Privacy Policy
Privacy Policy
How the Women in Sport Trust collects, uses, protects and manages personal information.
About this Privacy Policy
This Privacy Policy explains how the Women in Sport Trust, referred to as “the Trust”, “we”, “us” or “our”, processes personal information when you visit womeninsport.org.za, contact us, submit an enquiry, apply for funding, participate in a programme, engage with an event or otherwise interact with the Trust.
We process personal information in accordance with the Protection of Personal Information Act 4 of 2013, commonly known as POPIA, and other applicable South African laws.
Personal information we may collect
The information we collect depends on how you interact with the Trust and may include:
- Identity information, such as your name, date of birth, identity or passport information where required for an application or programme.
- Contact information, such as your email address, telephone number, residential address or other preferred contact details.
- Application and eligibility information, including education, qualifications, sporting background, achievements, employment status, financial circumstances and funding requirements.
- Supporting documentation voluntarily supplied as part of an application, programme, enquiry or verification process.
- Communication information contained in messages, enquiries, correspondence, feedback or other communications with us.
- Event and programme information, including registrations, attendance information, photographs or recordings where appropriate notice or consent has been provided.
- Technical information, such as IP address, browser type, device information, pages visited and basic website usage information collected through cookies or similar technology.
Where we process special personal information or the personal information of a child, we will do so only where permitted by law and with the required consent or authorisation.
How we use personal information
We may use personal information for legitimate and lawful purposes connected to the Trust’s activities, including to:
- Respond to enquiries and communicate with applicants, beneficiaries, partners, supporters and stakeholders.
- Receive, assess, verify and administer funding applications and programme participation.
- Provide support, funding, development opportunities, resources and programme-related services.
- Coordinate events, initiatives, partnerships, mentorship and stakeholder engagement.
- Maintain appropriate governance, financial, operational and programme records.
- Improve the website, understand website usage and maintain website security.
- Meet legal, regulatory, reporting, auditing and compliance obligations.
- Protect the rights, safety, property and legitimate interests of the Trust and the people we support.
We rely on an appropriate lawful basis for processing, which may include consent, a legal obligation, steps connected to an application or agreement, the protection of a legitimate interest, or another basis permitted under POPIA.
Messages and direct communication
We may use the contact details you provide to respond to your enquiry, communicate about an application or programme, share information you requested, or provide relevant Trust updates where permitted by law.
You may ask us to stop sending non-essential electronic communications at any time by using an available unsubscribe option or contacting us directly. Operational, application-related or legally required communications may still be sent where necessary.
Cookies and website information
Our website may use essential cookies and similar technologies to support security, functionality and performance. Where analytics or non-essential cookies are used, they may help us understand how visitors use the website and improve the experience.
You can manage or disable cookies through your browser settings. Disabling certain cookies may affect some website functions. Third-party websites linked from our website operate under their own privacy policies, and we are not responsible for their privacy practices.
When information may be shared
We do not sell personal information. We may share information only where reasonably necessary and lawful, including with:
- Authorised trustees, personnel, programme administrators and professional advisers.
- Service providers that assist with website hosting, technology, communications, administration, verification, events, professional support or programme delivery.
- Universities, implementing partners, funders, financial institutions or programme partners where relevant to an application or initiative and permitted by law.
- Regulators, law-enforcement bodies, courts or other authorities where disclosure is required or permitted by law.
Where an external service provider processes information for us, we take reasonable steps to require appropriate confidentiality, security and lawful processing.
Security and data breaches
We use reasonable technical and organisational safeguards intended to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access should be limited to people who require the information for an authorised purpose.
No electronic system can be guaranteed to be completely secure. If a security compromise involving personal information occurs, we will take reasonable steps to contain and investigate it and will notify affected data subjects and the Information Regulator where required by POPIA.
How long information is kept
Personal information is retained only for as long as reasonably necessary to fulfil the purpose for which it was collected, administer a programme or funding relationship, meet legal or reporting requirements, resolve disputes, enforce agreements or protect legitimate interests.
When information is no longer lawfully required, we will take reasonable steps to delete, destroy or de-identify it in a manner that prevents reconstruction, subject to any lawful retention obligation.
Cross-border transfers
Some technology or service providers may process or store information outside South Africa. Where personal information is transferred across borders, we will take reasonable steps to ensure that the transfer is permitted under POPIA and that appropriate safeguards apply.
Personal information of children
Where an applicant, athlete, participant or beneficiary is under 18 years of age, we may require the involvement and consent of a parent, guardian or other competent person. We will process children’s personal information only where permitted by POPIA and with safeguards appropriate to the circumstances.
Your rights under POPIA
Subject to applicable law and any lawful limitations, you may have the right to:
- Ask whether we hold personal information about you and request access to it.
- Request correction, updating or deletion of inaccurate, irrelevant, excessive, outdated, incomplete or unlawfully obtained information.
- Object to certain processing on reasonable grounds.
- Withdraw consent where processing is based on consent, without affecting processing that was lawful before withdrawal.
- Request restriction of processing in circumstances recognised by law.
- Complain to the Information Regulator if you believe your information has been processed unlawfully.
We may need to verify your identity before acting on a request. Some requests may be limited where retention or processing is required by law or is otherwise permitted under POPIA.
Changes to this Privacy Policy
We may update this Privacy Policy when our practices, services, programmes, technology or legal obligations change. The latest version will be published on this website with its updated date. Material changes may be communicated through the website or another appropriate channel.
