Flow Motion — Privacy Policy

Effective date: 2 June 2026

Last updated: 2 June 2026

1. About This Policy

Flow Motion ("we", "us", "our") is temporarily operated by PATT Peak Agility Table Tennis (ABN 34 655 700 303 — A Giang & J Tan-Kang), trading as Flow Motion, associated with PATT — Peak Agility Table Tennis, based in Victoria, Australia.

This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information when you use the Flow Motion platform, including our website, mobile application, waitlist, and any related services (collectively, the "Service").

We are bound by the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act.

By creating an account, joining our waitlist, or otherwise using the Service, you agree to the practices described in this policy. If you do not agree, please do not use the Service.

2. Who This Policy Applies To

  • Coaches — individuals who use Flow Motion to manage players, upload and annotate video footage, assign drills, and track player development
  • Players / Students — individuals who use Flow Motion to access their coaching materials, view annotated footage, and track their own progress
  • Waitlist registrants — individuals who submit their details via our website or landing page before creating an account
  • Visitors — individuals who visit our website without creating an account or joining the waitlist

3. What Personal Information We Collect

3.1 Account Information

  • Full name
  • Email address
  • Role (Coach / Player / Both)
  • Password (stored in hashed, encrypted form — we never store plain-text passwords)
  • Profile photo (optional)

3.2 Waitlist Information

If you register your interest via our website or landing page before creating a full account, we collect your full name, email address, role (Coach / Player / Both), and any optional message or question you submit via the waitlist form.

This information is held securely and used only to communicate updates about the Service and to contact you when access becomes available. You may request removal from the waitlist at any time by contacting patabletennis@gmail.com. Waitlist data is deleted within 90 days of the waitlist closing or, if you never convert to an account, within 12 months of your registration.

3.3 Video and Media Content

Flow Motion is a video coaching platform. We collect and store:

  • Video clips uploaded by coaches or players
  • Video recordings made within the app
  • Annotated versions of video clips (drawings, text overlays, markings)
  • Voice-over recordings attached to video feedback
  • Still images or screenshots extracted from video
  • References to externally linked video content (e.g. YouTube URLs submitted by users — we store the link reference only, not the video content itself)

Important: Video footage may incidentally capture the faces, bodies, and movements of players and third parties present during recording. You are responsible for obtaining appropriate consent from any identifiable individuals before uploading footage to the platform. See Section 12 for more detail.

3.4 Sensitive Information

Australian Privacy Principles apply heightened protections to "sensitive information." Video footage of a person's body movements, posture, and physical technique may, in some contexts, constitute health-adjacent information. We treat all video content uploaded to Flow Motion with the same heightened level of care applied to sensitive information — it is stored securely, shared only with designated connected users, and is never used for advertising or profiling purposes.

3.5 Coaching and Training Content

  • Coach notes and written feedback
  • Drill assignments
  • Training plans
  • Session summaries and takeaways
  • Player progress records and milestone markers
  • In-app threaded comments and messages between coaches and players

3.6 Technical and Usage Data

When you use the Service, we automatically collect:

  • Device type and operating system
  • IP address
  • Browser type (if web-based)
  • App version
  • Push notification device tokens (if you enable push notifications on your mobile device)
  • Session timestamps and duration
  • Pages or screens viewed
  • Feature usage patterns (e.g. which tools are used most)
  • Crash and error reports
  • Additional diagnostic data during the beta phase to help us identify and fix issues

This data is used to improve the Service and is not used to identify you individually unless combined with account data for support purposes.

3.7 Payment Information

If you subscribe to a paid plan, payment is processed by a third-party payment provider (e.g. Stripe). We do not store your full credit card number, CVV, or banking details. We retain a record of your subscription status, plan type, and billing history.

