Privacy Policy

Privacy Statement

Our Commitment to Privacy: We are committed to protecting your personal information and privacy rights. This Privacy Statement outlines how we collect, use, store, and disclose your information when you participate in our survey or use our services, in accordance with applicable laws and principles (including the Australian Privacy Act 1988 (Cth) and Australian Privacy Principles). By participating in the BeActiv survey or using our platform, you confirm that you have read and consent to the practices described in this Privacy Statement.

What Information We Collect

We collect personal information that you choose to provide to us. Personal information means any information about you that can identify you. This may include details such as your name, email address or other contact information, age or demographic information, and any other information you submit in the survey or through our services. We collect your data through surveys or your app usage in order to gather insights about the design, functionality and social impact of the platform. This information helps us assess the feasibility and effectiveness of our platform so that we can continue to improve it.

Contact Details: Information like your name, email address, phone number or other contact info.
Demographics & Preferences: Information such as your age, location (e.g. suburb or city), sports/activities interests, or other demographic data you share with us.
Feedback and Responses: Your opinions, answers, and any other content you provide in response to survey questions or feedback forms.
Usage Data: If you use our app or website in the future, we may collect data on how you interact with our services (e.g. pages visited or features used), though any such tracking will be done in compliance with this policy.

We generally do not ask for any sensitive personal information in our survey. “Sensitive information” includes things like health details, racial or ethnic origin, religious beliefs, or similar data. We will only collect sensitive information if it is reasonably necessary for our project and with your explicit consent (for example, if in the future our platform asks about health or accessibility needs to tailor activities, we would seek clear permission).

How We Collect Information

We collect your information fairly and directly from you, for example when you engage with us in any of the following ways:

Survey Participation: When you fill out our BeActiv validation survey or any other questionnaire from us, we collect the responses and any personal details you provide.
Newsletter Sign-Up: If you subscribe to our mailing list or opt in to receive updates, we collect your name and contact details for that purpose.
Direct Contact: If you contact us via email, social media, or in person with questions or requests, we may keep a record of that correspondence and any information you share.
Future App/Website Use: When our app or website is launched, creating an account or using the platform may involve providing information (such as creating a profile or sharing content). We will collect and handle such information according to this Privacy Statement.
Events or Promotions: If you participate in any events, contests, or promotions we host, we might collect information needed for those activities (for example, to register you or to award a prize).

We will always try to collect information directly from you and with your knowledge. If we ever need to collect personal information from someone else (for example, if a friend refers you to our service), we will do so only in accordance with privacy laws and will inform you as required.

How We Use Your Information

We will only use or disclose your personal information for the purposes for which you provided it, or for purposes that are related and that you would reasonably expect, or as otherwise permitted or required by law. In practice, this means we use your information in the following ways:

To Conduct Research and Improve Our Services: Your survey responses are vital for us to understand the needs and interests of our community. We use the information to research and determine the viability of the BeActiv app, to improve our concept, and to design a better service that meets users’ needs. This may include internal analysis of trends or preferences across respondents.
To Provide and Personalise Our Services: If you become a user of our platform in the future, we would use your information to create your account, enable functionality (like finding relevant sports meetups), and personalize your experience.
To Communicate with You: We may use your contact details to respond to your inquiries or feedback, or to send you information you have requested. If you have opted in to our mailing list (see Marketing Communications below), we will also use your details to send newsletters, updates, or promotional offers about BeActiv and our upcoming events or services.
For Aggregate Insights: We may compile statistics and insights from survey results and user data in an aggregated or de-identified format (so that no individual is identified). This aggregated information helps us understand overall trends (for example, what percentage of respondents are interested in certain activities) and can be used for reports, funding applications, or presentations about our project’s impact.
To Ensure Legal Compliance and Safety: If we are required by law to use or disclose information (for example, to comply with a court order) or if a rare situation arises where disclosure is necessary to prevent a serious threat to someone’s health or safety, we will do so as allowed under privacy laws. We will only share what is necessary and, when possible, will inform you of such disclosures.

