Privacy Policy

Invert Systems — Rotation Scheduler, ChalkScore, GymBux, Invert Eye Version of 13 October 2026. Written for parents first, clubs second.

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The short version

Four things matter more than the rest, so they go first.

1. We build software for gymnastics clubs. The club decides what goes in it. We hold that information on their behalf, under their instructions.
2. Everything is stored in Australia. Databases in Sydney, and the code that reads them runs in Sydney.
3. Video of your child stays on the club's own device. It is not uploaded to us. We never hold it and cannot hand it to anyone.
4. If you say no, that is final. A recorded refusal cannot be overridden by a coach, by club staff, or by us — and if the software cannot tell whether you have consented, it refuses anyway.

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Who we are

Invert Systems is a software business operated by Vaughn Ray Edmonds (ABN 44 869 392 328), in Goulburn, New South Wales, Australia.

Invert Systems is a sole trader, which means there is a named person accountable for your child's information rather than a company you cannot reach. That person is me.

Contact: vaughn@invertsystems.com.au

We make four products for gymnastics clubs, and one piece of shared plumbing underneath them:

Whose information it is

When a gymnastics club uses our software, the club decides what information goes in, and the club is responsible for it. We hold and process it on their behalf. In privacy terms the club is the controller and we are the processor.

Practically, that means:

• We do not collect information about your child from you. We receive it from your club, which collects it when you enrol.
• If you want something corrected or removed, ask your club first. They can usually act immediately, and they hold the relationship with you. We will also act on requests made to us directly.
• We never sell personal information, and never use a child's information to advertise anything.

We also hold accounts for the coaches and club administrators who use our software, and for parents who make their own account to see their child in the club's apps. For those accounts we are the controller, not the club.

What each product holds

Invert Core — the shared record

One record per gymnast, so a child is the same person across products: their name, date of birth, the classes they are enrolled in and since when, and consent decisions with a record of who made each one and when.

Invert Core also holds the club's timetable, so every product shows the same classes. It holds no gymnast's details, only the classes, their times and the coaches' names.

The birthday is not decoration. Clubs routinely have two children with the same name, and name plus birthday is what tells them apart — without it we would risk attaching one child's results to another.

We do not hold home addresses, your contact details from the club's records, phone numbers, medical information, allergies, or anything about fees. Those stay in the club's own enrolment system, which is where they belong.

One thing comes close, so it is named. If your club's roster export includes the family's primary contact email, we keep only a keyed one-way check made from it — never the address itself. It cannot be turned back into the address, nothing is ever sent to it, and it exists so that if you later sign in with that same address, you can be linked to your child.

If you have a parent's account. You can make your own Invert account to see your child in your club's apps, such as the GymBux family app. We hold:

• your name and email address;
• your password, stored only as a one-way hash;
• which children you are linked to, and how each link was made.

Your club decides which children you see. You are linked to a child when the email address you sign up with matches the one your club holds for your family, or when someone at the club approves your request. If you send a request, we hold your child's name and date of birth as you typed them until 30 days after the club answers. Your club can remove a link at any time.

You can delete your account whenever you like, at core.invertsystems.com.au/account or from the family app. Your account, your links and any requests you have waiting are deleted straight away.

Rotation Scheduler

No gymnast information at all. It holds classes, apparatus, timetables and coach names as labels on a schedule. A club can use Rotation Scheduler without us ever learning a child's name.

ChalkScore

ChalkScore runs gymnastics competitions. For each gymnast entered in a competition it holds their name (and preferred name), date of birth, club, coach, the level and division they compete at, their team, their scores and placings, and whether you have agreed to their full name being shown publicly. A record of every score change — who made it, when and why — is kept so results can always be checked.

If your child competes at another club's competition, your club enters them through that club's entry form. The host club holds your child's entry for its competition, in the same way as its own gymnasts. The person at your club who makes the entry gives their own name, email address and phone number so the host club can contact them, and records the club's declaration under their name. Your club also gives the names of the coaches coming with its gymnasts, with each coach's accreditation and Working With Children Check number and its expiry date. It also gives the name, email address and phone number of any judge it offers. Judges give their name and email address.

Entry fees. If the host club collects entry fees, your club pays by card or by invoice. The payment and the invoice show your club's name and contact person, the competition, how many gymnasts were entered and the amounts. Never your child's name. Card payments go to the host club's own Stripe account.

Floor music. If the club hosting a competition collects it, your club may upload your child's floor music for that competition. Only your club and the host club's staff running the music can play it. It is never public, and it is deleted 30 days after the competition.

Results are public. A competition's results can be seen by anyone with the results link or QR code — that is how families follow along on the day — and on screens at the venue. They show your child's name, club, level and scores, and placings once the club announces them. Your child's full name is shown only if public use of their name is allowed: by your decision, or, where you have not made one, by your club's default (Consent, below). If you say no, every public screen shows only their first name and the first letter of their last name. Dates of birth and contact details are never shown publicly. To change this, tell your club.

