Privacy Policy

1. Introduction

The Western Cape Tug of War Federation (“the Federation”) is committed to protecting personal information in accordance with the Protection of Personal Information Act, Act 4 of 2013 (POPIA) and the Cybercrimes Act, Act 19 of 2020.

These two pieces of legislation explain how personal information is collected, processed, used, stored, and protected.

2. Definitions

• Personal Information: Information relating to an identifiable, living natural person.
• Data Subject: The person to whom the personal information relates.
• Responsible Party: The organisation that determines the purpose of processing personal information.
• Processing: Collection, storage, use, dissemination, or sharing of personal information.

3. Information We Collect

The Western Cape Tug-of-War Federation (hereinafter referred to as “WCTF”) may collect the following information from a member:

• Name and surname
• Contact details
• Date of birth
• Club or district affiliation
• ID documents (for verification purposes only)
• ID photos (for federation identification cards)

4. Purpose of Processing

Information will be used for:

• Membership administration
• Competition participation
• Communication
• Record keeping

Personal information is processed only for lawful Tug of War administration purposes.

5. Children and Minors

Where participants are under the age of 18, personal information may be provided and written consent given by a parent or legal guardian.

Parent or guardian consent applies to the collection, use, storage, and processing of minor data for Tug of War activities.

6. Photographs and Media

Photographs and video recordings may be taken during competitions, training sessions, and official events.

These may be used for:

• Promotion of Tug of War
• Social media posts
• Website content
• Reports and marketing material

The Federation undertakes that it will not use any images in a manner that is harmful, misleading, or inappropriate.

If a member does not wish to appear in media, this must be communicated in writing prior to an event.

7. Sharing of Information

The WCTF undertakes that personal information will not be shared with unauthorised third parties.

Information may only be shared:

• Where required by law
• Where necessary for official sporting administration within recognised governing bodies

8. Data Retention

Personal information will be retained only as long as necessary for federation purposes or as required by law.

Records will be securely deleted when no longer required.

9. Security Measures

The Federation has implemented reasonable technical and organisational measures to protect personal information against:

• Loss
• Misuse
• Unauthorised access
• Disclosure or alteration

10. Rights of Members

Data subjects have the right to:

• Request access to their personal information
• Request correction of personal information
• Request deletion of personal information, subject to legal limitations
• Lodge a complaint regarding the handling of their personal information

11. Complaints

If you believe your personal information has been handled improperly, you may submit a complaint to the Federation using the contact details below.

If unresolved, complaints may be referred to the Information Regulator of South Africa.

12. Breach Notification

In the event of a data breach, affected members will be notified as soon as reasonably possible, in accordance with POPIA requirements.

13. Information Officer

The Federation will appoint an Information Officer responsible for:

• Ensuring POPIA compliance
• Managing data protection practices
• Handling information requests and complaints

14. Contact

For any questions, requests, or concerns regarding this Privacy Policy or the processing of personal information, please contact the Western Cape Tug of War Federation.

Email: info@wctugofwar.org.za

15. Consent

By using this website or submitting personal information, you consent to the collection, use, storage, and processing of your personal information in accordance with POPIA.