| ORW | PRIVACY POLICY
One Round Wars Pty Ltd | ACN: 685 323 193 | oneroundwars.com.au |
Last updated: 24 July 2026
One Round Wars Pty Ltd (ACN: 685 323 193) (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal information when you interact with us through our website oneroundwars.com.au, our registration platform, or at our events.
- WHO WE ARE
One Round Wars Pty Ltd is a Queensland-based charity combat sports event promotion company. We organise amateur combat sports events in South East Queensland and raise funds for registered charity partners.
Contact: oneroundwars@gmail.com | @oneroundwars
- WHAT INFORMATION WE COLLECT
We collect the following personal information:
| Category | Information Collected |
| Identity | Full legal name, date of birth, photo (fighters, staff and volunteers), fighter name/nickname (fighters only) |
| Contact | Phone number, email address, residential address |
| Health (Sensitive) | Medical conditions, injuries, medications disclosed by fighters for safety purposes |
| Emergency Contact | Name and phone number of your nominated emergency contact |
| Support Person | Name, relationship and phone number of your nominated support person |
| Fight Details | Weight, fight category, fighting experience, sport or discipline |
| Media | Fighter introduction video, photos and footage taken at events |
| Parental Consent (Under 18s) | Guardian full name, relationship, phone number and digital signature |
| Compliance (Contractors) | ABN, licences, certifications, insurance details, AHPRA registration numbers |
| Sponsor (Business) | Business name, contact details, logo, payment details (processed securely via Stripe) |
| Technical | IP address, timestamp at time of form submission (captured automatically for security purposes) |
- WHY WE COLLECT YOUR INFORMATION
We collect and use your personal information for the following purposes:
- To process your registration as a fighter, staff member, volunteer, contractor or sponsor
- To assess your fitness and safety to participate (medical information – fighters only)
- To match fighters fairly based on experience, weight and category
- To issue wristbands and manage event access for fighters and nominated support persons
- To communicate with you about weigh-in details, fight night schedules and event updates
- To comply with our Work Health and Safety obligations under the Work Health and Safety Act 2011 (Qld)
- To verify contractor qualifications, licences and compliance requirements
- To process sponsor payments and fulfil sponsorship deliverables
- To produce and publish event media (subject to your consent under the Participation Agreement)
- To generate and store your signed Participation Waiver as required for legal and compliance purposes
- To improve our events and registration processes
- SENSITIVE INFORMATION
Medical and health information collected from fighters is classified as sensitive information under Australian privacy law. This information is:
- Collected with your explicit consent at the time of registration
- Used solely by the Pitside Medical Practitioner/Paramedic to assess your fitness to compete
- Not shared with any third party except as required for your immediate medical care
- Stored securely and not used for any purpose other than fighter safety
- HOW WE STORE YOUR INFORMATION
Your personal information is stored securely in the following systems:
| System | Purpose |
| WordPress / Gravity Forms | Registration form submissions, waiver records, and fighter video uploads (stored securely on server, accessible only to logged-in administrators via secured URL) |
| Google Drive (oneroundwars@gmail.com) | Fighter, contractor and staff data via Google Sheets master databases. Compliance documents and waiver PDFs. Note: fighter video files are stored on the website server (not Google Drive), accessible only to logged-in administrators. |
| Google Sheets | Master fighter database and per-event registration records |
| Stripe | Sponsor payment processing (PCI DSS compliant — card details not stored by us) |
We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification or disclosure.
- WHO WE SHARE YOUR INFORMATION WITH
We do not sell your personal information. We may share your information with:
- Pitside Medical Practitioners/Paramedics – for fighter safety and medical clearance purposes only
- Event officials (referees, judges) – fight category and matchup details only
- Our charity partner – aggregate event information only, no individual personal data
- Service providers who assist us in running events and our platform (e.g. Google, Stripe, Mailchimp) – only to the extent necessary to provide their services
- Authorities – if required by law or to protect the safety of any person
- MEDIA AND PHOTOGRAPHY
By signing the Participation Agreement, fighters, staff and volunteers grant One Round Wars permission to photograph, film and publish event content as outlined in the Agreement. If you wish to withdraw this consent after the event, please contact us at oneroundwars@gmail.com. Note that material already published may not be retractable.
- HOW LONG WE KEEP YOUR INFORMATION
We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. In general:
- Fighter registration and waiver records are retained for a minimum of 7 years
- Medical disclosure information is retained for a minimum of 7 years
- Incident reports are retained for a minimum of 7 years
- Sponsor and contractor records are retained for a minimum of 7 years
- Fighter videos are retained for promotional purposes unless you request removal
- YOUR RIGHTS
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate or outdated information
- Request deletion of your information (subject to our legal retention obligations)
- Withdraw consent for the use of your information for optional purposes such as media and marketing
- Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au
To exercise any of these rights, contact us at oneroundwars@gmail.com. We will respond within 30 days.
- COOKIES AND WEBSITE TRACKING
Our website oneroundwars.com.au may use cookies and tracking tools (including Google Analytics via MonsterInsights) to understand how visitors use our site. This information is collected in aggregate and does not identify you personally. You can disable cookies in your browser settings at any time.
- UNDER 18s
We collect information about participants under 18 years of age only with the explicit written consent of a parent or legal guardian. This consent is obtained through the Participation Agreement prior to registration. Parental consent records are retained for a minimum of 7 years.
- CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time. The current version is always available at oneroundwars.com.au/privacy-policy. We will notify registered users of material changes by email.
- CONTACT US
For any privacy-related enquiries, requests or complaints:
One Round Wars Pty Ltd
ACN: 685 323 193
oneroundwars@gmail.com
oneroundwars.com.au
@oneroundwars
One Round Wars Pty Ltd | ACN: 685 323 193 | Privacy Policy | Last updated 24 July 2026