Canberra Heavy Hitters Privacy Policy
Last updated: 24/04/2026
Canberra Heavy Hitters respects the privacy of players, parents, guardians, coaches, spectators and other people who interact with the league.
This Privacy Policy explains what personal information Canberra Heavy Hitters collects, how that information is used, where it is stored, when it may be published, and how players or parents/guardians can request access to or correction of their information.
Canberra Heavy Hitters is operated by Nick Ilic, League Manager.
Website: www.heavyhitters.com.au
Privacy contact: canberra@heavyhitters.com.au
1. What information we collect
Canberra Heavy Hitters collects information that is reasonably necessary to run tennis leagues, events, registrations, grading, communication, payments and player administration.
For adult players, this may include:
• Full name
• Email address
• Phone number
• Universal Tennis Rating/UTR level
• Playing history or grading information
• Registration details
• Match results
• Scheduling availability and communication history
• Withdrawal, injury, forfeiture or dispute-related information where relevant
• Photos, videos or event images where taken at CHH events
• Payment status and transaction records
For junior players, Canberra Heavy Hitters may also collect:
• Date of birth
• Parent/guardian name and contact details
• Emergency contact information
• Under-18 consent form information
• Relevant junior eligibility, grading and safety information
Payment details are processed through Stripe via Challonge.com. Canberra Heavy Hitters does not directly store full credit card details.
2. How information is collected
Information may be collected through:
• Challonge registration forms
• The Canberra Heavy Hitters website
• Google Forms
• Under-18 consent forms
• Email correspondence
• SMS or phone communication
• WhatsApp league groups
• Stripe payment processing via Challonge
• Direct communication with the League Manager
• Match reporting, finals reporting and league administration
Where practical, information is collected directly from the player, parent or guardian.
3. How information is used
Canberra Heavy Hitters uses personal information to operate and administer the league. This includes:
• Registering players for CHH leagues and events
• Grading players into appropriate divisions
• Creating draws, groups, finals and schedules
• Communicating league updates and important information
• Managing payments, refunds and prize money
• Recording match results and league standings
• Publishing draws, scores, finals results and historical league records
• Managing withdrawals, injuries, forfeits and scheduling issues
• Managing behavioural issues, disputes and league integrity matters
• Ensuring appropriate consent, safety and communication processes for junior players
• Sending relevant CHH updates through email, WhatsApp or other communication channels
• Promoting CHH leagues, finals, results and community activity
4. Information that may be public
By registering for Canberra Heavy Hitters, players acknowledge that certain league-related information may be made public as part of normal competition administration.
This may include:
• Player names
• Division placement
• Group/draw placement
• Match schedules
• Match results and scores
• Ladder standings
• Finals results
• Champion, finalist and prize money information
• Historical league results and champions tables
• Photos or videos from CHH events, finals or presentations
• Live scoring links or public match/statistics links where used
Canberra Heavy Hitters does not usually publish private contact details, dates of birth, parent/guardian details, emergency contact details or payment information.
Players, parents or guardians may request that a particular photo or video not be used publicly. CHH will consider and act on reasonable requests where practical. However, names, draws, results and league records may need to remain public as part of the normal operation and history of the competition.
5. WhatsApp and player contact details
Canberra Heavy Hitters uses WhatsApp groups to help players communicate and arrange matches.
Players should be aware that when they join a CHH WhatsApp group, their mobile number and WhatsApp profile details may be visible to other members of that group. This is necessary for practical match scheduling and league communication.
Players are expected to use contact details respectfully and only for CHH-related scheduling, communication and league matters.
6. Junior player information
Canberra Heavy Hitters collects additional information for junior players to support safety, eligibility, consent and appropriate communication.
For junior players, CHH may require parent/guardian details, date of birth, emergency contact information and completion of an under-18 consent form.
Under-18 players may be required to have parent/guardian consent before participating. Under-15 players may be subject to additional registration, waitlist, invitation or grading requirements.
Canberra Heavy Hitters may refuse, withdraw or pause a junior registration if required consent, safety, grading or parent/guardian communication requirements are not met.
