Privacy Policy

School Esports

Last updated: June 2026 Contact: info@schoolesports.org

This policy explains how personal information is collected, used, stored, and protected on School Esports and any white-labelled version of the platform made available for school esports competitions ("the Platform"). In this policy, "we", "us", and "the Platform Operator" mean School Esports.

This policy applies to all users: students, teachers, school staff, referees, and organisation administrators. It is governed by the New Zealand Privacy Act 2020 and the Information Privacy Principles ("IPPs") contained within it.

1. Who Is Responsible for Your Information

The Platform is provided to organisation partners who run school esports competitions. Your organisation partner decides which tournaments to run, which schools participate, which users are approved, and how tournament data is used within their organisation. They are the primary agency responsible for personal information collected for their competitions.

School Esports is the Platform Operator. We build, host, maintain, secure, and support the platform infrastructure. We process personal information only as necessary to operate the Platform, support organisation partners, protect users, and meet legal or compliance obligations.

Your organisation partner is identified by the domain and branding you use to access the Platform. Where required, the relationship between School Esports and each organisation partner is governed by an agreement that includes privacy, security, support, and data-processing commitments.

2. Information We Collect

Account information

When you create or use an account, we may collect:

Name
Email address
Role, such as student, teacher, referee, or administrator
School affiliation
Authentication and security information
Account status and approval history

Student and roster information

For tournament participation, teachers, students, or administrators may provide:

First name
Last name where required for administration
Email address where required for account access or safeguarding
In-game username
School
Team and roster membership
Date of birth or gender where a tournament requires these fields
Tournament registration and participation history

Student email addresses and last names are treated as private information and are not shown to opponents. Opponent-facing roster views use safe roster data, such as first name and in-game username only.

Competition information

We collect and store information needed to run competitions, including:

Team registrations and approvals
Match schedules, reschedules, defaults, and results
Score submissions, disputes, and referee or administrator decisions
Standings, leaderboards, and tournament history
Support tickets and moderation records

Communications

The Platform includes match chat, support tickets, notifications, and transactional email. We may collect:

Match chat messages and uploaded chat images
Support ticket messages and attachments
Notification delivery records
Email delivery metadata from our email provider

Technical and security information

To operate and protect the Platform, we may collect:

IP address and device/browser information
Authentication, session, and audit logs
Usage events needed for platform reliability, analytics, moderation, and security
Error logs and diagnostic information

3. How We Use Information

We use personal information to:

Provide and operate the Platform
Resolve organisation context and keep organisation data isolated
Create and manage user accounts
Run registrations, teams, matches, standings, and leaderboards
Support teacher approvals, team approvals, score workflows, and disputes
Send transactional emails and in-app notifications
Provide support, moderation, and safeguarding tools
Investigate misconduct, abuse, security issues, or policy breaches
Maintain platform reliability, auditability, and security
Meet legal, regulatory, and contractual obligations

We do not sell personal information. We do not use student personal information for advertising.

4. Organisation Data Isolation

The Platform is multi-tenant. Each organisation partner's data is logically separated from other organisations. Users only receive access to the organisation, school, teams, matches, support tickets, and administrative tools they are authorised to use.

Platform staff may have technical access to organisation data where necessary for maintenance, support, security, troubleshooting, safeguarding, or compliance. This access is limited to authorised personnel and is exercised only when necessary.

5. Sharing Information

We may share personal information with:

Your organisation partner and its authorised administrators
Teachers and school staff responsible for your team or school
Referees or tournament operators where needed to run or moderate a competition
Service providers who help us operate the Platform
Law enforcement, regulators, or safeguarding authorities where required by law or necessary to protect users

Teachers and administrators may access more information than students because they are responsible for approval, supervision, safeguarding, and competition administration.

6. Service Providers

We use third-party infrastructure and service providers to operate the Platform. These may include providers for:

Hosting and application deployment
Database, authentication, storage, and realtime services
Transactional email
Payment processing where billing features are enabled
Monitoring, diagnostics, and security

These providers are required to protect personal information and use it only for the services they provide to us.

7. Data Retention

We keep personal information only for as long as reasonably necessary for the purposes described in this policy.

Match chat and uploaded images

Match chat messages and uploaded chat images are retained for a limited period after match completion, then automatically deleted according to the Platform's retention rules. If misconduct is reported, relevant snapshots or records may be retained for review, safeguarding, moderation, or compliance purposes.

Tournament and account records

Tournament records, match results, standings, support records, and account records may be retained to preserve competition integrity, support users, administer billing where applicable, and maintain audit history.

Exported data

Organisation partners may export tournament data for their own record-keeping. Once exported, that data is governed by the organisation partner's own privacy policies and data-management practices.

8. Security

We use technical and organisational measures designed to protect personal information, including:

Organisation-scoped access controls
Role-based permissions
Authentication and session controls
Private handling of student email addresses and last names
Storage path separation by organisation
Audit and diagnostic logging
Retention and cleanup processes for temporary chat data

No system is perfectly secure. If you become aware of a security vulnerability or data breach, contact us immediately at info@schoolesports.org.

9. Children's Privacy

The Platform is designed for supervised school esports competitions. Students under 18 may use the Platform only where appropriate consent and supervision are in place.

Teachers and schools are responsible for confirming that parental or guardian consent has been obtained before registering or approving students for participation. School and organisation partners remain responsible for complying with their own safeguarding, consent, and student-care obligations.

Students under 13 may not create their own account. Teachers may register them for teams using limited roster information where the competition permits it.

10. Your Rights

Under the New Zealand Privacy Act 2020, you have the right to:

Request access to personal information held about you
Request correction of personal information if it is inaccurate
Ask questions about how your information is used
Complain if you believe your privacy has been breached

To exercise these rights, contact your organisation partner or email info@schoolesports.org. We may need to verify your identity and coordinate with the relevant organisation partner before responding.

11. Consent and Withdrawal

By creating an account or using the Platform, you consent to your information being used as described in this policy.

For teachers: by registering an account, you consent to your information being shared with your organisation partner and used as described in this policy. You also represent and warrant that you have the authority to register students and that appropriate parental or guardian consent has been obtained for each student you register or approve.

You may withdraw your consent at any time by contacting your organisation partner or emailing info@schoolesports.org. Withdrawal of consent may result in the inability to continue using the Platform. Withdrawal does not affect the lawfulness of processing that occurred before withdrawal.

12. International Processing

The Platform may process or store information using infrastructure providers located outside New Zealand. Where this occurs, we take reasonable steps to ensure personal information remains protected by comparable privacy safeguards.

For organisation partners and users located in jurisdictions with additional privacy requirements, further protections may apply under applicable law or under agreements with the relevant organisation partner.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify users via in-app notification, email, or another appropriate method before or when the changes take effect. The "Last updated" date at the top will reflect the current version.

Continued use of the Platform after notification of changes constitutes acceptance of the updated Privacy Policy.

14. Contact

For privacy-related questions, concerns, or requests:

School Esports Email: info@schoolesports.org

You may also contact the New Zealand Office of the Privacy Commissioner: Website: https://privacy.org.nz