Our privacy policy explains how we process, store and manage your personal information. Please read the full privacy policy because it applies to you.
Introduction
Welcome to our privacy policy. We are Western Province Hockey Union and this is our plan of action when it comes to protecting your privacy. We respect your privacy and take the protection of personal information very seriously. The purpose of this policy is to describe the way that we collect, store, use, and protect information that can be associated with you or another specific natural or juristic person and can be used to identify you or that person (personal information).
The purpose of this policy is to be transparent and describe the way that we handle your personal information.
Audience
This policy applies to you if you are:
- a visitor to our website; or
- a user who registers for a course or event on our website ( https://wphockey.org.za ) by completing the appropriate form in order to register for the services or events we may offer.
Personal information
Personal information includes:
- certain information that we collect automatically when you visit our website or;
- certain information collected on registration (see below);
- certain information collected on submission; and
- optional information that you provide to us voluntarily.
but excludes:
- permanently de-identified information that does not relate or cannot be traced back to you specifically;
- non-personal statistical information collected and compiled by us; and
- information that you have provided voluntarily in an open, public environment or forum including any blog, chat room, community, classifieds, or discussion board (because the information has been disclosed in a public forum, it is no longer confidential and does not constitute personal information subject to protection under this policy).
Common examples
Common examples of the types of personal information which we may collect and process include your:
- identifying information - such as your name, date of birth, or identification number of any kind;
- contact information - such as your phone number or email address;
- address information - such as your physical or postal address; or
- Sensitive personal information
Acceptance
When registering for a course, purchasing event tickets, or utilizing any other services we provide, you are required to agree to both our privacy policy and terms and conditions. If you disagree with any aspect of these policies, refrain from registering for a course, purchasing event tickets, or using our services.
Legal capacity
If you are under 18 years old or lack the legal capacity to enter into binding contracts, you are prohibited from registering for any of our services. We will make every effort not to process personal information of individuals under 18 years of age unless we have obtained consent from their parent or legal guardian. If our services are being utilized by a parent or guardian on behalf of a child under 18 years old, and personal information about that child is being provided, the parent or guardian expressly consents to our processing of such information in accordance with the additional provisions outlined in this Privacy Policy.
Deemed acceptance
By accepting this policy, you are deemed to have read, understood, accepted, and agreed to be bound by all of its terms.
Your obligations
You may only send us your own personal information or, if you are sharing the information of another data subject, where you have their consent to do so.
Notification of changes
We reserve the right to modify the terms of this policy at any time by updating this webpage. Notification of any changes may be provided by prominently displaying a notice on the website. If you disagree with the modifications, you must discontinue your use of the website and our services. However, if you continue to use the website and our services after being notified of a policy change, you will be bound by the updated terms, and it will be considered that you have accepted them.
While we are not obligated to inform the User of such changes as they occur, we anticipate that any alterations will be minor and will not significantly affect the User. In the event that a change is deemed significant by us, we will make efforts to notify the User promptly through various means, such as banners on the homepage or email notifications.
Information you provide:
When you register for a course or event on our website by filling out the necessary form, we request personal information from you. To enhance your experience and improve the quality of our service, we may merge the information you provide with data from other services or third parties.
Upon registration on our website, you will no longer remain anonymous to us. You will furnish us with specific personal details, which may include:
- your name and surname;
- your email address;
- your telephone number;
- ID number;
- Country of Registration;
- Your gender;
- Your ethnicity;
- Your date of birth;
- Your residing province or region
We will use this personal information to fulfil your registration, provide additional services and information to you as we reasonably think appropriate, and for any other purposes set out in this policy.
Individual Registration
- If you register for a course or event on the website as an individual, you must be over the age of 18.
- If you are under the age of 18, you must obtain prior consent from your parent or legal guardian in order to register. In this case you must provide a signed consent letter from your parent or legal guardian during the registration process.
