FillTheGame Privacy Policy

Effective date: 27 September 2026

FillTheGame ("FillTheGame", "we", "us", "our") is run by PRODUCTIEE TECHNOLOGIES (ABN 11 373 881 322). FillTheGame puts people who want to play pickleball in touch with nearby players at a similar level, organises them into groups of four, and gives each group a chat to arrange the court.

This policy explains what personal information we collect, why, who can see it, and what you can do about it. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

If you have a question, contact us at [email protected] or through Profile → Help & feedback in the app.

1. The short version

• We ask for as little as we can: your email, a password, your first name, your home suburb and your skill level. A profile photo is optional.
• Other players only see your first name, your photo if you add one, your skill level and your reliability score. They never see your email address, your password or your exact home location.
• We use your suburb to find games near you. We don't track your device's location.
• We email you about your games. We don't send marketing emails, and we don't sell your information or use it for advertising.
• You can ask us to see, correct or delete your information at any time.

2. What we collect

2.1 Information you give us

2.2 Information we create as you use FillTheGame

• Games and groups: which games you were matched into, who else was in them, the suburb and time of each game, and whether you joined, confirmed, cancelled, or left.
• Reliability score and history: every player starts at 100. Completed games add points; late cancellations and no-shows take points off. We keep a history of each change and its reason so you can see it in your profile.
• Credits ledger: a record of any credits added to or used from your account. FillTheGame is free right now, so credits aren't being used.
• Moderation records: reports and complaints about you, how our team resolved them, and any suspension. See section 5.
• Notification records: which emails we've sent you, so we don't send the same one twice.
• Chat read status: the last message you've read in each game chat, so we can show you what's new.
• Account timestamps: when you signed up and when your profile was last changed.

2.3 Information collected automatically

• Login session cookies. We use cookies set by our authentication provider (Supabase) to keep you logged in. They're strictly necessary: without them you can't use the app.
• Browser storage. If you dismiss the "Install the app" card, we remember that in your browser's local storage so we don't show it again. It never leaves your device.
• Server logs. Our hosting and infrastructure providers record technical information, such as your IP address, browser type, the pages or API endpoints requested and the time, to run the service, prevent abuse (for example rate-limiting repeated login attempts) and fix problems.

We don't use analytics, advertising or tracking cookies, and we don't use third-party tracking pixels.

2.4 Information we don't collect

We don't collect your date of birth, gender, phone number, street address, payment details or your device's GPS location. We don't collect sensitive information (as the Privacy Act defines it). Please don't include sensitive information about yourself or anyone else in chats, reports or feedback unless it's needed to explain a safety concern.

3. How we use your information

We use your information to:

1. Run the matching service: find players who are free at the same time, close by and at a similar level; invite them into a group; replace a player who drops out; and confirm the game.
2. Show you useful estimates on the Searching screen, such as how many players are searching nearby and how likely a match is. These figures are counts and summaries. They never identify other players.
3. Communicate with you by email about your account (verification codes) and your games (invitations, when someone joins or leaves your group, when your game is confirmed, and new chat messages).
4. Keep games reliable through the reliability score, which is shown to the players in your games and is one of the factors the matcher uses to form groups.
5. Keep players safe: review no-show reports and complaints, decide on outcomes (dismiss, warn, deduct reliability points or suspend), and prevent abuse.
6. Provide support when you contact us through Help & feedback.
7. Operate, secure and improve FillTheGame: fix problems, understand how well matching works, and protect the service against fraud and misuse.
8. Meet our legal obligations.

We use a player's reliability score and skill level to decide who to put in a group. The decision is made automatically by our matching algorithm, but it only decides who you're invited to play with. You can always decline an invitation, and you can dispute reliability changes through Help & feedback.

We don't use your information for advertising, and we don't sell it.

4. Who can see your information

Other players

When you're in a group, the other players in that group can see:

• your first name
• your profile photo, if you've added one (otherwise your initials)
• your skill level
• your reliability score
• the messages you post in that game's chat

They also see the game's suburb, time and approximate meeting location. They can't see your email address, your home suburb, your reliability history, or any report or complaint you've made or that's been made about you.

Profile photos are stored at a public web address. Anyone who has the address can view the photo, even without logging in. The address is hard to guess and only shown inside the app, but don't upload a photo you wouldn't be comfortable being public.

Before a group forms, other players can't see you at all. The Searching screen shows only counts, such as "players nearby".

The FillTheGame team

A small number of authorised administrators can access account and game information to run the service, answer support tickets, create or adjust matches on a player's behalf, and handle reports. Administrators can read a game's chat only while reviewing a report or complaint connected to that game, and every such read is recorded in an audit log. Every administrative change (for example a manual match, a reliability adjustment or a suspension) is also recorded in that audit log.

