Privacy Policy for South African Sports Aerobics and Fitness Federation
Last updated: 08/05/2025
1. Who we are
We are the South African Sports Aerobics and Fitness Federation (SASAFF), a member-based sports organisation in South Africa. Our website address is http://dev.sasaff.co.za.
2. Information we collect
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Comments & public posts: When you leave a comment or post, we collect whatever you enter (name, email, website, comment text), plus your IP address and browser user agent to help detect spam. We also hash your email to check for a Gravatar; once your comment is approved, your Gravatar (if you have one) appears beside it.
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Membership data: When you register as a member, we collect your full name, email address, cell number, postal address, emergency contact, date of birth, chosen sport code(s), membership history and payment details.
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Media uploads: If you upload images (for profiles or galleries), please strip out any embedded location data (EXIF GPS) first. Anyone can download those images and extract any remaining metadata.
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Cookies & sessions:
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Comment-form cookies: If you opt in, we save your name, email and website for one year so you don’t have to re-type them.
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Login test cookie: A temporary cookie on our login page checks whether your browser accepts cookies; it’s discarded when you close your browser.
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Login/session cookies: When you log in, we set cookies to remember your session (2 days) and screen-display choices (1 year). If you tick “Remember Me,” your session lasts two weeks. Logging out clears the login cookie.
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Editor cookie: When you edit or publish a post, we set a one-day cookie noting the post ID—you won’t see any personal data in it.
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Embedded content: Videos, images or articles embedded from other sites behave as if you’d visited those sites directly; they may set their own cookies and collect data.
3. How we store and share your data
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Secure storage: All personal and membership data is stored on secure servers with regular backups and SSL encryption in transit.
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Collaborations: We share limited member details (name, email, sport code) only with:
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Affiliated bodies (provincial or national federations) for event coordination and rankings.
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Event organisers to send you updates, accreditation passes or results.
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Coaches and elected officials for team selection and communications.
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Service providers (email platforms, payment gateways, CRM systems) solely to deliver our services.
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Spam filtering: Comments are processed through an automated spam-detection service.
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Legal compliance: We will disclose personal data if required by law or to defend our rights.
4. How long we keep your data
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Comments & metadata: Retained indefinitely so any follow-up comments you make can be auto-approved.
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Membership profiles: Kept for as long as you remain a member, plus seven years (to meet financial record-keeping requirements). You may view, edit or delete any data in your profile (except your username); administrators may retain certain historical fields for reporting and compliance.
5. Your rights
Under POPIA (Protection of Personal Information Act) you have the right to:
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Request a copy of all personal data we hold about you.
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Ask us to correct or update your information.
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Request deletion of your data (except where we’re legally required to keep it).
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Withdraw consent to receive any marketing communications.
To exercise these rights, please email gsecretary@sasaff.co.za.
6. Security
We apply industry-standard measures (firewalls, SSL certificates, role-based access controls) to protect your data. However, no system is perfectly secure—if you have concerns, get in touch.
7. Changes to this policy
We may update this policy occasionally; the “Last updated” date at the top will reflect changes. Significant revisions will be announced on our homepage.
8. Contact us
For any questions about this policy or your personal data, please email gsecretary@sasaff.co.za.