ChalkScore holds no addresses, phone numbers or email addresses for gymnasts or families, no medical information, and no photographs.

GymBux

A gymnast's name, date of birth, their points balance, what they have earned and spent, badges awarded, the character and background they have chosen, the classes they are in, and the rewards they have asked for in the club's GymBux shop. GymBux holds no email address and no photograph of your child.

The TV board at the gym shows gymnasts' points as coaches award them. It shows your child's first name and the first letter of their last name, unless public use of their name is allowed, by your decision or your club's default (Consent, below). It works only on your club's own screens, through a private link the club controls.

Your child's own page. A gymnast has no account and no password. To see their own GymBux, they find their name and confirm their birthday. It is deliberately simple, because six-year-olds use it on a shared screen at the gym, and families use it at home. Being honest about what that is worth:

• the page can be opened from anywhere at the club's GymBux address;
• the check compares only the day and month of the birthday;
• it does not limit how many birthdays are tried.

So someone who knew your child's first name and tried birthdays could reach their page. They would see your child's first name and surname initial, their balance, recent awards, badges and the club's shop. They could spend only your child's own GymBux, on a reward a coach hands over in person, or on a character. They could reach nothing else: no birthday, contact details or address, and nothing about any other gymnast. We think that is the right trade for a page children and their families use without accounts. Families who would rather sign in can use the GymBux family app.

The family app shows a parent their own children's GymBux: the balance, what it was earned for, badges, and the club's shop. You sign in with a Core account, run by us at Invert Systems. Your club decides which children you see: Core links you to a child when the email you sign in with matches the one your club holds for that child, or when a coach at the club approves the link. GymBux holds your Core account reference, your name and email from that account, and which children you are linked to. You can delete your GymBux account in the app at any time, and doing so never changes your child's record.

The full GymBux policy is at gymbux.invertsystems.com.au/privacy.

Invert Eye

The footage: we don't hold it. When a coach films your child, the video is saved in the phone or iPad's own photo library, exactly like any other video on that device. Invert Eye stores a reference to it — a pointer saying "the clip at this position in this device's library" — never a copy. That means the footage is the club's, on the club's device, under the club's control. It does not travel to us, and there is no button in the app that sends it to us.

What we do hold is a small text record for each clip so the coach's library is searchable: which gymnast it is of, the coach's own label for it ("giant", "round-off"), the drawings made on the frame as coordinates, when it was recorded, and the reference to where the video sits on that device. To show the coach a list of gymnasts to pick from, we also hold the child's name, current class, and whether consent has been given for video. Invert Eye does not receive or store your child's date of birth.

Devices and the club code. Your club's coaches connect their phones and iPads to the club with a club code that the club's owner makes. We never store the code itself, only a one-way hash of it. For each device, we hold the name it was given (for example "Beam iPad", which may include a coach's first name), when it was set up and last used, and whether its access has been removed. We hold nothing else about the device: no serial number, phone number or location. This lets the club see every device using its records, and remove a lost phone or the device of a coach who has left. A removed device loses the club's roster, consent answers and clips the next time it connects.

The full Invert Eye policy, including how exported clips are handled, is at eye.invertsystems.com.au/privacy. Where the two documents describe the same thing, that one is the source.

Our website

Our company website, www.invertsystems.com.au, has its own privacy policy at www.invertsystems.com.au/privacy.html, which lists the analytics and advertising tools it uses. ChalkScore carries no analytics or advertising trackers — nothing on a results page, an entry form or any other ChalkScore screen reports what you do to an advertiser.

If you register interest in one of our products, we keep the name, club, email address and note you give us so we can reply, and email them to ourselves. We use them only to contact you about that product, and delete them if you ask.

Where it is stored

In Australia. Our databases are in Sydney (AWS ap-southeast-2), and the code that reads and writes them runs in Sydney too. ChalkScore runs on its own server in Oracle Cloud's Sydney region, and GymBux's application server runs there too. So a request carrying a child's name does not leave the country in normal operation.

A small number of established providers help run the software:

The providers outside Australia — our code, our website, our payments, our email, our typefaces and icons — receive no information about children. An email confirming a club's competition entry gives the number of gymnasts at each level, never their names. Backups are encrypted, with a key only we hold, before they leave Australia, and the provider storing them cannot read them. When a ChalkScore page loads, Google Fonts and cdnjs receive your device's IP address, as part of supplying the files.

Consent, and how to say no

Consent for photography, video and the public use of a child's name is recorded per child and per purpose. Three things about how it works:

1. A refusal always wins. An explicit "no" cannot be overridden by any club-wide default, by a coach, or by us. It is enforced in the software, not by policy.
2. If we cannot tell, we refuse. A missing or unreadable record, or a check that cannot complete, is treated as a no. A consent check that guesses yes is not a consent check.
3. We keep the history, not just the latest answer. A change of mind adds a new record rather than overwriting the old one, so it stays possible to know what was true when a photo or clip was taken.