Group Registration
- If you register for a course or event on behalf of a group (more that 1 applicant), you must ensure that you have consent from all group applicants to provide their personal information during the registration process.
- If you register for a course or event on behalf of a group (more than 1 applicant), and there are any group applicants under the age of 18, then you must first obtain prior consent from their parent or legal guardian, in which case a signed consent letter from their parent or legal guardian must be provided during the registration process.
Financial information
We may ask for financial information (bank account details) only if you are due a refund for any reason and you specifically request that the refund is made directly to your bank account. Such information will be treated with the utmost privacy and will not be provided to any third parties who are not agents of us.
Log information
Our server automatically records information that your browser sends. These server logs may include information such as your web request, Internet Protocol address, browser type, browser language, the date and time of your request and one or more cookies that may uniquely identify your browser.
We collect certain information from your web browser, including your page views when you visit our website.
Cookies
When you visit our website, we may send one or more cookies - a small file containing a string of characters - to your computer that uniquely identifies your browser. We use cookies to improve the quality of our service by storing user preferences or storing session information. Most browsers are initially set up to accept cookies, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, this is not advised as some features (and indeed our service itself) may not function correctly if your cookies are disabled.
Our website may contain electronic image requests that allow us to count page views and to access cookies. Any electronic image viewed as part of a web page (including an ad banner) can act as a web beacon. Our web beacons do not collect, gather, monitor or share any of your personal information. We merely use them to compile anonymous information about our website.
User communications
When you send email or other communication to us, we may retain those communications in order to process your enquiries, respond to your requests and improve our services.
Links
We may present links in a format that enables us to keep track of whether these links have been followed and who followed them, either on the website or in electronic communications. We use this information to improve the quality of our service, customised content and advertising.
Other sites
This Privacy Policy only applies to Western Province Hockey Union. We do not exercise control over any third party sites who we have partnered with to deliver a service to you. These other sites may place their own cookies or other files on your computer, collect data or solicit personal information from you, over which we have no control.
Purpose for collection
We reserve the right to utilize or process any additional or optional information you provide to us for the purposes specified when you consented to its provision. Processing may involve the collection, disclosure, and combination of your personal information with other data. Our collection and processing of your personal information typically serve various objectives, including:
- Uploading your personal information to the WP Members Database for WP Database purposes.
- Marketing endeavors, encompassing lawful related marketing activities.
- Business-related functions such as internal audits, accounting, business planning, proposed and actual transactions, and enhancing our understanding of our data subjects' needs.
- Legal endeavors such as managing claims, regulatory compliance, or promoting good governance.
Furthermore, we may employ your usage information for the aforementioned purposes and to:
- Retain your information to prevent the need for re-entry during your visit or subsequent access to the website.
- Monitor website usage metrics, including the total number of visitors and pages accessed.
- Track your participation, submissions, and status in promotions or other activities associated with your website usage.
Any personal information you provide may be used for the purposes specified when you agreed to provide it to us.
Consent to collection
Information is gathered from the User at various points on the Site. As the exclusive proprietor of the collected information on our website, "the Site," we pledge not to sell, share, or lease this data to others in manners differing from those disclosed in this statement.
Consent, whether express (e.g., through signing an agreement) or implied (e.g., if the User declines an opportunity to opt-out of specific information sharing but chooses not to do so, it is understood that the User consents to sharing this information with us), is crucial.
We will seek your consent to collect personal information:
- In compliance with applicable law.
- When you furnish us with any registration or optional information.
How information is used
Our obligations
We may use your personal information to fulfil our obligations to you. We collect user information for the purposes described below:
- providing a service to our users, including the display of customised content and advertising;
- auditing, research and analysis in order to maintain, protect and improve our service;
- ensuring the technical functioning of our equipment and resources;
- developing new services.
While mostly this information will be used to provide a service to our users, it may also be used to provide our own services. We will not collect or use sensitive information for purposes other than those described in this Privacy Policy unless we have obtained your prior consent. We may use your information to send you administrative messages and email updates to you regarding service announcements and for marketing purposes where lawful.