Marketing Communications & Consent

As part of filling out our survey, you will join our mailing list for future promotions, updates, and general marketing communications. You can opt out at any time. This section explains how we handle that choice:

If You Opt In to the Mailing List: If you continue with the survey to receive future communications, we will add you to our email list. We may send you periodic emails or messages about BeActiv news, upcoming events, promotions, or new features. We will ensure these communications are infrequent and relevant. Opting out or unsubscribing will stop further promotional messages, and we will respect your choice.
If You Opt Out: If you choose to opt out of our mailing list, we will not use your contact information to send you promotional or marketing emails. You will only hear from us if it is directly related to the survey you completed or if we need to communicate with you for legal or security reasons (which is highly unlikely). However, if you do opt out of marketing, the information you provided in the survey will still be used in aggregate form for research and to evaluate our app’s viability and performance. In other words, we will include your responses in our overall analysis and reports, but we will not identify you personally or contact you with marketing content if you haven’t given consent.

By continuing with the survey you agree to this Privacy Statement, you consent to us using your data as explained to receive marketing communications. These consents are entirely voluntary. If you later change your mind, you can withdraw your consent by contacting us (for example, you can request to be removed from our mailing list, or even ask that we delete your survey responses – see Access and Correction below). Withdrawing consent will not affect the legality of any use we had made of your data prior to your withdrawal.

Use of Aggregated Data

We want to reassure you that any analysis or sharing of survey results will be done at an aggregated level. “Aggregated” or de-identified data means that we combine data from many users and remove personal identifiers, so no individual person can be picked out from the results. For example, we might report that "60% of survey participants prefer outdoor sports" or "X number of people in Melbourne expressed interest in weekly meetups." These insights help us demonstrate the interest in BeActiv and guide our decisions, and we may share such anonymous statistics with stakeholders, partners, or potential investors to illustrate the community’s needs. We will not disclose any information in these reports that would identify you personally.

Using aggregated data allows us to learn and share findings while safeguarding your privacy. Rest assured that if you did not opt into the mailing list, your identity remains confidential; we are using your input purely to shape the project’s direction and measure overall interest.

Disclosure of Personal Information

We treat your personal information with care and confidentiality. We do not disclose (share) your identifiable personal information to third parties except in the following circumstances:

Service Providers: We may share necessary personal data with trusted third-party service providers who help us run our operations. This includes services such as data hosting/cloud storage, email distribution platforms, survey tools, or analytics services. These providers only receive the information required to perform those services on our behalf (for example, your email address might be shared with our email platform to send you a newsletter you signed up for). We require any service providers to handle your information securely and in compliance with privacy obligations, and they are not permitted to use your data for any other purpose.
Legal Requirements: If we are under a legal obligation to disclose data, or if disclosure is required to cooperate with law enforcement, regulatory authorities, or to comply with a court order, we may do so. We will examine each request carefully and only provide information to the extent necessary by law.
Preventing Harm: In the unusual event that the information you provide suggests someone is at risk of serious harm (for example, if you indicated an intention of self-harm or harm to others), we may need to share relevant information with authorities or emergency services to protect you or others. We would attempt to notify you in such a situation, whenever feasible.
With Your Consent: Apart from the above, if there is ever a reason we’d like to share your personal information with another third party (for instance, a partner organisation offering a co-sponsored program, or a research collaborator) we will seek your explicit consent before doing so. You are free to say no to such sharing.

Importantly, we do not sell, trade, or rent out your personal information to any third parties. We may, however, share aggregated survey data and app usage data to third parties. We also do not share your personal information with any third-party for their own marketing purposes unless you have expressly agreed to it. Any sharing that does occur is strictly for the purposes described in this statement (e.g., running the service or as required by law) and we remain responsible for how your information is handled.

