South Africa recently implemented a “Protection of Privacy Act” which directly impacts on how sports clubs, unions and federations protect information obtained from members. The Protection of Personal Information Act (called the POPI Act or POPIA) regulates the use and processing of personal information.
The basic principles of data protection are:
- For all data collected, be it statistics, personal information, images, etc., there should be a stated purpose.
- Information collected from an individual cannot be disclosed to other organizations or individuals unless specifically authorized by law or by consent of the individual.
HOW DOES THE NEW PRIVACY ACT IMPACT ON PENINSULA CANOE CLUB?
Peninsula Canoe Club takes the protection of the data and images that PCC holds about members, athletes, volunteers, coaches and officials seriously, and will do everything possible to ensure that data is collected, stored, processed, maintained, cleansed and retained in a compliant manner.
Although the maintenance of PCC communication platforms is in some cases outsourced, the service providers are held accountable by the same laws mentioned above.
THE INFORMATION PROVIDED TO PCC
When you become a registered member, coach or volunteer, PCC will collect certain information about you which will include your name, ID Number, date of birth, gender, profession, CSA license number, email address, physical address, and telephone number.
This data is used only for the purposes of the normal administration of running a successful club, e.g. renewing membership, access to the premises, notification of club activities or environmental warnings, or identifying members with particular skills who may be able to offer advice or help to the committee.
PCC will also collect the full name, address and telephone numbers of an emergency contact nominated by you.
The data that PCC collects from you is visible only to the registration officer, the club secretary and the club chairperson when need. It is also necessary that some membership data is made visible to the Zandvlei Sports Club Secretary, Treasurer and Manager, all who are also compelled to comply with the POPI Act. This information is not shared with other members.
The PCC canoe rack member labels include the member’s cell number. The intention of this is to ensure that committee members can deliver quick and relevant information with boat owners, from the boat pound, when required to do so.
Should your association with PCC come to an end, you can verify the deletion of your personal information by sending an email to the PCC Information officer at firstname.lastname@example.org.
If you would prefer that your cell number is not made visible on your member rack, you may request this via an email to email@example.com.