Privacy Policy

Kettieklub ("we", "our", or "us") is committed to protecting your privacy and complying with the Protection of Personal Information Act (POPIA), 2013. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our platform.

1. Information We Collect

1.1 Personal Information You Provide

When you register as a member or apply for club membership, we collect:

• Identity Information: First name, surname, birth date
• Contact Information: Email address, cellphone number, street address, city, postal code
• Account Information: Password (stored securely as encrypted hash), member number
• Profile Information: Bio, profile photo (if uploaded)
• Performance Data: Scores, rankings, event participation records

1.2 Club Application Information

When applying to register a club, we collect:

• Club name, location, and description
• Contact person details (name, email, cellphone)
• Administrator details (name, email, cellphone, birth date)
• Preferred domain or hosting option

1.3 Contact Form Submissions

When you contact us, we collect:

• Your name, email, and cellphone number
• Subject and message content
• IP address (for security and spam prevention)
• Date and time of submission

1.4 Automatically Collected Information

• Log Data: IP address, browser type, pages visited, time stamps
• Cookies: Session cookies for authentication, optional "Remember Me" preference
• Usage Data: Login times, last activity, feature usage

2. Legal Basis for Processing

We process your personal information based on the following lawful grounds under POPIA:

• Consent: You have given explicit consent for processing (e.g., email notifications)
• Contractual Necessity: Processing is necessary to provide our services (membership management, score tracking)
• Legitimate Interest: We have a legitimate interest in preventing fraud, ensuring security, and improving our services
• Legal Obligation: We may process data to comply with legal requirements

3. How We Use Your Information

We use your personal information for the following purposes:

• To create and manage your membership account
• To process membership applications and approvals
• To record and display scores, rankings, and event results
• To send email notifications about events, scores, and membership status (with your consent)
• To facilitate communication between club administrators and members
• To manage club registrations and inter-club competitions
• To respond to your inquiries and provide customer support
• To improve our platform and develop new features
• To ensure security and prevent fraud or abuse
• To comply with legal obligations

4. Data Sharing and Disclosure

4.1 Within Your Club

Your information is shared with:

• Club Administrators: Can view and manage member profiles, scores, and applications within their club
• Club Members: May view your name, member number, and scores on rankings and leaderboards

4.2 Inter-Club Events

When participating in inter-club events, your name and scores may be visible to:

• Other clubs participating in the same event
• Inter-club event administrators
• Public rankings and leaderboards (after event completion)

4.3 Third-Party Services

We may share limited data with:

• Email Service Providers: To send notifications and communications
• Hosting Providers: Where our servers and databases are hosted
• QR Code Generation: Contact vCards may be processed by external QR code services

4.4 Legal Requirements

We may disclose your information if required by law or in response to:

• Valid legal process (court orders, subpoenas)
• Requests from law enforcement or regulatory authorities
• Protection of our rights, safety, or property
• Emergency situations involving personal safety

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Password Protection: Passwords are hashed using bcrypt encryption and never stored in plain text
• Secure Sessions: HTTPOnly and SameSite cookies prevent unauthorized access
• SQL Injection Protection: Prepared statements protect against database attacks
• XSS Prevention: Output escaping prevents malicious code injection
• Access Controls: Role-based permissions limit who can access what data
• Session Timeouts: Automatic logout after 1 hour of inactivity

6. Data Retention

We retain your personal information for the following periods:

• Active Member Accounts: Retained while your account is active
• Inactive Accounts: Deleted 12 months after last login (or earlier upon request)
• Deleted Accounts: Permanently removed within 30 days of deletion request
• Scores and Performance Data: Retained for 3 years for historical records and verification
• Contact Submissions: Deleted 12 months after submission if no ongoing correspondence
• Club Applications: Retained for 2 years for audit purposes
• Audit Logs: Retained for 1 year for security and dispute resolution

After the retention period, data is securely deleted from our systems.

7. Your Rights Under POPIA

As a data subject, you have the following rights:

7.1 Right to Access

You have the right to request access to your personal information we hold. You can view most of your data in your profile section.

7.2 Right to Rectification

You can update incorrect or incomplete information through your profile page or by contacting your club administrator.

7.3 Right to Erasure ("Right to be Forgotten")

You can request deletion of your account and personal data through the "Delete Account" feature in your profile or by contacting us.

7.4 Right to Restrict Processing

You can deactivate your account to restrict processing while maintaining your data (useful if you plan to return).

7.5 Right to Data Portability

You can export your scores to CSV format. For a complete data export, contact us at the email below.

7.6 Right to Object

You can object to certain processing activities, such as email notifications, by updating your consent preferences.

7.7 Right to Lodge a Complaint

You have the right to lodge a complaint with the Information Regulator:

• Website: www.justice.gov.za/inforeg
• Email: inforeg@justice.gov.za
• Phone: 012 406 4818

8. Cookies and Tracking

8.1 Essential Cookies

We use the following cookies necessary for the platform to function:

• Session Cookie: Maintains your login session (deleted when you close your browser)
• Remember Me Cookie: Stores your email for convenient login (optional, 30 days)

8.2 Cookie Consent

Essential cookies are set automatically. Optional cookies (Remember Me) require your consent through the login page checkbox.

8.3 Disabling Cookies

You can disable cookies in your browser settings, but this may affect platform functionality (you won't be able to stay logged in).

9. Children's Privacy

Our platform welcomes shooting sports participants of all ages. In compliance with POPIA (Protection of Personal Information Act):

• Members under 18 years old require parental/guardian consent for registration and data processing
• Guardian consent is collected and verified by club administrators
• Guardians have the right to access, review, and request deletion of their child's personal information
• Club administrators are responsible for ensuring proper guardian consent documentation for all minors

Note: Currently, guardian information is collected offline. A comprehensive guardian management system is being implemented.

10. International Data Transfers

Your data is processed and stored in South Africa. If we transfer data internationally in the future, we will ensure appropriate safeguards are in place as required by POPIA.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Significant changes will be communicated via email.

Your continued use of the platform after changes indicates acceptance of the updated policy.

12. Contact Us

13. Responsible Party Details

For purposes of POPIA, the Responsible Party is:

• Organization: Kettieklub Platform
• Operated by: Kynetik
• Contact Person: Dirk Lucas
• Email: kettieklub@kynetik.co.za
• Phone: 082 895 9427