Privacy Policy

Last updated: 3 June 2026

Introduction

Round Table Zwartkops 195 (“we”, “us”, “our”) is committed to protecting the personal information of our members, supporters, and visitors. This Privacy Policy explains how we collect, use, store, and share personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable laws, including the Electronic Communications and Transactions Act 25 of 2002 (“ECTA”).

POPIA Section 18 — Lawful Processing

We process personal information lawfully. Lawful grounds include:

• Your consent (e.g. subscribing to our mailing list);
• Processing necessary to carry out our activities (membership, event bookings, donations);
• Processing necessary to comply with a legal obligation; or
• Processing necessary for our legitimate interests where not overridden by your rights.

Information We Collect

• Identity and contact details (name, email address, telephone number, postal address)
• Event booking and ticket information
• Contest and trivia entry information (display name, email address, submitted content)
• Payment and donation information (processed by our payment providers — we do not store card details)
• Mailing list subscription preferences
• Technical data (IP address, browser type, pages visited, cookies and local storage)

How We Use Personal Information

• Processing event bookings and issuing tickets
• Processing donations and subscriptions through our payment providers
• Running contests and trivia competitions, including publishing leaderboards using your chosen display name
• Sending order confirmations, receipts, and service messages
• Sending event updates and community news where you have subscribed to our mailing list
• Maintaining our website and protecting against fraud or abuse
• Complying with legal obligations

Mailing List

If you subscribe to our mailing list, we will use your name and email address to send you event announcements, fundraising updates, and community news. We will not send unsolicited commercial communications without your consent. You can unsubscribe at any time by clicking the unsubscribe link in any email we send, or by emailing rt.zwartkops.195@outlook.com with the subject line “Unsubscribe”. All marketing communications will clearly identify Round Table Zwartkops 195 as the sender in compliance with POPIA s.69.

Third-Party Service Providers

We share personal information with the following trusted third-party service providers who process data on our behalf, strictly for the purposes described in this policy:

• Yoco Payments (Pty) Ltd — online payment processing for one-time ticket purchases and donations. Yoco is a registered payment service provider. Their privacy policy is available at yoco.com.
• PayFast (Pty) Ltd — recurring monthly donation subscriptions. PayFast is a registered payment service provider. Their privacy policy is available at payfast.co.za.
• Resend Inc. — transactional and notification email delivery (ticket confirmations, entry links, receipts). Resend processes email data on servers that may be located outside South Africa.
• Upstash Inc. — database and caching services used to store event, ticket, donation, and contest data. Upstash processes data on servers that may be located outside South Africa.
• Vercel Inc. — website hosting and serverless function execution. Vercel may process request data (including IP addresses) on servers located outside South Africa.
• Google LLC (reCAPTCHA) — fraud prevention on our public voting forms. Google processes reCAPTCHA interaction data in accordance with Google's Privacy Policy.

Cross-Border Transfers

Several of our service providers (Resend, Upstash, Vercel, Google) may process personal information outside the Republic of South Africa. In accordance with POPIA s.72, we only transfer personal information to third parties in foreign countries where we are satisfied that:

• the recipient is subject to a law, binding corporate rules, or binding agreement that provides an adequate level of protection substantially similar to POPIA; or
• you have consented to the transfer.

By using this website and our services, you acknowledge and consent to these transfers where necessary for the delivery of our services.

Cookies and Local Storage

This website uses the following browser storage mechanisms:

• localStorage — stores your theme preference (light/dark mode) and whether you have acknowledged our storage notice.
• sessionStorage — stores your shopping cart contents during a browsing session (cleared automatically when you close the browser tab).
• HttpOnly session cookie (rt195_admin_session) — used only for admin authentication. Set only when an administrator logs in.
• Voter cookie (rt195_voter) — used to prevent duplicate votes in our community contests. Expires when the contest's voting period ends (up to 90 days).
• Google reCAPTCHA cookies — set by Google on pages where you vote in a contest. These are third-party cookies used for fraud and bot prevention. Google processes this data in accordance with their own Privacy Policy.

We do not use advertising cookies or third-party tracking cookies for marketing purposes.

Retention

We retain personal information only as long as necessary for the purposes for which it was collected and to comply with legal obligations. Our approximate retention periods are:

• Ticket and event booking records — 5 years (for accounting and legal purposes)
• Donation and payment records — 5 years (for accounting and tax purposes)
• Contest and trivia entries — 12 months after the contest closes, then anonymised or deleted
• Mailing list subscriptions — until you unsubscribe, or until we cease operations
• Technical logs — up to 30 days

Security

We take reasonable technical and organisational measures to protect personal information, including encrypted communications (HTTPS), secure session management, rate limiting, and access controls. We do not store payment card details — all payments are handled by our certified payment providers.

Data Subject Rights

Under POPIA, you have the right to:

• Request access to personal information we hold about you;
• Request correction or deletion of inaccurate or outdated personal information;
• Object to processing in certain circumstances; and
• Request restriction of processing.

To exercise any of these rights, contact our Information Officer using the details on the Legal / Supplier Info page.

Complaints

If you believe we have breached POPIA, you may lodge a complaint with the Information Regulator of South Africa:

• Website: www.justice.gov.za/inforeg
• Email: inforeg@justice.gov.za
• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

Changes to this Policy

We may update this policy from time to time. The date at the top indicates when it was last revised.

If you need further assistance, please contact us via the Contact Us page or see our Legal / Supplier Info for our Information Officer details.