1. Introduction

Rivonia Recreation Club ("the Club", "we", "us") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA). This policy explains how we collect, use, store, and protect your personal information when you use our tennis and padel court booking system.

2. Information We Collect

We collect the following personal information when you register and use the booking system:

• Name and surname — to identify you on bookings and within the system
• Email address — for account login, booking confirmations, and reminders
• Mobile number — for contact purposes related to bookings
• Password — stored in encrypted (hashed) form for account security
• Booking history — records of your court reservations

3. Purpose of Processing

Your personal information is processed for the following purposes:

• Creating and managing your booking account
• Processing court reservations and displaying booking information
• Sending booking confirmations and reminders via email
• Enforcing booking rules (limits, advance booking windows, etc.)
• Club administration and member management
• Communicating important notices about the booking system or club facilities

4. Legal Basis for Processing

We process your personal information based on your consent (provided at registration), the legitimate interest of managing club facilities, and the necessity of fulfilling the booking service you have requested. You may withdraw consent at any time by contacting us, though this may affect your ability to use the booking system.

5. Data Storage and Security

We take reasonable measures to protect your personal information:

• Passwords are cryptographically hashed and never stored in plain text
• Data is transmitted over encrypted (HTTPS) connections
• Access to personal information is restricted to authorised club administrators
• The system is hosted on secure cloud infrastructure

6. Sharing of Information

Your personal information is not sold or shared with third parties for marketing purposes. Limited information may be visible to:

• Other club members — your name may appear on the booking grid so other members can see who has booked a court
• Club administrators — have access to member details for club management purposes
• Service providers — we use third-party services for hosting and email delivery, which process data on our behalf under appropriate safeguards

7. Data Retention

Your personal information is retained for as long as your account is active and you are a member of the club. If your account is deactivated or you leave the club, your data may be retained for a reasonable period for administrative purposes before being deleted or anonymised.

8. Your Rights Under POPIA

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Object to the processing of your personal information
• Lodge a complaint with the Information Regulator if you believe your rights have been infringed

9. Contact Information

For any privacy-related queries, requests to access or delete your data, or concerns about how your information is handled, please contact the club administration at Rivonia Recreation Club.

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be reflected on this page with an updated revision date. Continued use of the booking system after changes constitutes acceptance of the revised policy.