Data sharing schedule

Version 2026-09, in force from 2026-09-14. This schedule forms part of the organizer service agreement and describes what an organizer receives about the people who enter their event, and what they may do with it. It is published so participants can read it too.

1. The two parties

SportSA and the organizer are each a responsible party under POPIA. When SportSA hands over an entry list it transfers personal information to the organizer; the organizer is not SportSA's operator and answers for what it does with the list.

2. What is shared

• Participant name, email address and telephone number.
• Date of birth, gender and nationality.
• Category, distance, ticket type, entry number and bib number.
• Emergency contact name and number.
• The answers to the questions the organizer added to their own entry form.
• Health information, only where the participant gave explicit consent for it, and only to the event's

medical staff.

• For a participant under 18: the fact that guardian consent is on record, the guardian's name and their

relationship to the participant.

Payment card details are never shared. The monthly reconciliation statement carries order and entry numbers rather than names, because reconciling money does not need them.

3. What it may be used for

Delivering that event only: start lists, seeding, bib production, timing, results, kit collection, medical support, and communication about that event.

4. What it may not be used for

• Marketing to participants, unless the organizer obtains its own consent from them.
• Any other event, including the next edition of the same event.
• Selling, renting or passing the list to anybody else.
• Anything the participant was not told about at registration.

5. How long the organizer keeps it

Twelve months after the event, after which the organizer deletes or anonymises it, unless its own legal duty requires longer.

6. Security and incidents

The organizer applies appropriate technical and organisational safeguards, limits access to the people who need it, and notifies SportSA without delay if the list is compromised.

7. Audit

SportSA may ask the organizer how it holds the list, and the organizer answers within a reasonable time.

Version 2026-09, in force from 2026-09-14.