4. How We Collect Your Information

  • Directly from you when you join the waitlist, register an account, complete your profile, or use the Service
  • Automatically through the app and web platform via cookies, logs, and analytics tools
  • From coaches, where a coach adds a player to their account on the platform
  • From third-party services you connect (e.g. login via Google)

5. How We Use Your Information

We use your personal information to:

  • Maintain and contact our waitlist prior to launch
  • Create and manage your account
  • Provide the core Service (video storage, annotation, coaching tools, player profiles)
  • Connect coaches with their players within the platform
  • Enable async feedback and training plan delivery
  • Track and display player progress over time
  • Send push notifications related to your account and coaching activity (if enabled)
  • Send transactional emails (e.g. account verification, password reset, billing receipts)
  • Send product updates and feature announcements (you can opt out at any time)
  • Analyse usage patterns to improve the product
  • Investigate and respond to support requests
  • Comply with our legal obligations, including the NDB scheme
  • Use feedback and diagnostic data submitted during the beta phase to improve the Service

We do not use your personal information to sell or rent your data to third parties, serve you third-party advertising, or build advertising profiles about you.

6. Video Data — Special Considerations

Video footage uploaded to Flow Motion may contain sensitive visual data, including the faces and body movements of players. We treat video content with heightened care:

  • Video is stored in encrypted cloud infrastructure (Cloudflare)
  • Video is only accessible to the account holder and their connected coach(es) or player(s) within the platform
  • Video is never shared publicly or with third parties outside the platform without explicit consent
  • We do not currently perform automated facial recognition on uploaded footage
  • In a future product version, we may offer opt-in AI-assisted body and shot tracking features. If and when introduced, these features will have their own explicit consent flow and will be clearly communicated to users before activation

7. How We Store and Protect Your Information

7.1 Storage

Your data is stored on secure cloud infrastructure, including:

  • Database: PostgreSQL hosted on secure cloud servers
  • Media/CDN: Cloudflare for video and file delivery
  • Servers: Cloudflare's global data centre network (see Section 7.2 for cross-border processing)

7.2 Overseas Processing and Cross-Border Disclosure

Our infrastructure provider, Cloudflare, operates a global network. As a result, your data — including video content — may be processed or temporarily routed through servers located outside Australia, including but not limited to Singapore, the United States, and other countries where Cloudflare operates data centres.

Where your data is disclosed to or processed by overseas recipients, we take reasonable steps to ensure those recipients are subject to data protection obligations comparable to the APPs, either through contractual arrangements with our service providers or by relying on those providers' own compliance frameworks (e.g. Cloudflare's data processing agreements).

By using the Service, you acknowledge and consent to this overseas processing as necessary to deliver the Service.

7.3 Security Measures

We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification, or disclosure. These steps include:

  • Encryption of data in transit (TLS/HTTPS)
  • Encryption of passwords at rest (bcrypt or equivalent hashing)
  • Access controls limiting who within our team can access personal data
  • Regular security reviews
  • Secure coding practices

No system is completely secure. If you become aware of any security vulnerability, please contact us immediately at patabletennis@gmail.com.

7.4 Data Retention

We retain your data for as long as your account is active. If you delete your account:

  • Your personal information (name, email) will be deleted within 30 days
  • Your video content and coaching records will be deleted within 30 days
  • Aggregated, anonymised analytics data may be retained indefinitely (it cannot be used to identify you)

Before deleting your account, you may export your content (see Section 9 — Your Rights). We recommend doing this before requesting deletion.

Inactive accounts (no login for 12 months) may receive a notice of pending deletion. You will be given 30 days to reactivate before deletion occurs.

8. Notifiable Data Breaches

We are subject to the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Cth). If we become aware of a data breach that is likely to result in serious harm to any individual whose personal information is involved, we will:

  • Investigate the breach as quickly as possible
  • Notify affected individuals directly (by email to their registered address) as soon as practicable
  • Notify the Office of the Australian Information Commissioner (OAIC) within 30 days of becoming aware of the eligible breach
  • Provide clear information about the breach, the type of data affected, what steps we have taken, and what affected individuals can do to protect themselves

If you suspect your account has been compromised or that a breach has occurred, contact us immediately at patabletennis@gmail.com.