Your club's default. Where you have not made a decision for your child, your club's default applies. A club can only set a default to yes by confirming that it holds written consent from every family. Many children at one club share a first name and last initial, which is why clubs often show full names. If you say no, your decision wins, every time.

To change your mind, tell your club. They update the record and nothing more is required of you. Withdrawing consent stops future use; it does not reach into footage a coach has already saved to a club device or already shared — ask the club for that, as it is theirs to remove.

Because this is about children

Children do not have accounts with us. The one page a child uses, the GymBux page where a gymnast checks their own points, asks only for their name and birthday. Its limits are explained under GymBux above. From it, a child can ask for a reward or choose a character with their own GymBux, and nothing else.

We hold information about children only because a coach needs to know whose skill, score or points they are looking at, and we deliberately hold as little as the software can work with.

Nothing in our software profiles, scores or makes automated decisions about a child. Where the software is unsure about a person's identity — two similar names, a changed surname — it never decides. It stops and asks a human, on the record.

How long we keep it

While your club is our customer, and for as long as they ask us to keep it — a gymnast's competition history and progression is often the reason a club wants the software at all.

When a club stops using our software we give them a complete copy of their own information and then delete it 90 days later. Our encrypted backups are kept for 30 days, so the last copy is gone no more than 30 days after that. Ninety days is a deliberate middle: long enough that a club leaving in a hurry — or changing its mind — is not punished for it, and short enough that we are not sitting on children's records for a club we no longer work with.

Each of our products deletes its own copy of a club's information when Invert Core does, normally within a few days. Each keeps only a record that it did: the club's reference, when, and how many records went. No names. There is one exception: the Working With Children Check details of coaches at a competition are kept for 45 years, the minimum period the Royal Commission into Institutional Responses to Child Sexual Abuse recommended for records relating to child sexual abuse, so they are there if an authority ever needs them. A club's payment records stay with our payment provider, Stripe, for as long as tax law requires. They contain nothing about gymnasts or families.

A club that uses only Rotation Scheduler holds no children's information with us: only its timetables, and its staff's names and email addresses. We keep that until the club asks us to delete it, or until two years pass with nobody from the club signing in, and then we delete it.

Who can see it

• Coaches at your child's club. Nobody at another club can see your club's information; that separation is enforced by the software and tested for.
• A club hosting a competition your child enters, which sees your child's entry for that competition (ChalkScore, above).
• Anyone following a competition's results, which show only what is described under ChalkScore above.
• Anyone at your child's gym who can see the GymBux TV board, which shows only what is described under GymBux above.
• You, and any other parent or carer your club has linked to your child, in the club's apps such as the GymBux family app.
• Us, only as far as is needed to run and repair the service.
• Nobody else. We do not give this information to anyone, and we have never been asked to. If we received a legal demand for it, we would tell the club unless the law forbade it.

Keeping it safe

• Everything travels encrypted, and is stored encrypted at rest.
• Backups are encrypted, and tested by actually restoring them — a backup nobody has restored is a hope, not a backup.
• Each product and each device holds its own credential, so a lost iPad or a leaked key can be cut off on its own without disturbing anything else.
• The keys that read club records live only on our servers, never inside an app, so they cannot be extracted from a device.

No system is perfectly secure, and we will not pretend otherwise.

Your rights

You can ask us to see what we hold about you or your child, to correct it if it is wrong, or to delete it.

Ask your club first where the information is about a gymnast — for most things they can act immediately. You can also write to us directly at vaughn@invertsystems.com.au. We will respond within 30 days and we do not charge for it.

If you are unhappy with how we have handled your information, tell us first so we can put it right. If you are still unhappy, you can complain to the Office of the Australian Information Commissioner — oaic.gov.au, 1300 363 992.

If something goes wrong

If information we hold were exposed in a way likely to cause serious harm, we would assess it and notify the affected clubs and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

Changes to this policy

If we change it we will update the date at the top and tell our customer clubs. If a change means we would handle a child's information in a genuinely different way, we will say so before it takes effect, not after.

Previous versions are kept, so it is always possible to establish what this policy said on a given date.

Why this is stricter than it has to be

A business our size currently sits outside parts of the Australian Privacy Act 1988, under an exemption for small businesses. That exemption has been under review for years and the direction of travel is one way, and we would rather not write two policies. More to the point, "we are too small to have to care" is not a sentence anyone should have to read in a document about their child.

So this policy is written to the Australian Privacy Principles standard now.

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Invert Systems — Vaughn Ray Edmonds, ABN 44 869 392 328, Goulburn NSW, Australia. Published at www.invertsystems.com.au/legal/privacy.