Privacy Policy

GamesOn365, operated by GamesOn (ABN: 41 661 675 207), is committed to protecting User's privacy. This policy describes how GamesOn365 collect and use the information you provide when registering for our service, which enables participation in social sporting games. We collect personal information including: • Registration Data: User's name, email address, and password created during sign-up. • Profile Information: Profile pictures, team names, and game comments (User Submissions). • Preference Data: Specific settings such as preferred time, location, skill level, and activity frequency.

To use the Site, you must be at least 18 years of age.

To protect our community, GamesOn365 adheres to a "Data Minimisation" policy regarding financial information. • Stripe Integration: GamesOn365 utilise the Stripe Payments platform to process all subscription and platform fees. Stripe's infrastructure is designed to handle real-time payments with high-level encryption. • Non-Retention of Sensitive Data: GamesOn365 does not collect, store, or process sensitive payment-related data (such as credit card numbers or bank account details) on our internal servers. All such information is provided directly to Stripe, whose use of User's personal information is governed by their Privacy Policy. • Scope of Data: GamesOn365 only retains non-sensitive transaction metadata (such as date of transaction, amount, and subscription status) to manage User's account and provide customer support.

To maintain a GamesOn365 account, you must provide a valid Payment Method to Stripe Payments ("Stripe"). • Storage: GamesOn365 retain User's billing details even after cancellation to facilitate easy account reactivation. • Transaction Processing: Data regarding User's subscription billing cycle and payment success/failure is processed to manage User's access to platform's features. • Third-Party Disclosure: Payment information may be shared with financial institutions to resolve rejections or process fees.

To facilitate match coordination and external payments, GamesOn365 provides an integrated 'My Team Chat' functionality. • User-Initiated Sharing: Users may choose to use 'My Team Chat' to share personal information—such as contact numbers, locations, or payment details—with other members. Please note that any information shared within 'My Team Chat' or via external payment methods is provided at User's own risk. • Payment Privacy: Because fill-in payments are conducted directly between the Player and the Organiser, GamesOn365 does not collect, store, or monitor User's private financial transaction data. • Safety & Due Diligence: GamesOn365 encourage all users to exercise caution when sharing PII (Personally Identifiable Information) and conducting off-platform transactions. GamesOn365 is not responsible for the data security of third-party payment apps or any subsequent "orphaned" team scenarios resulting from an Organiser's account cancellation.

If you enable the "Intelligent AI" feature, the platform processes User's data as follows: a) Nature of Processing: When a User enables the "Intelligent AI" toggle, GamesOn365 employs automated algorithms to act as an agentic proxy for the Player. This system processes personal data—including but not limited to geographical location, sporting skill level, historical attendance, and availability preferences—to identify and secure match vacancies without manual intervention. b) Data Utilisation for Matchmaking: • Preference Synthesis: The AI Agent processes Player's "Preference Centre" data to make "best-fit" determinations. This data is stored securely and is only used to facilitate connections between Players and Organisers. • 24-Hour Preparation Buffer: The 24-hour activation window is also utilised to finalise the synchronisation between Player preferences and the platform's real-time match data. c) Automated Commitment & Records: • The AI Agent is authorised to create a digital record of commitment on Player’s behalf. When the AI secures a "Fill-in" spot, a record of this transaction is added to User’s internal calendar. This data is used to manage Player’s Reliability Rating and to provide Organiser with Player’s registered name and skill level for game-day logistics. d) User Control and Data Portability: • Right to Opt-Out: Users maintain absolute control over automated processing. The AI Agent can be disabled instantly via the Preference Centre, which immediately ceases all future automated decision-making. • Data Accuracy: As the AI's efficiency relies on user-provided data, Users are responsible for the accuracy of their profile. You may update or rectify the data used by the AI Agent at any time via User’s Account Settings. e) Organiser AI Automation & Validation: • Data Limitation: The AI Agent only shares Player data with Organiser once a "Fill-in" spot has been secured. GamesOn365 do not share Player’s full preference profile with Organisers; only the specific data points required for the confirmed match (e.g., Player’s name and confirmed attendance) are disclosed. • Automated Applicant Screening: When an Organiser enables the "Organiser AI Agent," the Platform performs automated vetting of applicants. This process involves a cross-reference of the Player's internal GamesOn365 calendar against the Organiser’s game schedule to identify potential conflicts. • Conflict Check Privacy/ Data Minimisation: The "Calendar Conflict Check" is a binary verification process. The Organiser is not granted access to the Player's full personal calendar or specific details of other games they are playing. The AI simply confirms "Availability" or "Conflict" to facilitate the auto-approval. • Consent to Validate: By using the Platform and enabling the Player AI Agent, Players consent to this background availability check to ensure match reliability. • Subscription-Based Processing: Access to the Organiser AI Agent is contingent upon an active subscription. GamesOn365 process subscription status data in real-time to enable or restrict the AI’s authority to issue "AI Auto-Approved" confirmations. f) Transparency via Dashboard Badges: • Processing Labels: The use of "AI Auto-Approved" and "AI Auto-Applied" badges serves as a transparency measure, ensuring both parties are aware when a commitment has been generated by an automated process rather than manual selection. • Record Retention: Logs of automated approvals and applications are retained within User’s account history to resolve disputes and maintain the integrity of our Reliability Rating system.

