Key Definitions

Responsible Party – means the party who determines the essential means and purpose for processing your information.

Operator – the party who processes personal information on behalf of the Responsible Party.

Data Subject – the person to who the personal information processed relates to.

1. How do we get your information?

1.1 We get information about you from the following sources:

1.1.1 Directly from you through our interactions with you.

1.1.2 Our Member Application Form.

2. What personal information we process and why.

We process the following categories of personal information.

2.1 Information related to your membership.

We use the below information as follows

Type of Information	Purpose	Legal Basis
Personal contact details of members such as their names, addresses, contact and telephone numbers ( landline & Mobile) and email address.	To contact you regarding your account and events taking place at the club.	To comply with our legal obligations and to carry out our membership agreement with you.
Date of Birth and ID number.	To verify your identity as a member.	To comply with our legal obligations and to carry out our membership agreement with you.

3. Processing of special personal information

We generally do not process your personal information. However, when we do, we will rely on the following additional lawful basis under POPIA:

• Sec 27 – General authorization concerning the special personal information.

• Sec 29 – Authorization concerning data subject’s race or ethnic origin.

• Sec 33 – Authorization concerning data subject’s criminal behavior or biometric information.

4. How long do we keep your personal information and how is it secured?

4.1 Forest Sailing Club will only keep your personal information for as long as necessary to achieve the above stated purposes, or where a longer period is prescribed by law. Our general data retention periods are explained below:

• Member information – we retain, for 5 (five) years from the date of the last entry or document on file, all accounting records, files, transactions and documents relating to matters dealt with by Forest Sailing Club on your behalf.

• Member contact information – contact information will be retained w you are a member.

5. Information sharing

5.1 In some circumstances, such as a court order, we are legally obliged to share information. We may also share information about you with third parties including government agencies and external auditors. 5.2 We will not share your personal information with any organization or business. We may share your personal information with individuals appointed on the executive committee of Forest Sailing Club for the purpose of execution of the requirements of their appointed portfolios

6. Do we use any operators (External Processors)?

Forest Sailing Club does not use any external processors.

7. Transfer of personal information

7.1 We only transfer member information between outgoing and incoming committees. When this is necessary, we will ensure that the information is only shared with incumbent committee members on a need basis.

8. Queries, Complaints, and information regulator

If you have any questions or complaints about your privacy rights of this privacy notice, please address your concerns to our commodore. If you feel our attempts at resolving the matter have been inadequate, you may lodge a complaint with the South African Information Regulator through their website http://www.justice.gov.za/inforeg/.

Issued: 29 July 2024