PINELANDS SWIMMING ACADEMY
PROTECTION OF PERSONAL INFORMATION POLICY AND PROCEDURE
(INFORMATION PRIVACY)
1. Introduction and applicability
1.1. The Protection of Personal Information Act, No 4 of 2013, or POPIA, was enacted to regulate the processing (meaning the collection, use, dissemination, management, storage and protection) of all third party Personal Information by businesses.
1.2. Personal Information is defined as being the information that relates to any person’s:
1.2.1. race, gender, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language and birth;
1.2.2. education, medical, financial, criminal or employment history;
1.2.3. unique identifying numbers including identity/registration/passport numbers and numbers allocated to the Data Subject by companies and institutions, for e.g. bank account, client or member account numbers;
1.2.4. contact particulars including physical address, phone numbers, email and other social media addresses or handles and GPS locations;
1.2.5. private communications and opinions;
1.2.6. any other information connected to a Data Subject that says something about the person, for e.g. biometric information, personal preferences, idiosyncrasies and names on lists like credit black lists.
1.3. The purpose of this document is to record the manner in which Pinelands Swimming Academy (the “Academy”) processes third party Personal Information.
2. Collection of Personal Information
2.1. Whose Personal Information is collected:
2.1.1. The Academy only collects Personal Information of its participating swimmers, and where such swimmers are minors, information on their guardians.
2.2. When, how and from whom Personal Information is collected:
2.2.1. All Personal Information is collected by the completion of the application/indemnity form during the application stage directly from the swimmer, and if a minor with the guardian’s consent.
2.3. What Personal Information is collected:
The Academy only collects the following Personal Information of the swimmer:
2.3.1. Full names.
2.3.2. Date of birth/Identity number.
2.3.3. Full contact particulars including phone number, email address and residential address.
2.3.4. Medical history.
2.3.5. Any Swim South Africa issued permit numbers.
2.3.6. Approval to use photos/videos of events on the Academy website, Facebook page and other promotional mediums.
2.3.7. In the event of a minor, the guardian information on points 3.3.1 to 3.3.3 and the guardian approval.
3. Use and dissemination of Personal Information
3.1. The Personal Information collected is used by the Academy to fulfil its obligations to the swimmers and Swim South Africa:
3.1.1. To arrange swimming events for the swimmers.
3.1.2. To all its obligations to the swimmers and the swimmers’ guardians in terms of the application forms.
3.1.3. For contractual consent and indemnities.
3.2. The Academy, with the appropriate consent, publishes photos and videos of the swimming events on its website, Facebook page and other promotional mediums. No names or other Personal Information are disclosed.
3.3. The Academy provides such Personal Information to Swim South Africa as may be legally required. Other than the aforementioned none of the swimmers’ Personal Information is disseminated in any manner.
4. Storage and protection of Private Information
4.1. The Academy must retain the Private Information collected for a period of 7 years after the completion of the purpose for which it has been completed.
4.2. All Private Information is stored in hard copy format in a secure lockup filing cabinet.
4.3. Any person may at any time request that they be informed of their Personal Information being stored by the Academy.
5. Information management and deletion
5.1. All Private Information received by the Academy but not required for any purpose must be destroyed immediately.
5.2. Duplicates of the hard copy Private Information may only be copied if necessary to fulfil the purpose for which it has been collected, and such copies are destroyed immediately after such use.
5.3. The Academy shall update any Personal Information held upon notification by the swimmer or the guardian that the information has changed.
5.4. All Private Information must be destroyed after the 7 year retention period.
6. Regulatory information
6.1. The Information Officer
6.1.1. The Academy has appointed the following Information Officer
Information Officer: Mrs Beverley Steele
Registration number: (waiting confirmation)
Phone: 0723733092
Email: clintlianne@wol.co.za
6.1.2. All queries, complaints and requests relating to information must be addresses to the Information Officer.
6.2. Information Regulator
6.2.1. The government has in accordance with the provisions of POPIA established the Information Regulator.
General Email: inforeg@justice.gov.za
Complaints Email: complaints.IR@justice.gov.za
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Postal Address: PO Box 31533, Braamfontein, Johannesburg, 2017
6.2.2. All complaints against the Academy relating to the processing of Personal Information may be lodged, in the prescribed form, with the Information Regulator.