Communications
We occasionally send site and service updates to users, including important service announcements that cannot be unsubscribed from. Additionally, we may send newsletters containing helpful information about new products and services. Periodically, we might reach out via email to inquire if users are interested in participating in market research. Furthermore, we may contact users by email to address customer-service complaints, resolve issues impacting their service usage, or verify account information in response to password requests. Your information may also be utilized for targeted content in specific situations.
Disclosure Information sharing
We may share a User's contact information with our agents, course facilitators, or other registered Users for the purpose of facilitating communications related to our services. This contact information may include, but is not limited to, name, surname, email address, and phone number.
We are committed to protecting the privacy of individual users and will not voluntarily disclose any information about them except as outlined in this Privacy Policy. This includes complying with applicable laws or legal processes, safeguarding the rights or property of Western Province Hockey Union or others, assisting our email vendor in resolving complaints about unsolicited email, or as otherwise specified in this Privacy Policy.
In certain circumstances, we may share your personal information with affiliates, provided that they adhere to this privacy policy. Additionally, we may disclose your personal information as required by law or governmental audit, including law enforcement purposes.
Law enforcement
We may disclose personal information if required:
- by a subpoena or court order;
- to comply with any law;
- to protect the safety of any individual or the general public; and
- to prevent violation of our customer relationship terms.
We may generate and disclose personal information to third parties if required for legal reasons.
No selling
We do not engage in the sale of personal information. Your personal information will not be shared with anyone except as outlined in this privacy policy.
Employees
We may be required to share personal information with our employees or agents to fulfill the service you have requested. These individuals may include members of our responsible management, human resources, accounting, audit, compliance, information technology, or other relevant personnel.
Information security
Ensuring the security of personal information is a top priority, along with compliance with data protection regulations. Our website is securely hosted on servers with robust measures such as firewalls to safeguard against unauthorized access and data breaches.
We place importance on keeping the personal information we collect accurate and up to date. Occasionally, we may ask you to update your details on our platform. You can easily review or modify your information by logging into your account online, contacting us via email, or reaching out by phone.
To maintain security, we verify your identity before granting access to your account or making any changes to your personal data.
It's important to keep your information accurate and current. You can do this by accessing your account online, contacting us via email, or giving us a call.
Retention
We will only retain your personal information for as long as it is necessary to fulfil the purposes explicitly set out in this policy, unless:
- retention of the record is required or authorised by law; or
- you have consented to the retention of the record. During the period of retention, we will continue to abide by our non-disclosure obligations and will not share or sell your personal information. We will only retain your personal information for as long as is necessary.
Transfer to another country
We endeavour to process all personal information inside of South Africa. We will only transfer data to other countries that have similar privacy laws to South Africa's, or recipients who can guarantee the protection of personal information to the same standard we must protect it. You consent to us processing your personal information in a foreign country whose laws regarding processing of personal information may be to the same standard as what we must protect.
Updating or removing
You may choose to correct or update or remove the personal information you have submitted to us, by contacting us by phone or email and completing a verification process.
Limitation
We are not responsible for, give no warranties, nor make any representations in respect of the privacy policies or practices of linked or any third party websites.
Enquiries and contact information
If you have any questions or concerns arising from this privacy policy or the way in which we handle personal information, please contact us at
TERMS
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The terms "The User" and "User" are used interchangeably, referring to any individuals or entities accessing this website for any purpose.
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The terms "we" and "We" are also used interchangeably, representing Western Province Hockey Union itself and any individuals or entities acting directly on its behalf.
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The term "the Site" or "website" denotes the website located at https://wphockey.org.za, accessed by individuals or entities.
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The terms "WP" and "Western Province Hockey Union" are used interchangeably.
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Additionally, the terms "agents," "employees," "facilitators," and "affiliates" are used interchangeably, referring to individuals appointed by us to provide services to the user.