Privacy Policy

Our designated Information Officer is [FULL NAME], reachable at popia@bolandwaterpolo.co.za.

• Player identity: name, date of birth, gender, optional SA ID number, school, grade.
• Medical information: conditions, allergies, medical aid name, emergency contact.
• Guardian/self contact: name, email, mobile number, address.
• Consents and their timestamps, IP address and user agent.
• Payment information: amount, reference, status (no card numbers are stored by us; SnapScan is the payment processor).
• Photographs and video (only with explicit media consent).

• To administer player registration and team allocation.
• To respond to medical emergencies at training and fixtures.
• To collect registration fees.
• To communicate with players and guardians about club matters.
• To comply with legal obligations.

We rely primarily on your consent, given at registration. Emergency medical disclosure may also rely on the legitimate interest of protecting your or your child's vital interests.

• Authorised club administrators and your assigned coach.
• Event organisers (Waterpolo SA, host schools) — name, age, gender only.
• Medical personnel in an emergency.
• Our infrastructure providers (Supabase, Resend, Vercel, SnapScan) — as operators bound by their own privacy obligations.

We do not sell your data, ever.

Data is stored on Supabase servers in the af-south-1 (Cape Town) region. Backups are also held within South Africa.

• Active-season records: for the duration of your membership plus 1 year.
• Payment and tax records: 5 years, as required by SARS.
• Consent records: indefinitely, as audit evidence.
• After retention expires, personal data is anonymised or deleted.

Under POPIA you have the right to:

• Access the information we hold about you.
• Correct inaccurate information.
• Request deletion where it is no longer required.
• Object to processing based on legitimate interest.
• Withdraw consent at any time (this will not affect past processing).
• Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these, email the Information Officer above.

Players under 18 can only be registered by a parent or legal guardian who consents on their behalf. Players 13 years and older will be shown age-appropriate consent text, but primary consent still lies with their guardian.

In the event of a breach that poses a real risk to your rights, we will notify the Information Regulator and affected individuals as soon as reasonably possible, in writing.

Material changes will be communicated by email and require fresh consent on the next registration cycle. Older versions are retained for audit purposes.