Privacy, across every product.

Who we are

EpicEncore is an independent Australian product and design company based in Hervey Bay, Queensland. In this policy, “EpicEncore”, “we”, “us” and “our” mean the operator of the EpicEncore website, accounts, administration systems and portfolio products covered by this policy.

Some products are provided to a school, church, business, accommodation provider or other organisation. That organisation may decide why and how information is used within its service. In that case, it is responsible for its own privacy obligations, and we handle the information on its instructions as its service provider.

Information we handle

Depending on the product and the features you choose, we may handle:

• Account and identity information, such as your name, email address, profile image, account role, organisation and sign-in details. When you use Google or Facebook sign-in, we receive the basic account information you approve; we do not receive your provider password.
• Product content, such as loyalty-card details and barcodes, custom icons and source domains, music preferences and ratings, course work, booking details, shopping preferences, game activity, notes, files and settings.
• Organisation and safeguarding information, such as church or school records, child and guardian details, attendance, authorised pickup information, check-in and checkout records, volunteer or staff roles, and safety-related notes where a participating organisation uses those features.
• Transaction information, such as plan, billing status, booking value and payment references. Payment card details are normally collected and secured by the relevant payment provider rather than EpicEncore.
• Communications, including support requests, feedback, survey responses and records of notices we send.
• Technical information, such as device and browser type, app version, IP address, timestamps, diagnostic logs, security events and approximate location inferred from an IP address.

We may also receive information from an organisation that provides you access, from an integration you connect, or from publicly available sources when a product needs to identify a business, website, image or icon.

TripFTrivia: player names, ages, scores, answer history and learned difficulty stay on the Android device unless the user deliberately exports them. When the natural online voice is enabled, the app sends only the narration text, a pseudonymous installation identifier and technical request information needed to rate-limit and cache the generated audio. It does not upload raw microphone audio or ordinary family conversation. The user can switch to local-only Android narration, reset progress, export a profile or delete family data in the app.

Why we use it

We use information only where it is reasonably needed to:

• provide, personalise, secure and support the product you use;
• authenticate users, manage permissions and protect accounts;
• complete bookings, subscriptions, check-ins and other requested actions;
• sync information across your devices and connected services;
• diagnose faults, measure reliability and improve product features;
• communicate about service, safety, support and material policy changes;
• prevent fraud, misuse and security incidents; and
• meet legal obligations and establish, exercise or defend legal claims.

We do not sell personal information. We do not use child, guardian, church, education or safeguarding information for advertising.

Children and sensitive information

Some EpicEncore products support services for children or may contain sensitive information. We aim to collect the minimum information necessary for the feature and apply additional access controls where appropriate.

A parent, guardian or authorised organisation must provide or approve a child’s information. Organisations using check-in, education or safeguarding features must ensure they have authority to enter and use that information, tell families how it will be handled, restrict staff access, and follow their legal and safeguarding responsibilities. Children should not create an account unless the product permits it and the required adult or organisation has authorised it.

When information is shared

We may share information with:

• the organisation that provides or administers your service and its authorised staff;
• service providers for hosting, databases, authentication, email, messaging, analytics, error monitoring, payments and customer support;
• Google, Meta or another integration when you choose to connect that service;
• professional advisers, insurers, regulators, courts or law enforcement where reasonably necessary or legally required; and
• a successor organisation if a product or business is reorganised, sold or transferred, subject to appropriate confidentiality and notice.

Providers may include Supabase, Vercel, Cloudflare, Google, Meta and specialist payment, email or messaging services, depending on the product. We limit access to what is needed for the service they provide.

Storage, security and overseas handling

We use technical and organisational safeguards appropriate to the nature of the information, including access controls, encrypted connections, account authentication, logging, backups and separation between customer or organisation records where the product supports it. No online service can guarantee absolute security.

EpicEncore and its service providers may process or store information in Australia and other countries where they operate, including the United States. We take reasonable steps to use reputable providers and suitable contractual, security and access protections for overseas handling.

If a data breach is likely to cause serious harm and notification is required, we will notify affected people and the relevant regulator in accordance with applicable law.

How long we keep information

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, to provide the service, meet legal or accounting obligations, resolve disputes, maintain security records and enforce agreements. Retention periods vary by product and record type.

When information is no longer needed, we take reasonable steps to delete it, de-identify it or place it beyond ordinary use. An organisation administering your account may set its own lawful retention requirements. Backups may retain protected copies for a limited period before they are overwritten.

Your choices and rights

You may ask to access or correct personal information we hold about you, request deletion where applicable, withdraw consent, disconnect an integration, or complain about how your information has been handled. We may need to verify your identity before acting.

Some requests must be directed to the organisation that administers your service. We will tell you if that applies and, where appropriate, help that organisation respond. We may retain information where the law permits or requires it, or where it is needed for security, dispute or recordkeeping purposes.

You can also use controls provided within a product or by Google, Facebook, your device or browser. Removing an external connection stops future access but may not automatically delete information already imported into a product.

Questions, requests and complaints

Contact us with the product name, your account email and enough detail for us to understand the request. Please do not email passwords, checkout codes, payment card details or unnecessary sensitive information.

We aim to acknowledge privacy complaints promptly and respond within a reasonable time. If you are not satisfied, you may be able to complain to the Office of the Australian Information Commissioner or another regulator that applies to you.

Changes to this policy

We will update this policy when our products, practices or legal obligations change. The effective date above shows when the current version began. If a change materially affects how we use personal information, we will provide reasonable notice through the relevant product, website or account contact.

A product may publish a supplementary privacy notice for features, regions or information that need more detail. That notice forms part of this policy and will identify any product-specific difference.