Service providers

We use trusted providers to run FillTheGame. They process your information on our behalf and only for the purpose of providing their service to us:

Others

We may disclose information if the law requires it, to respond to a valid request from a law enforcement agency, or where we reasonably believe it's needed to prevent a serious threat to someone's life, health or safety. If FillTheGame is sold, merged or restructured, your information may be transferred to the new operator, and this policy will continue to apply to it.

5. Reports, complaints and suspensions

• If you report a player as a no-show, they aren't told who reported them. One report on its own changes nothing. If a second player in the same game reports the same person, reliability points are deducted automatically; otherwise our team reviews it.
• If you make a complaint about a player, only the FillTheGame team reads it. The player can't see your complaint or who sent it. They see only the outcome, such as a reliability change in their history or a notice if their account is suspended.
• If someone reports you, we'll consider it fairly, and you can tell your side through Help & feedback.

We keep reports, complaints and their outcomes as long as needed to keep the community safe (see section 8).

6. How we protect your information

• All traffic between your device and FillTheGame is encrypted (HTTPS).
• Passwords are hashed by our authentication provider and are never visible to us.
• Database access rules limit each player to their own data and the games they belong to. Server-side secrets are never sent to your browser.
• Administrator access is limited to an approved list of accounts and is audited.
• Login, sign-up, suburb search, uploads and reports are rate-limited to prevent abuse.

No system is perfectly secure. If we become aware of a data breach that's likely to cause you serious harm, we'll notify you and the Office of the Australian Information Commissioner (OAIC) as the Notifiable Data Breaches scheme requires.

7. Where your information is stored

Our service providers may store or process information outside Australia, including in the United States and the European Union, depending on the provider and the region we've chosen for it. When we send information overseas, we take reasonable steps to make sure the provider handles it in a way consistent with the Australian Privacy Principles, including by using providers bound by contractual data-protection commitments.

8. How long we keep your information

• Account and profile information: for as long as you have an account.
• Game, reliability and credits records: for as long as you have an account, because they make up your game history and reliability score.
• Chat messages: for as long as the game they were posted in is kept. If you delete your account, your messages stay in that chat without your name or photo (see below).
• Replaced or removed profile photos: deleted from storage when you change or remove your photo. Uploads that are never attached to a profile are cleaned up automatically after about a day.
• Feedback screenshots that are never attached to a submitted ticket: cleaned up automatically after about a day.
• Reports, complaints and moderation decisions: for as long as the accounts involved exist, even after the related game is over, so we can spot repeated behaviour.
• Administrator audit logs: kept as a record of what our team did. They refer to games and accounts by internal ID.

When you delete your account, we delete your login, profile, photo, game requests, game memberships, reliability and credits history, feedback tickets, notification records, and the reports and complaints you made or that were made about you. Any search or upcoming game you're in is cancelled first, and your group looks for a replacement.

Chat messages you've sent stay in the game chat so the other players keep their conversation, but they no longer show your name or photo: they're shown as "Deleted user" with the date you deleted your account, and are kept for as long as that game's chat is. If you don't want a message to stay, remove anything personal from the chat before you delete your account, or ask us through Help & feedback.

Administrator audit log entries are kept. Before deleting an account, we may keep a copy of information about a serious safety matter where the law requires or allows it, for example to help police.

9. Your choices and rights

You can:

• See and update your information: most of it is on your Profile page, where you can change your first name, suburb, skill level, search radius and photo, and see your reliability score and its history.
• Ask for a copy of the personal information we hold about you.
• Ask us to correct information that's wrong, including a reliability change you think is a mistake.
• Delete your account: go to Profile, tap Delete account and enter your password. It happens straight away and can't be undone. You can't delete your account within 24 hours of a confirmed game or while it's being played, so your group isn't left short; the app tells you when you can. You also can't delete it yourself while it's suspended. You can always ask us instead through Help & feedback or at [email protected]; we'll confirm the request comes from you and then delete your account.
• Choose what you share: a profile photo is optional, and you decide what to post in chats.

We'll respond to requests within 30 days. We may need to confirm your identity first. We won't charge you for making a request.

Game emails are part of how the service works: they tell you when you've been matched and when you need to respond. If you don't want them, you can stop searching for games or delete your account.

10. Children

FillTheGame introduces adults to other adults they haven't met before. It's only for people aged 18 or over. We don't knowingly collect information from anyone under 18. If you believe someone under 18 has an account, tell us and we'll delete it.

11. Changes to this policy

We may update this policy as FillTheGame changes, for example when we add new sports, bring back paid credits or add new sign-in options. We'll change the effective date at the top. If a change is significant, we'll tell you by email or in the app before it takes effect.

12. Contact us and complaints

• Email: [email protected]
• In the app: Profile → Help & feedback

If you need to write to us by post, email [email protected] and we'll give you a postal address.

If you have a complaint about how we've handled your personal information, please contact us first, and we'll try to resolve it within 30 days. If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.