7. Where information is stored
Canberra Heavy Hitters stores information across several platforms and devices used for league administration.
This may include:
• Challonge
• Stripe
• CHH Google Account, including Google Forms, Google Sheets and Google Drive
• Excel spreadsheets downloaded from registration data
• Cloud storage
• Local devices used for league administration
• CHH work mobile phone
• Email systems
• WhatsApp
The CHH Google Account, relevant cloud systems, local devices and CHH work mobile phone are secured with multi-factor authentication where available.
8. Third-party platforms
Canberra Heavy Hitters uses third-party platforms to help operate the league. These may include Challonge, Stripe, Google, WhatsApp and other website, communication, payment or administration tools.
These platforms may store or process information according to their own privacy policies and terms of use.
Canberra Heavy Hitters does not sell player information.
Canberra Heavy Hitters does not share personal information with third parties without consent, except where necessary to operate the league, process payments, comply with the law, protect safety, resolve disputes, or protect the integrity of the competition.
9. Payment information
Payments are processed through Stripe via Challonge.com.
Canberra Heavy Hitters may access payment status, transaction references, refund information and related administrative records. Full card details are not stored directly by Canberra Heavy Hitters.
Payment and refund records may be retained for accounting, tax, dispute-resolution and administrative purposes.
10. Data security
Canberra Heavy Hitters takes reasonable steps to protect personal information from misuse, loss, unauthorised access, modification or disclosure.
This includes use of multi-factor authentication where available, secure online accounts, password-protected devices and limiting access to information required for league administration.
No online system can be guaranteed to be completely secure. Players should avoid posting sensitive personal information in public or group communication channels.
11. Who can access player information
Player information is accessed by the CHH League Manager as required to operate the league.
Some information may also be visible to players through public draws, results, WhatsApp groups, live scoring links or league communication channels.
Canberra Heavy Hitters does not provide coaches with private player administration data unless the player or parent/guardian has provided consent, or unless it is otherwise necessary and appropriate for a specific league-related purpose.
12. How long information is kept
Canberra Heavy Hitters keeps personal information for as long as reasonably required for league administration, legal, accounting, safety, historical or competition-integrity purposes.
For example:
• Match results, champions lists, finals results and historical league records may be kept indefinitely.
• Payment and refund records may be kept as required for tax, accounting and administrative purposes.
• Junior consent and safety-related records may be kept while relevant.
• Dispute, conduct, withdrawal or grading records may be kept where reasonably necessary to protect the integrity and safety of the league.
• Email and communication records may be kept where they relate to league administration.
• Mailing list information may be kept until a person unsubscribes or requests removal.
Where information is no longer required, CHH may delete, de-identify or archive it.
13. Accessing or correcting your information
Players, parents or guardians may contact Canberra Heavy Hitters to request access to their personal information or to correct information that is inaccurate, incomplete or out of date.
Requests can be sent to:
canberra@heavyhitters.com.au
Canberra Heavy Hitters will respond within a reasonable timeframe.
There may be circumstances where CHH cannot delete or alter certain information, such as historical match results, competition records, payment records, dispute records, or information required for legal, accounting, safety or league-integrity purposes.
14. Email, marketing and league communication
Canberra Heavy Hitters may use player contact details to send league-related updates, registration announcements, scheduling information, finals information, rule updates or other CHH-related communication.
Players may request removal from non-essential marketing or mailing lists. However, active players may still need to receive essential competition-related communication during a league or event.
15. Photos, videos and media
Canberra Heavy Hitters may take or use photos and videos from matches, finals, presentations or events for league promotion, website updates, social media, historical records and community engagement.
Players or parents/guardians may request that a specific image or video not be used or be removed where practical.
CHH will take particular care with media involving junior players and will consider parent/guardian requests regarding the use of junior images.
16. Complaints or privacy concerns
If you have a privacy concern, complaint or request, contact:
canberra@heavyhitters.com.au
Canberra Heavy Hitters will review the concern and respond within a reasonable timeframe.
17. Updates to this Privacy Policy
Canberra Heavy Hitters may update this Privacy Policy from time to time.
The latest version will be published on the Canberra Heavy Hitters website.