POPIA & Privacy

Privacy Policy

Melkbos Athletic Club respects your privacy and handles member, supporter, volunteer, order, race, medical, and website information with care, transparency, and a practical security-first mindset.

Plain-language notice: This policy explains what information we collect, why we collect it, how we use it, and how you can ask us to update, correct, or remove your information where the law allows.

Information We Collect

Account and membership details such as name, surname, email, phone, profile status, ASA details, and membership history.
Order and payment-related records such as products, bus tickets, raffles, events, order references, and payment status.
Running, event, time trial, race, volunteer, trophy, and club participation records that members submit or connect through approved services.
Medical, emergency, safeguarding, and eligibility information where needed for member safety, club administration, or event participation.
Website technical information such as sessions, logs, form submissions, device/browser signals, and security/audit records.

Why We Use It

To manage club membership, ASA licensing, profile verification, club communications, and member support.
To process orders, event entries, raffle entries, bus bookings, volunteer rosters, refunds, and payment reconciliation.
To support safety, safeguarding, emergency contact, race-day operations, and participation reporting.
To improve the website, prevent fraud or abuse, protect member accounts, and keep audit records.
To send relevant notices, reminders, receipts, operational updates, and club campaign emails where appropriate.

Sharing & Service Providers

We do not sell member information. We may share limited information with trusted service providers or partners where needed to run the club and website, including payment providers, email/SMS systems, event operations, website hosting, reporting tools, ASA or athletics administration, and legal or regulatory requests.

Where possible, we limit sharing to the minimum information needed for the task.

Security & Retention

We use access controls, role-based admin permissions, audit logs, secure sessions, and operational controls to reduce the risk of unauthorised access or misuse.

We keep information for as long as needed for membership administration, financial records, club operations, safety, legal obligations, reporting, dispute handling, or legitimate historical club records.

Your POPIA Rights

Under South Africa's Protection of Personal Information Act (POPIA), you may ask us to confirm whether we hold your personal information, request access to it, ask us to correct inaccurate information, object to certain processing, or request deletion where the law allows.

To exercise these rights, contact us using the details below. We may need to verify your identity before making changes.

Club contact:
Email: info [at] melkbosac [dot] co [dot] za

Regulator:
If you are not satisfied with our response, you may contact the South African Information Regulator.

Website Disclaimer

Website content is provided for club communication and general information. It is not medical, legal, financial, or professional advice.
Event, race, bus, raffle, volunteer, product, and calendar information may change. Please confirm important details before acting on them.
Members and visitors remain responsible for their own health, training decisions, race participation, road safety, and compliance with event rules.
External links are provided for convenience. Melkbos AC is not responsible for the content, privacy practices, or availability of third-party websites.

Last updated: 22 Apr 2026