Privacy Policy

Personal Information:

• Contact Details: Name, email address, phone number, physical address
• Identification: SA ID number, date of birth
• Emergency Information: Emergency contact name and phone number
• Medical Information: Medical conditions, allergies, medications (for safety purposes)
• Hockey Information: Previous experience, preferred positions, skill level
• Payment Information: Banking details for payments (processed securely)
• Parent/Guardian Information: For players under 18 years of age

We collect and use your information for the following purposes:

• Registration & Membership: Processing your club registration and maintaining membership records
• Communication: Sending you training schedules, match fixtures, club news, and important announcements
• Safety & Medical: Ensuring player safety and providing emergency medical care when necessary
• Financial: Processing membership fees, match fees, and other payments
• Team Selection: Assigning players to appropriate teams based on age, skill level, and preferences
• Union Registration: Registering players with Western Province Hockey Union (WPHU) and South African Hockey Association (SAHA)
• Insurance: Providing necessary information for club insurance purposes
• Events & Activities: Organizing club events, tours, social activities, and training camps

We may share your personal information with:

• Western Province Hockey Union (WPHU): For player registration and league participation
• South African Hockey Association (SAHA): For national registration and insurance
• Coaches & Team Managers: Information necessary for team management and player development
• Medical Professionals: In case of emergency, with your consent
• Payment Processors: For secure payment processing (QuickBooks, Yoco)
• Insurance Providers: For club insurance coverage

We will NEVER sell your personal information to third parties.

• Encryption: Sensitive data (ID numbers, addresses, medical information, emergency contacts) is encrypted using AES-256 encryption
• Secure Storage: All data is stored on secure servers with restricted access
• Access Control: Only authorized club officials have access to personal information
• Regular Backups: Your data is regularly backed up to prevent loss
• Secure Communication: All email communications are sent via secure channels
• Payment Security: Payment information is processed through PCI-compliant payment processors

For players under 18 years of age:

• Parental or guardian consent is required for registration
• Parent/guardian email is used as the primary contact for all communications
• Parents/guardians have the right to access and request changes to their child's information
• Parents/guardians can withdraw consent at any time
• Once the player turns 18, they assume control of their own information

You have the right to:

We retain your personal information:

• Active Members: For the duration of your membership
• Former Members: Up to 5 years after membership ends (for historical records, alumni relations, and legal requirements)
• Financial Records: 7 years as required by tax law
• Medical Records: As required by law or until no longer necessary for safety purposes

After the retention period, your data is securely deleted or anonymized.

Our website uses cookies to:

• Remember your preferences and login details
• Analyze website traffic and usage patterns
• Improve user experience

You can disable cookies in your browser settings, but this may affect website functionality.

To exercise your rights or if you have questions about this Privacy Policy:

If you believe your privacy rights have been violated, you can also lodge a complaint with:

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify members of significant changes via email or club announcements.

Your continued use of our services after changes are made constitutes acceptance of the updated Privacy Policy.