1. Purpose of This Policy
This Privacy Policy explains how Gauteng Climbing collects, uses, stores, shares, and protects personal information when you use our website, contact us, participate in events, interact with clubs or officials, or submit information through our online services.
We aim to handle personal information responsibly and in line with South African privacy law, including the Protection of Personal Information Act, 2013.
2. Personal Information We May Collect
We may collect names, contact details, club or school information, athlete details, parent or guardian details, age category information, emergency or medical details where needed for safety, event participation information, volunteer or official information, correspondence, form submissions, consent records, and website usage information.
Where we collect information about minors, we do so for legitimate climbing administration, participation, safety, communication, selection, governance, or legal purposes and may require parent or guardian involvement.
3. How We Collect Information
We collect information when you complete website forms, email us, register for activities, communicate with committee members or officials, submit documents, take part in events, or interact with Gauteng Climbing online channels.
We may also receive information from clubs, schools, venues, coaches, officials, volunteers, parents, guardians, federation bodies, or service providers where it is relevant to Gauteng Climbing activities.
4. Why We Use Personal Information
We use personal information to respond to enquiries, administer events, manage clubs and affiliations, support athletes, communicate with parents and guardians, coordinate volunteers and officials, publish relevant updates, manage governance processes, keep records, improve the website, and comply with legal or federation obligations.
We may also use information to protect the safety, rights, and legitimate interests of athletes, members, clubs, officials, volunteers, Gauteng Climbing, and the broader climbing community.
5. Legal Grounds for Processing
Depending on the context, we process personal information with your consent, to perform a contract or administer participation, to comply with legal obligations, to protect legitimate interests, to support public or organisational governance functions, or where another lawful ground under South African law applies.
You may withdraw consent where consent is the legal basis for processing, but this may affect our ability to provide certain services or include you in certain activities.
6. Sharing Personal Information
We may share personal information with committee members, event organisers, officials, clubs, schools, coaches, venues, federation bodies, IT providers, communication platforms, professional advisers, insurers, medical or emergency responders, and regulators where appropriate.
We only share information where needed for the relevant purpose, where legally required, where you have consented, or where it is reasonably necessary for Gauteng Climbing operations, safety, governance, or legal protection.
7. Photos, Results, and Public Information
Competitive climbing often involves public-facing information such as start lists, results, rankings, event photographs, team announcements, news posts, and recognition of athlete achievements.
We take care when publishing information, especially about minors. If you have a concern about a published photo, result, or personal detail, please contact us so we can review it.
8. Cookies and Website Data
The website may use essential cookies or similar technologies needed for security, forms, sessions, administration, performance, and basic operation.
If analytics, embedded media, maps, social links, or third-party services are used, those providers may process technical information such as your browser, device, IP address, pages visited, and interaction data according to their own privacy practices.
9. Information Security
We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, and destruction.
No website, email system, or online service can be guaranteed completely secure. Please avoid sending unnecessary sensitive information through general contact channels.
10. Retention
We keep personal information only for as long as reasonably needed for the purpose collected, including event administration, athlete records, governance, accounting, safety, dispute handling, historical records, legal compliance, and legitimate organisational needs.
When information is no longer needed, we will delete, anonymise, archive, or securely restrict it where practical.
11. Your Rights
You may ask to access, correct, update, delete, restrict, or object to certain processing of your personal information, subject to legal, operational, safety, governance, and record-keeping requirements.
You may also contact the Information Regulator of South Africa if you believe your personal information has not been handled lawfully.
12. International Services
Some website, email, hosting, storage, communication, or administration providers may process information outside South Africa. Where this happens, we take reasonable steps to use providers and safeguards appropriate for the information and the services involved.
13. Updates to This Policy
We may update this Privacy Policy from time to time. The latest version will be published on this page with the updated date.
14. Contact
Questions, requests, or privacy concerns can be sent to info@gauteng-climbing.co.za.