1. PURPOSE OF THIS PRIVACY NOTICE
This Privacy Notice explains how we collect, use, and process your personal information when you engage with our website, including when you submit an application for sponsorship or assistance through one or more of our available programs.
We encourage you to read this Privacy Notice alongside any additional notices we may provide on specific occasions when collecting or processing your information. This Privacy Notice is designed to complement, not override, any other privacy policies we may provide.
2. WHO THIS NOTICE APPLIES TO
This notice applies to any individual or entity whose personal information is submitted via an application form or supporting documents provided to Club Olga and its affiliated operations. A list of associated companies and entities can be found below.
Since we may update this notice periodically, we encourage you to review it regularly to stay informed about how we manage and protect your personal information.
3. PERSONAL INFORMATION WE COLLECT AND GENERATE
Personal information refers to any data that can identify an individual or entity. It does not include anonymized data where identities have been removed.
We collect personal information to better understand your organization, business, or individual circumstances. This information allows us to communicate with you effectively.
3.1. Information We Collect:
- Contact details: Name, title, address, email address, mobile number
- Demographic information: Gender
- Identification: Identity document, proof of address
- Financial details: Source of income, banking information
- Images: Photographs and other visual representations
- Business details (if applicable):
- NPO registration
- Business registration
- VAT registration
- Financial statements
- B-BBEE certificates
- EME/QSE sworn affidavits
3.2. Information We Generate About You:
- Records of payments
- Beneficiary profiles
- Academic records
- Memorandums of agreement
- Bursary agreements
- Sponsorship agreements
We generally do not collect sensitive personal data (such as religious beliefs, political affiliations, or biometric data), except where necessary to comply with Broad-Based Black Economic Empowerment (B-BBEE) requirements. Such data is collected solely to meet our legal obligations and is not used for any other purpose.
4. WHEN AND WHY WE PROCESS YOUR PERSONAL INFORMATION
4.1. To Fulfill Our Contractual Obligations
We process your personal information to fulfill our agreements with you and for the following purposes:
- Processing sponsorship applications
- Informing you of application outcomes
- Processing approved payments
- Responding to queries and assisting with requests
- Investigating and resolving complaints
- Tracking and monitoring your progress
- Providing ongoing assistance related to your application
4.2. Legitimate Interests
In some cases, we process personal information to serve our legitimate interests, including:
Ensuring security through CCTV monitoring at our premises
4.3. Legal Compliance
We are legally required to collect and process certain data, including:
- Identity verification and fraud prevention as required by the Financial Intelligence Centre Act (FICA)
- Regulatory reporting to government agencies such as the South African Revenue Service (SARS)
- B-BBEE compliance for verifying partner demographics
5. CHILDREN'S INFORMATION
We do not knowingly collect personal information from individuals under 18 years old without parental or guardian consent. If we discover that we have inadvertently collected such data, we will take steps to delete it.
6. HOW WE SHARE YOUR INFORMATION
We only share your personal data with trusted service providers who adhere to strict confidentiality and security measures. These providers assist us with:
- Communication services
- Identity and address verification
- Performance monitoring
- Data storage solutions
- Business operations (e.g., accountants and legal advisors)
- IT services and infrastructure management
Some of our service providers operate outside South Africa. When transferring data internationally, we ensure that adequate protection measures are in place. By using our website, you consent to these data transfers.
7. SAFEGUARDING YOUR PERSONAL INFORMATION
We take reasonable steps to secure your personal information against:
- Loss
- Unauthorized access
- Data breaches
- Misuse or modification
Security measures include password protection, physical security for paper files, and access controls. If a security breach occurs, we will notify you and advise on necessary precautions.
8. DATA RETENTION POLICY
We will only retain your personal information for as long as necessary to fulfill legal, contractual, or operational requirements. Once data is no longer needed, we will securely dispose of it in accordance with Protection of Personal Information Act (POPIA) guidelines.
9. UPDATES TO THIS NOTICE & YOUR RESPONSIBILITY TO INFORM US
We regularly review and update this Privacy Notice. It is your responsibility to keep your personal information up to date and notify us of any changes.
10. FAILURE TO PROVIDE REQUIRED INFORMATION
If you do not provide the necessary personal information when requested, we may be unable to proceed with your sponsorship, bursary, or other agreements. In such cases, we will inform you of the implications.
11. COOKIES & ONLINE TRACKING
Our website uses cookies—small text files stored on your device to enhance browsing experiences. Cookies do not collect personal information and cannot identify you.
You may disable cookies through your browser settings, though this may impact website functionality.
12. YOUR RIGHTS REGARDING YOUR PERSONAL INFORMATION
You have the right to:
- Be informed when your personal information is collected
- Access your personal information and request details about any third parties it was shared with
- Correct or update inaccurate or outdated information
- Unsubscribe from marketing communications
- Object to the processing of your data
- Request deletion of your information (subject to legal requirements)
- Restrict processing under certain conditions
- Withdraw consent at any time when consent is the basis for data processing
- Lodge a complaint with the Information Regulator regarding data privacy concerns
Requests for access or corrections may take up to 21 days due to verification procedures. Proof of identity may be required.