To facilitate our Referral Program, GamesOn365 allows existing Users to invite contacts via the 'Referral' Tab. • Collection of Third-Party Data. When you provide the contact details (such as email addresses) of up to five (5) individuals, you confirm that you have obtained the necessary consent from these individuals to share their information with us for the purpose of sending a one-time invitation. • Use of Information. GamesOn365 uses this data solely to issue a referral invitation. GamesOn365 do not sell or trade this contact information. If the referred contact does not create an account, their data is handled in accordance with our data minimisation policy. • Tracking and Conversion. GamesOn365 track the "Conversion" status of referred contacts to accurately apply subscription credits to User’s account. This involves monitoring the transition from an invitee to a paid subscriber. • Transparency. Both the Referrer and the Referee can see the status of a referral (e.g., "Pending" or "Converted") within their respective dashboards to ensure the transparency of the 6-month lifetime credit cap.

• Transaction Processing. To facilitate the 'Play As You Go' model, the platform processes transactional data to deduct credits for actions such as booking approvals, fill-in applications, and fill-in requests. • Automated Refunds. The platform automatically monitors and processes credit refunds triggered by third-party cancellations, slot deletions, or subscription changes to ensure account accuracy. • Credit Balance Records: Records of purchased versus reward credits are maintained to calculate refundable amounts during plan transitions.

• Venue Information: Data provided by Venue Managers, including venue names, sport types, court details, and operating hours, is processed to auto-generate and display booking availability slots to the community. • Booking Coordination: Personal data is shared between Venue Managers and Organisers upon the approval of an application to facilitate the creation of shared calendar entries and platform notifications. • Accuracy Obligations: The platform processes updates to venue and slot information as provided by Venue Managers to maintain the integrity of the scheduling system.

• Account Status Monitoring: The platform tracks active versus inactive subscription statuses for Venue Managers to manage the automated blocking or publication of availability slots. • Cancellation Cascades: In the event of a venue cancellation, the platform processes data related to linked fill-in requests to automatically notify impacted Organisers and Players. • Platform Transparency: Specific status identifiers, such as "AI Auto Approved" or "AI Auto Applied" badges, are processed and displayed to provide transparency regarding automated versus manual scheduling actions.

GamesOn365 utilises a weighted-average rating system to maintain community integrity. • Public Visibility: User's reliability ratings and User Submissions are not guaranteed to be private and may be made public to other members and Organisers. • Performance Tracking: GamesOn365 track User's attendance and "No-Show" history to calculate User's reliability score, which may impact User's priority for game selections.

• Targeted Advertising: GamesOn365 may curate advertisements and promotions based on User's interests and data provided in the Preference Centre. • Promotional Media: By using the platform, you agree that photographs or video footage of User's participation in games may be used in marketing materials across social media and print without further compensation. • Explicit Consent: GamesOn365 will seek direct permission before using User's full name in any marketing materials.

• Game Reminders: Users are automatically opted-in to receive email notifications regarding game times and locations. • Service Announcements: Essential communications regarding security, billing, or updates to Terms cannot be opted out of. • User Control: Users may unsubscribe from game reminders via User's preference dashboard or the 'Unsubscribe' link in emails.

• External Sites: GamesOn365 is not responsible for the privacy practices of linked sites or third-party advertisers accessed through the platform.

Users are responsible for maintaining the confidentiality of their account password. In the event of fraudulent or illegal activity, GamesOn365 may refer User's data to appropriate law enforcement authorities.

In accordance with the Australian Consumer Law (ACL), nothing in our terms excludes User's statutory rights regarding service failures. For any disputes, the governing law is that of the State of Victoria, Australia.