1. General
This privacy policy sets out how we treat your personal information and forms part of, and is subject to, the Franschhoek Mile Website Terms of Use.
We may update this privacy policy from time to time by posting a new version on our website (https://franschhoekmile.com/). You should check this page occasionally to ensure that you are aware of any changes.
2. Using Your Personal Information
In this privacy policy:
- “Personal information” shall mean personal information as defined in the Protection of Personal Information Act (Act No. 4 of 2013) (“POPIA”).
- “Processing” shall mean processing as defined in POPIA, and “process” shall have a corresponding meaning.
Personal information collected by us, or submitted to us via any of the submission interfaces available on the website, will be used only for the purposes specified in this privacy policy or in relevant parts of the website.
In addition, we may use your personal information to:
- Send you email notifications, race details, and/or communications which you have specifically requested.
- Send you marketing communications relating to our event by email (subject to your right to opt-out).
- Keep the website secure and prevent fraud.
Opt-Out: You may inform us at any time should you no longer wish to receive marketing communications by clicking the “unsubscribe” link provided in our emails or by sending an email requesting removal to contact@franschhoekmile.com.
We will only process personal information in a manner which is adequate, relevant, and not excessive, taking into account the purpose for which it was collected. Where you submit personal information for public display—such as race results or swim application confirmations—we will use that information in accordance with the website’s terms.
3. The Information That We Collect
The primary ways in which we collect personal information about you are:
- When information is submitted to us via the website’s entry forms, contact forms, or submission interfaces (whether by you or another party entering on your behalf).
- When you use the website, our system automatically collects technical information relating to your visit.
We may collect and process the following kinds of personal information:
- Information provided during race entry or submission (including without limitation your name, telephone numbers, identity number/date of birth, medical aid details, emergency contacts, physical address, and email address).
- Any other information that you choose to submit to us.
Your Warranties & Undertakings
- You warrant that you have the legal authority, permission, and/or consent to provide the information submitted to us.
- You warrant further that we shall be entitled to process any information obtained about you in terms of this policy without seeking further permissions from you or any third parties.
- You undertake to notify us in writing at contact@franschhoekmile.com of any information that is inaccurate, outdated, or incomplete so that we may correct or delete it.
4. Cookies
Our website uses cookies. By using our website and agreeing to this policy, you consent to our use of cookies.
Cookies are files containing information that a website transfers to your computer’s hard disk for record-keeping purposes. They do not personally identify users, but they compile de-identified statistics relating to website performance and usage.
If cookies are enabled, we may collect:
- Browser software used.
- IP address.
- Date and time of activities while visiting the website.
- URLs of internal pages visited and referrers.
You can set your browser to refuse cookies, though blocking all cookies may have a negative impact on the usability and functionality of the website.
5. Disclosures and Information Retention
We may disclose information about you to any of our employees, consultants, officers, race organizers, suppliers, service providers, or subcontractors insofar as this is reasonably necessary for organizing the event and managing the website.
In addition, we may disclose and/or retain your personal information:
- To the extent that we are required or permitted to do so by South African law.
- In connection with any legal proceedings or prospective legal proceedings.
- In order to establish, exercise, or defend our legal rights (including providing information to others for fraud prevention).
- To protect the rights, property, or personal safety of another website user, participant, member of the public, or representative of the Franschhoek Mile.
Except as provided in this privacy policy, we will not provide your information to third parties. You may not disclose personally identifiable information about another user or participant to any third party without our explicit consent and the consent of that user.
6. International Data Transfers
Information that we collect may be stored, processed in, and transferred between any of the countries in which our cloud infrastructure, database hosting, or service providers operate (e.g., cloud database and hosting providers).
In addition, personal information that you explicitly submit for publication on the website (such as official race times, age categories, and leaderboards) will be published on the internet and will be viewable worldwide. You agree to such transfers of personal information.
7. Security of Your Personal Information
We will take reasonable technical and organizational precautions to prevent the loss, misuse, or alteration of your personal information. We secure all personal information provided on password- and firewall-protected environments.
Please note that data transmission over the internet is inherently insecure, and we cannot guarantee the 100% absolute security of data sent online.
8. Your Rights
You may instruct us to provide you with a record of any personal information we hold about you. Provision of such information will be subject to:
- The payment of a reasonable administrative fee (if applicable).
- The supply of appropriate evidence of your identity.
We reserve the right to retain information in our archives that you have requested be removed from active databases for specific necessary purposes, such as resolving legal disputes, compliance, or enforcing terms. Due to technical backups and legal constraints, information may never be completely purged from historical archives, but it will be removed from active processing.
9. Third-Party Websites
The website may contain hyperlinks to third-party websites (e.g., payment gateways or timing partners). We have no control over, and accept no responsibility for, the privacy practices of third-party websites.
10. Contact
If you have any questions about this privacy policy or our treatment of your personal information, please contact us by email at contact@franschhoekmile.com.