Privacy Policy — QuarterTime

QuarterTime is an AI coaching assistant for junior Australian Rules Football, operated by Mamba Digital Pty Ltd (ABN to be confirmed) from Perth, Western Australia. We take your privacy seriously. This policy explains what data we collect, why, how we use it, and the rights you have.

QuarterTime is currently in closed beta. You can email us at any time at hello@quartertime.ai with privacy questions, data access requests, or to delete your account.

What we collect

From coaches who sign up, we collect:

Your first name (or the name you provide)
Your mobile phone number (used to authenticate via WhatsApp OTP)
Your club name and team name
The age group you coach
Notification preferences (training/game days, times, timezone)
Messages you send via WhatsApp or the in-app chat
Voice notes you send via WhatsApp (transcribed to text, then deleted)

For your team, you may add:

Player first names, preferred positions, and any notes you record
Parent contact names and phone numbers (for game-day messaging)
Game records, scores, attendance, and rotation history

We do not collect:

Player surnames, dates of birth, addresses, or any health data
Photos or videos
Payment details (QuarterTime is free during beta)
Location data beyond the timezone you set

Children’s data

QuarterTime is used by adult volunteer coaches. The product is not used by children directly. The only child-related data stored is the first name (and optional notes) of players on your team, which you enter to receive useful coaching tools like fair rotations and game day packs.

We do not store enough information to identify a player outside the context of your team. If a parent asks you to remove their child from QuarterTime, you can do so on the Players page. We recommend you tell parents that you use QuarterTime as part of your coaching practice.

Why we collect it

To run the service: build session plans, fair rotations, and game day packs
To authenticate you securely via WhatsApp OTP
To send you the messages you ask for (Monday brief, training reminders, game day pack)
To improve QuarterTime by understanding what coaches need

Where it’s stored

Your data is stored in Supabase on AWS infrastructure in the Sydney region (ap-southeast-2). The application runs on Vercel, which serves traffic from edge locations globally but processes user data through their Sydney region. Daily backups are encrypted and retained for 30 days.

Who we share it with

QuarterTime uses third-party services to deliver features. We share only the minimum data required:

Anthropic (Claude AI) — to generate coaching advice and answer your questions. Your messages are sent to Anthropic for processing. Anthropic does not train on your data.
OpenAI (Whisper) — voice notes are sent for transcription, then deleted. Audio is not retained by OpenAI for model training.
Meta (WhatsApp Business) — to send and receive WhatsApp messages. Subject to Meta’s WhatsApp Business privacy terms.
Vercel — application hosting and serverless functions.
Supabase — database and authentication.
Sentry — error monitoring. Personal data is stripped from error reports.
Open-Meteo — weather forecasts (we send only suburb-level location).

We do not sell your data, share it with advertisers, or use it for marketing.

How long we keep it

Coach and team data — until you delete your account
Player and game records — until you delete them or your account
Conversation history — last 90 days only (older messages auto-archived)
One-time codes — until used or 10 minutes after sending
Voice note recordings — not retained; transcribed once, then discarded
Backups — 30 days

Your rights

Under the Australian Privacy Principles (APPs) you have the right to:

Ask what personal data we hold about you
Correct any data that is wrong or out of date
Delete your account and all associated data at any time (Settings → Delete account)
Export a copy of your data on request
Withdraw consent and stop using the service
Lodge a complaint with the Office of the Australian Information Commissioner if you believe we have mishandled your data.

For any of the above, email hello@quartertime.ai. We will respond within 30 days.

Security

We protect your data with industry-standard measures: encryption in transit (HTTPS), encryption at rest, hashed and signed authentication tokens, rate limiting on sensitive endpoints, and error monitoring. We do not store WhatsApp messages from anyone other than you and your authenticated account.

No system is 100% secure. If we ever experience a data breach affecting your information, we will notify you and the OAIC under the Notifiable Data Breaches scheme.

Cookies

QuarterTime uses one cookie: a signed session cookie (coach_session) to keep you logged in. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

Changes to this policy

We may update this policy as the product evolves. If we make material changes, we will email all coaches and post a notice in the dashboard before the changes take effect.

Contact

QuarterTime is operated by Mamba Digital Pty Ltd, Perth, Western Australia.
Email: hello@quartertime.ai