Introduction
Western Cape Rowing Association is committed to protecting your privacy and to ensuring that personal information is used appropriately and transparently and transferred securely.
We subscribe to the Protection of Personal Information Act Principles and will:
- Obtain and process your information fairly.
- Keep your information only for one or more specified, explicit, and lawful purposes.
- Use and disclose your information only in ways compatible with these purposes.
- Keep your information safe and secure.
- Keep your information accurate, complete, and up to date.
- Ensure that your information is adequate, relevant, and not excessive.
- Retain your information for no longer than is necessary for the purpose or purposes.
- Provide a copy of your personal data kept to you on request.
Types of Personal Information we collect
Western Cape Rowing Association will generally collect some of the following Personal Information:
Information relating to the race, gender, sex, pregnancy, marital status, national, ethnic, or social origin, colour, age, physical or mental health, well-being, disability, language, and birth.
Information relating to the education, medical, financial, criminal or employment history.
Identifying number, name, symbol, e-mail address, physical address, telephone number, location information.
Biometric information (employees).
Correspondence sent/received that is implicitly or explicitly of a private or confidential nature or further correspondence that would reveal the contents of the original correspondence.
The views or opinions of another individual about the Data Subject We also collect and store any relevant communication e.g. emails, meeting notes etc.
Information sources
We may also supplement the information you have provided with information we receive from other providers like, Google searches, independent FICA verification agencies, to offer a more efficient, consistent and personalised experience.
Using Personal Information
Personal information will be used for the purpose for which it was collected and agreed. This may include:
Administering our relationship with you (including communications and reporting);
As part of athlete on-boarding or any other internal human resources functions;
Conducting credit reference searches or verification;
Confirming, verifying, and updating contact details;
For the detection and prevention of fraud, crime, money laundering or other malpractice;
For audit and record keeping purposes;
To carry out the services you have requested and to maintain and constantly improve our relationship with you;
In connection with and to comply with legal and regulatory requirements or when it is otherwise allowed by law;
Conducting market or customer satisfaction research.
Sharing Personal Information
We will disclose your Personal Information to service providers, affiliates or third parties, for everyday business purposes e.g. (Director training etc) or in response to court orders or legal investigations. We have a mutual understanding with all our product suppliers and third-party service providers with regards to the protection of Personal Information. Due to the nature of our infrastructure information may also be shared with:
Microsoft Corporation;
Our website host.
Sending Personal Information to foreign countries
Some of the service providers that we use are in other countries, for example our cloud storage service providers are in the European Union. If we send information to anyone who is in a country that does not have the same level of protection of Personal Information as South Africa or the European Union, we will require that they undertake to protect the Personal Information of our customers to the same level that we do. We will provide for appropriate safeguards by means of contracts between us and our foreign service providers.
Monitoring of communications
We have implemented appropriate technical measures to prevent data breaches. We regularly monitor our systems for possible vulnerabilities and security breaches, but no system is perfect, and we cannot guarantee that we will never experience a breach of any of our physical, technical, or managerial safeguards. If something should happen, we have taken steps to minimise the threat to your privacy. We will let you know of any breaches which affect your Personal Information and inform you how you can help minimise the impact.
Your rights under data protection law
You have the right to be informed about the Personal Information we have, and what we do with it. You have the right to:
- ask us what we know about you;
- ask what information was sent to our suppliers, service providers or any other third party;
- ask us to update, correct or delete any out-of-date or incorrect personal information we hold about you if it is no longer necessary to provide services to you (we can unfortunately not take responsibility for incorrect or outdated information if we were provided with incorrect information or you failed to inform us of changes);
- receive all the information we have about you and to transfer it to another service provider in machine readable form;
- unsubscribe from any direct marketing communications we may send you;
- object to the processing of your Personal Information.
You can request access to the information we hold about you or correct your Personal Information by contacting our information officer. It can take us up to 21 business days to respond to your request, because there are procedures that we need to follow. In certain cases, we may require proof of your identity, and sometimes changes to your information may be subject to additional requirements such as valid proof of residence.
Information Officer
The Protection of Personal Information Act appoints the highest level of authority in an organisation as the Information Officer. The Information Officer has been tasked with ensuring compliance with data protection and privacy legislation and regulations. The Information Officer has appointed to perform the required tasks. The details of our Information Officer are as follows: Information Officer Full name: Ms. Alexa Kneale
Our Information Officer is contactable at our Registered Office: Telephone Number: 021 686 4308 Physical Address: 5 Frean Road, Rondebosch, Cape Town 7700 Email Address: secretary@wcrowing.co.za
Updates to this Privacy Policy
We reserve the right to make changes to this privacy statement and any changes will be published accordingly.