Privacy Policy

Introduction

UmpBook ("we", "us", or "our") is committed to protecting your privacy and personal information in accordance with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) ("POPIA") and the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000) ("PAIA").

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our platform.

1. Information Officer

In accordance with POPIA, our Information Officer is responsible for ensuring compliance with data protection laws:

2. Personal Information We Collect

2.1 Information You Provide

We collect personal information that you voluntarily provide when registering and using our platform:

Category	Information Collected
Identity Information	Full name, ID number, date of birth, profile photograph
Contact Information	Email address, phone number, physical address, WhatsApp number
Professional Information	Qualifications, accreditations, umpiring experience, ratings, performance history
Financial Information	Banking details, payment history, subscription status, transaction records
Organisation Information	Institution name, registration details, authorised representatives, event history
Usage Information	Login history, booking records, calendar data, communications, ratings given/received

2.2 Automatically Collected Information

• IP addresses and device information
• Browser type and version
• Access times and dates
• Pages viewed and navigation paths
• Cookie data and session information

3. POPI Act Consent

4. How We Use Your Information

4.1 Lawful Basis for Processing

Under POPIA, we process your personal information based on:

• Consent: You have explicitly consented to processing for specific purposes
• Contract: Processing is necessary to fulfill our service agreement with you
• Legal Obligation: We must process data to comply with legal requirements
• Legitimate Interests: Processing is necessary for our legitimate business operations

4.2 Specific Purposes

• Creating and managing your account
• Facilitating bookings between organisations and umpires
• Processing payments and managing subscriptions
• Sending booking confirmations, reminders, and notifications
• Managing calendars and schedules
• Facilitating ratings and feedback
• Generating reports and analytics
• Improving our platform and services
• Preventing fraud and ensuring security
• Complying with legal obligations

5. Information Sharing and Disclosure

5.1 With Other Users

Your profile information (name, qualifications, ratings) is visible to organisations when they search for umpires. Similarly, organisations' details are visible to umpires they book.

5.2 With Service Providers

We share information with trusted third-party service providers:

• Payfast: For payment processing
• WhatsApp Business API: For automated notifications
• Email Service Provider: For email communications
• Cloud Hosting Provider: For data storage and platform hosting

5.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests
• Protect our rights, property, or safety
• Prevent fraud or security issues
• Protect the safety of our users

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information:

• Encryption of data in transit (HTTPS/SSL)
• Secure password hashing and authentication
• Role-based access control
• Regular security audits and updates
• Secure data backup procedures
• Staff training on data protection

7. Your Rights Under POPIA

You have the following rights regarding your personal information:

7.1 Right to Access

You can request access to your personal information held by us.

7.2 Right to Correction

You can request correction of inaccurate or incomplete information.

7.3 Right to Deletion

You can request deletion of your personal information (subject to legal retention requirements).

7.4 Right to Object

You can object to processing of your information for direct marketing purposes.

7.5 Right to Restrict Processing

You can request restriction of processing under certain circumstances.

7.6 Right to Data Portability

You can request your data in a structured, commonly used format.

7.7 Right to Lodge a Complaint

You can lodge a complaint with the Information Regulator:

8. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements
• Maintain accurate financial records (minimum 5 years for tax purposes)

After the retention period, we will securely delete or anonymize your personal information.

9. Minors

If you are under 18 years old:

• Your parent or legal guardian must consent to your use of the platform
• They must approve of this Privacy Policy on your behalf
• We will process your information in accordance with applicable child protection laws

10. International Data Transfers

Your data is primarily stored and processed in South Africa. If we transfer data internationally, we ensure appropriate safeguards are in place in accordance with POPIA Chapter 9.

11. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and login status
• Remember your preferences
• Analyse platform usage
• Improve user experience

You can control cookie settings through your browser, but this may affect platform functionality.

12. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or platform notification.

13. Contact Us

For privacy-related questions, to exercise your rights, or to contact our Information Officer: