Privacy Policy

Who we are

run-club.online (“the platform”) provides club-management software to running and athletic clubs in South Africa. The platform is operated from Somerset West, South Africa. Questions about this policy or your personal information: privacy@run-club.online.

Roles under POPIA

Your club is the responsible partyfor its members’ personal information, as defined in the Protection of Personal Information Act, 4 of 2013 (POPIA). The club decides what member information is kept and why. The platform acts as an operator: we process that information on the club’s behalf, on its instructions, and for no other purpose.

For visitors to this website and people who request a demo, the platform itself is the responsible party.

What we process

• Member records, supplied by your club or by you: name, email address, phone number, postal/street address, membership type and status, ASA licence number where captured, and family-membership grouping where used.
• Activity within the club’s app: time-trial results and personal bests (on Premium plans), kit-shop orders (on Premium plans), and payment references. We never see or store card numbers — online payments are processed by PayFast on the club’s own merchant account, and money flows directly to the club.
• Sign-in data: your email address and session tokens. There are no passwords.
• Demo requests: the contact details you submit on this website.

What we don’t do

• We do not sell or rent personal information to anyone.
• We do not use advertising or tracking cookies. The only cookies are those strictly necessary to keep you signed in.
• One club’s data is never visible to another club — this is enforced in the database itself (row-level security), including for people who belong to more than one club.

Where data is stored

Data is hosted with Supabase in the European Union (Ireland) and served through Vercel’s network. These jurisdictions provide a level of protection substantially similar to POPIA, as required by section 72 for cross-border transfers.

Your rights

Under POPIA you may request access to, correction of, or deletion of your personal information. For member data, contact your club’s committee (the responsible party). For website and demo-request data held by the platform, contact us at privacy@run-club.online. You may also lodge a complaint with the Information Regulator of South Africa (inforegulator.org.za).

The platform gives each club’s membership committee these product tools to action member requests:

• Access— export one member’s profile, invoice references, orders and time-trial results as a JSON file from the member’s admin screen.
• Correction — members can edit their own name, phone and address in the app; the committee can update the full membership record.
• Deletion — the committee can anonymisea member: personal details and login are removed; the row is retained only so payment and order history stay on the club’s books under a non-identifying label (“Anonymised member”). Hard-erasure of financial history is not offered in-product.

Email marketing unsubscribe and club-wide data export when a club leaves the platform are separate processes — contact us if you need operator assistance beyond the in-app tools.

Retention

Active member data is retained while the club uses the platform. When a club asks us to remove a member, the club uses anonymisation (above) or instructs us as operator. When a club leaves the service we delete or return that club’s data on the owner’s instruction, subject to any records the club must keep for its own legal or accounting duties. Demo-request details are deleted once no longer needed for follow-up.

Security

Data is encrypted in transit, isolated per club with row-level security in the database, and access within a club is limited by committee role. Sign-in uses one-time email links, so there are no passwords to leak.

Changes

We’ll update this policy as the platform grows and note the date above. Material changes affecting clubs are communicated to club owners.