If we ever need to transfer or store your personal data outside of Australia (for example, using an overseas cloud service), we will ensure appropriate protections are in place and that the data is afforded the same level of privacy protection as required under Australian law.

Data Security and Storage

We take reasonable steps to protect the security of the personal information we hold. We use administrative, technical, and physical safeguards to secure your data against unauthorised access, misuse, loss, or disclosure. For example, data may be stored in secure systems that require proper authentication and are accessible only to team members who need the information for the purposes outlined above.

Despite our best efforts, please note that no method of electronic storage or transmission over the internet is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security. However, we actively monitor and improve our security measures to adapt to new threats and vulnerabilities as needed. We may use 3rd party platforms to collect data, we take all reasonable steps to ensure that any such providers comply with Australian privacy principles and use appropriate safeguards to protect personal data. We also store some data using 3rd party cloud storage providers.

Data Retention: We will retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Statement (e.g., for the duration of the research project, or to continuously improve our services, and a reasonable period thereafter for analysis), or as required by law. If your information is no longer needed, we will safely destroy or de-identify it. For instance, if after completing our analysis we determine we no longer require identifiable survey data, we may remove identifying details so that the remaining data can no longer be linked to any individual.

If you have opted into our mailing list, we will keep your contact information on file until you unsubscribe or ask us to remove it, in order to continue providing you with updates. If you unsubscribe, we will promptly remove or anonymise your contact details from the active mailing list.

Accessing and Correcting Your Information

We respect your rights to access your personal information and to request corrections if needed. You may contact us at any time to:

Access Your Information: You can ask for a copy of the personal information we hold about you (for example, your survey responses linked to your email, if applicable). We will verify your identity and provide the information, usually within a reasonable time frame.
Correct or Update: If you believe any personal information we have is inaccurate, out-of-date, or incomplete, you have the right to request that we correct it. For instance, if you opted into the mailing list and your email address has changed, or if you want to update any detail, let us know and we will update our records.
Withdraw Consent / Delete Data: If you have second thoughts after completing the survey and would like us to delete your responses or remove your personal data from our records, you can request this as well. We will comply with such requests wherever possible, provided we are not required to keep the data for legal reasons. (Do note that if data has already been aggregated and anonymized for research, it cannot be linked back to you in those datasets.)

To make any of these requests, please see the Contact Us section below. We will respond to your inquiry or request as quickly as we can (typically within 30 days or sooner). If we cannot fulfill your request for some reason (for example, if fulfilling it would violate someone else’s privacy or if we are legally prevented from doing so), we will explain the situation to you.

Changes to this Privacy Statement

As our project grows or laws change, we may update this Privacy Statement from time to time to ensure it remains accurate and comprehensive. If we make significant changes, we will notify participants or users via appropriate channels (for example, by email if you’ve provided it, or via our website or app). The latest version of the Privacy Statement will always be available on our website (or provided with our survey), and the “last updated” date will be revised accordingly. We encourage you to review it periodically. Continuing to use our services or participating in new surveys after an update will constitute acknowledgement of the revised Privacy Statement.

Contact Us

If you have any questions, concerns, or complaints about this Privacy Statement or how we handle your personal information, please contact us. We take privacy seriously and will do our best to address your inquiry promptly and fairly. You can reach us at:

Email: contact@beactivapp.com
Phone: (+61) 483 296 270

We will acknowledge and work to resolve any privacy issue or complaint. If you make a complaint, we will respond to you within a reasonable time (usually within 30 days). If you are not satisfied with our response or believe we have not handled your information lawfully, you have the right to escalate the matter. In Australia, you can contact the Office of the Australian Information Commissioner (OAIC) to lodge a complaint or seek further guidance. We hope that won’t be necessary, and we welcome the chance to address your concerns directly.

Thank you for taking the time to read our Privacy Statement. Your trust is important to us, and we are committed to safeguarding your information as we work to build BeActiv into a platform that benefits the community.

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