NPSSCE privacy notice

Who handles your information

NPSSCE is responsible for this event register. Themba Zulu is the event privacy contact. Use the request form below or email zuluttmageba@gmail.com.

What we collect and why

Participant details are provided by departments, colleges, team representatives and the people concerned. We use names, province, department, sporting code, team, contact details, eligibility evidence, a verified participant portrait, an ID/licence copy and attendance for registration, accreditation, tournament administration and reporting. Spectators provide a name, province and phone or email for registration and duplicate prevention. Feedback is optional.

We request only the evidence needed for eligibility. Redact unrelated salary amounts, bank details, tax information and other unnecessary information from payslips or contracts before upload. Missing required eligibility information may delay participant approval. Providing optional feedback does not affect entry.

Anyone may submit a safety or security concern. We record the reported incident, urgency, venue, location and optional contact details so authorised administrators can review and follow up. Reports and action notes are private. A report records an observation and does not establish that an allegation is true.

Daily attendance requires a fresh GPS check inside the selected venue boundary. The server checks location coordinates and reported accuracy, then retains only the venue, time and boundary result. It does not retain precise coordinates in attendance or boundary-attempt records. Advance registration remains available before the event.

Access and public information

The public portal displays event information, teams, fixtures, scores and registration totals. It does not publish individual participant records or verification documents. Authorised staff access is limited by duties; identity-document copies are restricted to administrators, while existing captured verification documents remain restricted to the event owner. Assigned code conveners see the verified participant portrait on the fixture date and record a visual identity check before pitch entry. We do not use facial recognition. Private staff links and personal QR codes must not be published.

Reading documents

On-device text reading processes the image in your browser using NPSSCE-hosted assets. Saving a reviewed photo uploads it to the private event file. Cloud AI is unavailable until the event owner confirms appropriate processing arrangements and participant notice; it does not automatically approve anyone.

Retention

NPSSCE's approved retention period is 12 months after the tournament ends on 17 October 2026. Active personal records are due for disposal after 17 October 2027, subject to a documented legal requirement to retain them. Disposal covers the active register and uploaded verification files. NPSSCE must also arrange disposal of source archives, downloaded copies and provider backups.

Your rights and concerns

You may request access or correction, object to processing, or request deletion or restriction where applicable. NPSSCE verifies identity before disclosure and assesses legal retention obligations. You can complain to the Information Regulator. A completed indemnity form is separate from permission to process personal information.