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Privacy Policy

Last updated: 12 July 2026

ClubSync (“we”, “us” or “our”) is committed to protecting the privacy of our users (“you”, “your”). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use the ClubSync platform, website, and related services, in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Information we collect

We collect information you provide directly to us, such as name, email address, business name, billing information, and any other details you choose to provide. We also automatically collect certain technical data, including IP address, browser type, device information, and usage analytics.

2. POPIA Compliance

ClubSync is committed to complying with the Protection of Personal Information Act (POPIA). We process personal information lawfully, fairly, and transparently. We have appointed an Information Officer who can be contacted at legal@zentriva-clubsync.online for any POPIA-related inquiries.

3. Your POPIA Rights

Under POPIA, you have the following rights regarding your personal information:

  • Right to Access: You may request confirmation of whether we hold your personal information and access to it.
  • Right to Correction: You may request correction or deletion of inaccurate or incomplete personal information.
  • Right to Deletion: You may request deletion of your personal information, subject to legal retention requirements.
  • Right to Object: You may object to processing of your personal information for direct marketing purposes.
  • Right to Restrict Processing: You may request restriction of processing under certain circumstances.
  • Right to Data Portability: You may request transfer of your personal information to another service provider.
  • Right to be Informed: You have the right to be informed about the collection and processing of your personal information.
  • Right to Lodge a Complaint: You may lodge a complaint with the Information Regulator or our Information Officer.

4. How we use your information

We use your information to provide and improve ClubSync, process transactions, manage accounts, communicate with you, ensure security, comply with legal obligations, and personalize your experience. All processing is conducted in accordance with POPIA principles.

5. Sharing of information

We do not sell your personal information. We may share information with trusted service providers who assist in operating the platform, payment processors, and when required by law or to protect our rights and users. All third-party processors are bound by data processing agreements that ensure POPIA compliance.

6. Cross-border data transfers

Your personal information is primarily stored and processed within South Africa. Any cross-border transfers are conducted with adequate safeguards in place to ensure an equivalent level of protection to that provided under POPIA, including standard contractual clauses or binding corporate rules where required.

7. Data security

We implement industry-standard security measures to protect your data, including encryption, access controls, and audit logging. However, no internet transmission or electronic storage method is 100% secure, and we cannot guarantee absolute security.

8. Data breach notification

In the event of a data breach that poses a risk to your rights and freedoms, we will notify you without undue delay and within 72 hours of becoming aware of the breach, in accordance with POPIA requirements. We will also notify the Information Regulator where required by law.

9. Data retention

We retain personal information for the following periods:

  • Account Information: Retained while your account is active and for 7 years after account closure for legal and tax purposes.
  • Transaction Records: Retained for 7 years to comply with tax and accounting requirements.
  • Communication Logs: Retained for 2 years for service improvement and security purposes.
  • Analytics Data: Retained for 25 months in anonymized form.
  • Marketing Data: Retained until you unsubscribe or withdraw consent.

After retention periods expire, data is securely deleted or anonymized unless retention is required by law.

10. Cookies and tracking

We use cookies and similar technologies to operate the platform, understand usage, and improve features. You can manage cookie preferences through our cookie consent banner or your browser settings.

11. Exercising your rights

To exercise your POPIA rights, please contact our Information Officer at legal@zentriva-clubsync.online. We will respond to your request within 30 days, with the possibility of a reasonable extension if required.

12. Changes to this policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of ClubSync after changes constitutes acceptance.

13. Information Officer

Our Information Officer for POPIA compliance can be contacted at legal@zentriva-clubsync.online.

14. Contact us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at legal@zentriva-clubsync.online.