Privacy Policy

Last updated: 30 September 2026

Bayswater Morley Districts Cricket Club Inc. ("BMDCC", "we", "us") operates BMDCC Tools, a private application used by club committee members and volunteers to run the club's finances, sponsorships, mail and social media. This policy explains what information the application collects, how it is used, and how it is protected.

1. Who Can Use the Application

BMDCC Tools is not open to the public. Only people whose email address has been added by a club administrator can sign in.

2. Information We Collect When You Sign In

When you sign in with Google or Facebook, we receive from that provider:

• Your name
• Your email address
• Your provider account identifier

Signing in does not give us access to your email, contacts, files or any other data in your Google or Facebook account. We never see or store your password.

3. Gmail Access (Club Mailbox Only)

A club administrator may connect the club's own Gmail mailbox to the Mail tool. This is a separate, optional step and applies only to the mailbox that is connected, not to the accounts of people who sign in. When connected, the application:

• Reads messages in the club mailbox to find supplier invoices and receipts, including their attachments
• Applies Gmail labels to messages it has processed
• Sends club emails from that mailbox, such as the weekly game-summary digest to the committee

Invoice details (supplier, amounts, dates, reference numbers) and the invoice document are saved in the application so the club treasurer can review and record them. Other email content is not kept.

The connection can be removed at any time from the Mail tool's settings, or from the Google account's "Third-party apps with account access" page.

4. Google API Services – Limited Use

BMDCC Tools' use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• Gmail data is used only to provide the invoice-processing and club email features described above.
• Gmail data is not transferred to others, except as needed to provide those features (see section 5), to comply with the law, or as part of a merger or sale of the club with notice to users.
• Gmail data is not used for advertising, is not sold, and is not used to build user profiles.
• No person reads Gmail data except for the club treasurer or committee members reviewing invoices, with the club's consent, for security purposes, or where required by law.
• We do not use Gmail data to develop, improve or train generalised artificial intelligence or machine learning models.

5. Service Providers

To provide its features, the application sends limited data to:

• An AI language-model provider chosen by the club administrator (for example Google Gemini or OpenAI). Invoice emails and documents are sent to it to read out the invoice details, cricket match results are sent to it to draft game summaries, and scanned team-photo captions are sent to it to read out player names. This data is sent only to complete the request.
• Google and Facebook, to sign you in.
• GitHub, which hosts the club website. The Sponsorship and Social Media tools publish sponsor listings and match reports there.
• PlayHQ, from which public match results are retrieved.

6. Club Records

Committee members use the application to keep club records, which may include the names and contact details of sponsors and suppliers, financial transactions, player names and statistics, and team or player photos. Anything published to the club website or social media is public match and sponsorship information that the club would normally share.

7. Data Storage and Security

Data is stored in databases on a server controlled by the club, with off-site backups. Access is limited to signed-in, authorised users, and each person can only use the tools an administrator has granted them. Changes are recorded in an audit log.

8. Data Sharing

We do not sell, rent or trade personal information. Apart from the service providers in section 5, data is shared only with authorised club committee members or where required by law.

9. Data Retention

Sign-in details are kept while your access is active and deleted when your account is removed. Financial records are kept for as long as the club needs them to meet its accounting and legal obligations. Disconnecting Gmail deletes the stored connection immediately.

10. Cookies

We use one session cookie to keep you signed in. It is essential for the application to work and is removed when you sign out or your session expires. We do not use advertising or tracking cookies.

11. Your Rights

You can ask to see or delete the personal information we hold about you. You can delete your account from the Data Deletion page, or by contacting a club administrator.

12. Changes to This Policy

We may update this policy from time to time. Changes will appear on this page with a new "last updated" date.

13. Contact

If you have questions about this policy, please contact the BMDCC committee through the club's official channels.

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