SAFA UMKHANYAKUDE – PRIVACY POLICY

This Privacy Policy outlines how SAFA Umkhanyakude collects, uses, stores, and safeguards personal information obtained through the website umkhanyakude.co.za (“the Website”).
We are committed to protecting the privacy of all players, parents, coaches, referees, administrators, and visitors who engage with our digital services.

Last Updated: October 20, 2025

1. Personal Identification Information

We may collect personal identification information from Users through various interactions on the Website, such as registrations, forms, tournament entries, account creation, and communication channels.
This information may include a User’s full name, contact number, email address, school or club affiliation, emergency guardian information, and program participation details.
Submitting personal data is voluntary, but refusal may limit access to online services such as league registrations, membership portals, and programme bookings.

1. Non-Personal Identification Information

Whenever Users interact with the Website, we may collect non-personal information automatically. This includes browser type, device type, operating system, connection method, IP address, country of origin, and navigation patterns.
This information helps us understand how visitors use our Website, enabling us to improve layout, performance, accessibility, and security. It does not identify Users individually.

1. Parental Consent (POPIA Compliance)

As SAFA Umkhanyakude manages activities involving minors, we strictly comply with POPIA Sections 11 and 34, which require explicit guardian consent before processing any personal information relating to children.
This includes Player IDs, photos, video footage, development tracking, or public postings. Consent must be active and informed — such as signing a form, selecting a digital checkbox, or providing written approval.
We do not assume consent based on silence, inactivity, or default selections.

1. Data Minimisation & Purpose Limitation

We only collect information necessary for football administration, tournament operations, and safety protocols.
Personal information is used strictly for:

• Age group placements
• Fixture communication
• Player safety
• Development pathways
• Accurate competition organisation

We do not collect excessive or irrelevant data.
Media posted online is limited to appropriate, non-exploitative content that supports football visibility and growth.

1. Rights to Withdraw Consent

Parents and guardians may withdraw media-related consent at any time through written request.
Upon withdrawal, SAFA Umkhanyakude will:

• Cease any new publications of identifiable media
• Respect the request immediately
• Manage internal databases accordingly

However, previous lawful usage remains valid and cannot be backdated for deletion unless legally required or safely achievable.

1. Record-Keeping & Accountability

Clubs, schools, and SAFA Umkhanyakude share accountability for safeguarding personal information.
The responsible party must:

• Keep signed consent documents
• Store them securely
• Produce them when requested for verification

This ensures transparency, compliance, and traceability in accordance with POPIA requirements.

1. Web Browser Cookies

The Website may use cookies — small text files placed on the User’s device — to store preferences, remember login status, enhance navigation, and personalise content.
Cookies help streamline repetitive tasks and support secure portal access.
Users may disable cookies or enable “Do Not Track” features through browser settings; however, doing so may prevent some functions, such as fixture search, login services, or digital registration, from operating correctly.

1. Third-Party Analytics

We may partner with reputable third-party services such as:

• Google Analytics
• Google Ads
• Meta Pixel

These tools anonymously track metrics like:

• Visitor frequency
• Page popularity
• Device type usage

Collected data allows us to improve user experience, content placement, and website performance.
No personally identifiable information is sold or shared through these services.

1. How We Use Collected Information

To Improve Customer Service

Information gathered helps our support team respond effectively to queries, refund requests, competition disputes, or registration assistance.

To Personalise User Experience

Understanding how groups use our Website helps us enhance navigation, simplify forms, adjust scheduling displays, and create more user-friendly tools.

To Maintain and Improve the Site

Feedback, analytics reports, and error logs inform our web development roadmap, ensuring better accessibility and future-proof functionality.

To Send Periodic Emails

We may use submitted emails to contact Users regarding:

• Fixture updates
• Event changes
• Safety information
• Tournament scheduling
• Registration deadlines

We do not distribute marketing spam.

 To Measure Performance

Aggregated data assists with operational planning, competition load balancing, and platform improvements to support growing participation.

1. How We Protect Personal Information

SAFA Umkhanyakude implements:

• Secure servers
• Encrypted storage
• Strict credential access control
• Firewall protection
• Regular security audits

Our systems are designed to prevent:

• Unauthorized access
• Data corruption
• Unlawful exposure
• Data loss

Passwords are encrypted and never stored or transmitted in plain text.
Only authorized personnel can access stored details for legitimate operational reasons.

1. Sharing Personal Information

We do not sell, trade, or rent personal identification data to any third party.
We may share limited information only when necessary for:

• Fixture organisation
• Kit supply coordination
• Eligibility verification
• Emergency contact escalation
• Player accreditation card issuance

Aggregate demographic data may be shared with regional partners to improve development programmes without linking it to specific individuals.

1. Changes to This Privacy Policy

SAFA Umkhanyakude reserves the right to update the Privacy Policy at any time to reflect evolving legal requirements, digital improvements, or governance standards.
We will:

• Publish updated versions on this page
• Modify the revision date accordingly

Users are encouraged to revisit this page regularly to remain informed.

Continued use of the Website constitutes acceptance of updated terms.

1. Your Acceptance of These Terms

By accessing or using this Website, Users confirm they:

• Understand this Privacy Policy
• Agree to its terms
• Consent to lawful processing of personal information

Users not in agreement should discontinue use immediately.

1. Contacting SAFA Umkhanyakude

For questions regarding:

• Personal data
• Consent withdrawal
• Privacy concerns
• POPIA compliance
• Data access requests

please contact:

info@safaumkhanyakude.co.za

We respond within a reasonable turnaround period.