Privacy Policy

Gauteng Provincial Cycling (“we”, “us”, “Gauteng Cycling”)
Website: https://gautengcycling.org
Information Officer:
Email: secretary@gautengcycling.org

• Contact & Sponsorship Forms 
  Purpose: respond to queries, evaluate sponsorship applications, maintain records.
  Lawful basis: consent (you submit), legitimate interests (administer our activities), and contract (where applicable).
  Children: where forms concern minors, we process only with competent person (parent/guardian) consent.

• Events / Calendar (WordPress & The Events Calendar)
  Purpose: publish and manage events and related interactions.
  Lawful basis: legitimate interests; consent where you provide details.

• Email communications / updates
  Purpose: send news and event information.
  Lawful basis: consent (opt-in). You can unsubscribe at any time.

• Website analytics (Google Analytics 4)
  Purpose: improve site performance and content.
  Lawful basis: consent via our cookie banner. GA4 is configured with IP anonymisation and Consent Mode.

We use reputable service providers (“operators”) under written agreements:

• LeadConnector / GoHighLevel – forms/CRM (may process outside South Africa).

• Google (Analytics) – analytics processing (outside South Africa).

• Automattic/WordPress plugins (incl. The Events Calendar) – events functionality.

Where data is transferred outside South Africa, we apply contractual and organisational safeguards consistent with POPIA s72.

• Contact form submissions: 24 months.

• Sponsorship applications and related correspondence: 5 years (or longer if required by law/contract).

• Email subscriber records: until you unsubscribe or withdraw consent.

• Analytics data: 26 months.
  When no longer needed, data is deleted or de-identified.

We use TLS/HTTPS, access controls, role-based permissions, least-privilege practices and operator agreements to safeguard personal information. We review controls regularly.

You may access, correct, delete, or object to processing, and withdraw consent at any time.
To exercise your rights, contact secretary@gautengcycling.org

You may also lodge a complaint with the Information Regulator (South Africa):
Email: complaints.IR@justice.gov.za | inforeg@justice.gov.za
Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001.

We send direct marketing or emails only with your consent (or as permitted by law). Every bulk email includes an unsubscribe link.

Third-party embeds (e.g., YouTube, social media) may collect data under their own privacy policies and may process data outside South Africa. Review those providers’ policies before interacting.

Cookies are small text files placed on your device when you visit our website. They help the site work correctly, remember your preferences, and understand how the site is used. Some cookies are essential; others are optional and require your consent.

We use cookies to:

• enable core site functionality and security,

• remember your preferences (e.g., language, cookie choices),

• measure site usage and performance,

• support marketing where you have consented.

1) Strictly Necessary (always on)
Needed for the website to function (e.g., page navigation, security). These do not store personally identifiable information.

2) Functional
Remember choices you make (e.g., region or form persistence) to provide enhanced features.

3) Analytics
Help us understand how visitors use the website (pages viewed, time on page). Data is aggregated. We use this information to improve the site.

4) Marketing
Used to deliver relevant content/ads and measure campaign effectiveness. Set only with your consent.

Third-party cookies

Some cookies are set by third parties that provide services to us (for example, analytics or embedded media). These providers may process data outside South Africa; where they do, we ensure appropriate safeguards are in place.

You can manage your cookie preferences at any time:

• Cookie Settings: [Open Cookie Settings]
  (Use your consent tool’s “open preferences” button/shortcode here—e.g., a button that opens the cookie banner modal.)

• Browser controls: You can block or delete cookies in your browser settings. Blocking some cookies may affect how our website functions.

Cookies have different lifespans. Session cookies expire when you close your browser; persistent cookies remain for a defined period. We review our cookies periodically and may update this policy as they change.

We may update this notice from time to time; the latest version will appear here.
Questions: secretary@gautengcycling.org

Last updated: 29 September 2025