9. Your Rights

Under the Australian Privacy Principles, you have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or out-of-date personal information
  • Request deletion of your personal information (subject to legal retention obligations)
  • Export your content — prior to account deletion, you may request an export of your video content, coaching notes, and progress records. Contact us at patabletennis@gmail.com to arrange this
  • Withdraw consent for specific uses of your data (e.g. opting out of marketing emails or push notifications)
  • Remove yourself from the waitlist at any time before creating an account
  • Make a complaint if you believe we have handled your information incorrectly

To exercise any of these rights, contact us at patabletennis@gmail.com. We will respond within 30 days.

If you are unsatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

10. Sharing Your Information

We do not sell your personal information. We may share it in limited circumstances:

10.1 Within the Platform

  • Coaches can see the profiles, videos, and progress of players connected to them
  • Players can see feedback and annotations assigned to them by their coach
  • This sharing is core to how the Service works and is controlled by you through your connection settings

10.2 Service Providers

We share data with trusted third-party service providers who help us operate the Service, including:

  • Cloud hosting & CDN (Cloudflare) — storing and delivering video and app data; may process data overseas
  • Payment processor (e.g. Stripe) — processing subscriptions and billing
  • Email service provider — sending transactional and notification emails
  • Analytics tools — understanding how the app is used

All service providers are required to handle your data in accordance with applicable privacy laws and our instructions.

10.3 Legal Requirements

We may disclose your information if required to do so by law, regulation, court order, or government authority, or if we believe disclosure is necessary to protect our rights or the safety of any person.

10.4 Business Transfers

If Flow Motion is acquired, merged with, or sold to another entity, your information may be transferred as part of that transaction. We will notify you via email or in-app notice if this occurs and provide information about your choices.

11. Cookies and Tracking

Our web platform uses cookies and similar technologies to:

  • Keep you logged in
  • Remember your preferences
  • Understand how features are used (analytics)

You can disable cookies in your browser settings, though some features of the Service may not function correctly without them. We do not use cookies for advertising purposes.

12. Consent for Third-Party Individuals in Video Footage

If you upload footage that contains identifiable individuals who are not registered Flow Motion users (e.g. other players visible in the background of a recording), you are responsible for:

  • Informing those individuals that footage containing them is being uploaded to a digital platform
  • Obtaining their consent (or, for minors, their parent or guardian's consent) before uploading
  • Complying with any applicable privacy or data protection laws regarding the collection of their likeness

Flow Motion is not liable for footage uploaded without proper consent. We reserve the right to remove footage if we receive a legitimate complaint from an identifiable individual in that footage.

13. Children and Minors

Flow Motion may be used by players under the age of 18. Where a user is under 18:

  • A parent or guardian must consent to the creation of their account
  • The coach connecting with a minor player is responsible for confirming that parental consent has been obtained
  • We recommend coaches maintain a signed consent record for minor players as part of their standard coaching practice

If we become aware that a minor's account was created without appropriate parental consent, we will take steps to remove that account.

14. Third-Party Links

The Service may contain links to or integrations with third-party websites or services (e.g. YouTube for video imports). This policy does not apply to those third-party sites. We encourage you to review their privacy policies before sharing any personal information with them. Where a user submits a YouTube URL via the Service, we store only the link reference — we do not store or process the underlying video content from that external source.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we do:

  • We will update the "Last updated" date at the top of this page
  • For significant changes, we will notify you by email or in-app notification at least 14 days before the change takes effect
  • Your continued use of the Service after the effective date constitutes acceptance of the updated policy

16. Contact Us

Flow Motion Privacy
Email: patabletennis@gmail.com
Operated by: PATT — Peak Agility Table Tennis (ABN 34 655 700 303)
Associated with PATT — Peak Agility Table Tennis, Victoria, Australia

Flow Motion is committed to handling your personal information responsibly and in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Notifiable Data Breaches scheme.