details out of their notes.
• A record of who viewed it: the organisation’s Org Admins can see that record for each child (section 3). Parents get it in their child’s download, where staff are named and another parent of the child never is.

7. Who sees what inside an organisation

• Org Admins can read every message between coaches and parents. Each conversation says so.
• A child’s coaches and the Org Admins can see their parents’ email addresses, to contact them.
• Staff names (or email addresses, until a name is added) are shown within the organisation, and a coach’s name to the families of the children they coach. A parent’s name is only ever shown to them.

8. Who we share it with

We use these service providers to run OverOut. They handle personal information only to provide their service to us.

We may also disclose personal information:

• when the law requires it, for example to a court or a regulator;
• to our professional advisers, such as lawyers and accountants;
• to someone who buys OverOut’s business. We’d tell you first, and this policy would keep applying to your information.

9. Information sent overseas

OverOut’s database is in Sydney. Some of the providers above handle information overseas, mainly in the United States:

• Resend, for every email we send;
• Stripe, for billing;
• Vercel, whose network routes traffic worldwide.

We choose providers with strong security and privacy commitments. As they’re based in the United States, information they handle is also subject to its laws, and to those of other countries where they operate.

10. How we keep it secure

• Information is encrypted in transit, and our database provider encrypts it at rest.
• Each organisation’s information is kept separate in the database itself, not only by the app.
• There are no passwords to steal. Sign-in links work once, expire after 15 minutes, and are stored only in a form that can’t be turned back into the link.
• Only the people who need it can see a child’s information, as described in sections 6 and 7.
• If there’s a data breach: if it’s likely to cause someone serious harm, we’ll tell the people affected and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme requires.

11. How long we keep it

• A child’s details are erased 12 months after the last season they were enrolled in, unless they’re enrolled again.
  • Their name, date of birth, emergency contact, level, training plan and notes are deleted.
  • Everything else of theirs is deleted too. Their attendance and charges are kept only as counts for each session (how many came, and what was charged), so the organisation’s records still add up without anyone being identifiable.
• Messages stay while the parent has a child at the organisation. A conversation is deleted once nothing has been written in it for a year and the parent has no child there, unless a safeguarding hold is keeping it.
• Your account stays until you delete it. Someone who has coached keeps their account, because the organisation’s records of who ran each session point to it. Once they’ve left, the organisation shows them as a former coach, except in its record of who viewed a child’s information.
• The record of who viewed a child’s information (section 3) is kept for 2 years, so a problem found late can still be looked into. It stays when the child’s details are erased, or the organisation stops using OverOut, though it no longer says who the child was.
• If an organisation stops using OverOut, nobody can use its records from then, and we delete them 30 days later, except anything under a safeguarding hold. Until then the organisation can ask us for a copy. Your account stays.
• Billing records are kept for 5 years, as Australian tax law generally requires.
• Server logs are kept by our hosting provider for one day.
• Safeguarding holds: a conversation, or a child’s records, under a safeguarding hold are kept to protect children and meet our legal obligations, even if erasure or account deletion is asked for. Once a hold is formally lifted, records are kept for a further 30 days before routine retention and erasure resume, and a request to erase a held child waits until then.

12. Your choices and rights

• See it: a parent sees their child’s details, places, sessions and shared notes in OverOut. They can also download a copy of everything held about their child at any time, including notes a coach hasn’t shared with them and who has viewed their child’s information.
• Correct it: ask your organisation, or us, to correct anything that’s wrong.
• Erase a child’s information: any of the child’s parents can ask from the app.
  • Every parent of the child is told, and any of them can cancel within a week.
  • After that week, it’s done: the child and everything of theirs is deleted, with their attendance and charges kept only as counts, as in section 11.
• Delete your account: you can do this from your account page.
  • A child of yours who has no other parent at the organisation is erased with it.
  • Your messages go too, except any under a safeguarding hold.
  • If you’re an Org Admin or coach, hand that over first. Someone who has coached can’t delete their account, as section 11 explains.
• Ask us anything: contact us (section 15). We’ll reply within 30 calendar days. If a request is complex, we’ll tell you why we need longer.

13. Complaints

If you’re worried about how your information has been handled, contact us first (section 15). We’ll look into it and reply within 30 calendar days.

If you’re not satisfied with our answer, you can lodge a complaint with the Office of the Australian Information Commissioner, using its online form, or by phone on 1300 363 992.

14. Changes to this policy

We’ll update this policy when OverOut changes how it handles personal information, and show the date it was last updated at the top. Before a change that materially affects how children’s information is handled or shared takes effect, we’ll email organisations and parents.

15. Contact us