SportSA organizer service agreement

Version 2026-09, effective 1 September 2026.

This agreement is between SportSA (the platform) and the organization named in the signature block (the organizer). It governs the sale of entries to the organizer's events through the platform.

1. What the platform does

1.1 SportSA publishes the organizer's events, sells entries, collects payment from participants, issues tickets, provides check-in tooling, and pays the organizer out on the settlement basis chosen in clause 6.

1.2 SportSA is not the promoter of the event. The organizer stays responsible for running the event, for its safety, for its permits and for the accuracy of what it publishes about the event.

2. Fees

2.1 SportSA charges the fee set out in the organizer's fee plan on every entry sold. The organizer chooses in the panel whether to absorb the fee or pass it on to the participant.

2.2 Fees are invoiced monthly and are also visible on every payout statement.

3. Money collected from participants

3.1 Participant payments are collected by SportSA and held until settlement.

3.2 SportSA may withhold settlement of a specific entry while a chargeback, a dispute or a fraud investigation on that entry is open.

4. Refunds

4.1 SportSA refunds the participant on the organizer's behalf, in line with the refund policy the organizer attached to the event. The participant deals with SportSA and does not have to approach the organizer for the money back.

4.2 The cancellation fee defined in that refund policy accrues to SportSA, not to the organizer. It pays for handling the refund.

4.3 Where SportSA has already paid the organizer out for an entry that is later refunded, the organizer owes SportSA the full amount that is returned to the participant. SportSA keeps its own fee out of that recovery, so the organizer does not receive a credit for a fee it never received.

4.4 Recovery happens first by set-off against the organizer's next payout. If the next payout does not cover the balance, SportSA invoices the organizer and the invoice is payable within 14 days. The organizer's balance may be negative until the recovery is complete.

4.5 If the organizer cancels or materially changes an event, the organizer carries the cost of refunding every affected entry on the terms above.

5. Payouts

5.1 Payouts go to the verified bank account on the organizer's account. SportSA may pause payouts while verification, a dispute or a compliance check is open, and says why when it does.

5.2 A payout statement accompanies every payout, and a reconciliation statement is issued monthly.

6. Settlement basis

The organizer chooses one of these when signing, and the choice drives how money moves:

• Bulk: entries accumulate and SportSA pays out by EFT on the agreed cycle, with a daily sales report and

a statement per payout.

• Per transaction: each paid entry is settled individually, with a report covering every transaction.

Changing the basis later needs a signed amendment. It is not a setting the organizer can edit alone.

7. The organizer's obligations

7.1 Publish accurate event information, honour every entry sold, and tell participants promptly about any change to the event.

7.2 Hold the permits, approvals and insurance the event needs.

7.3 Give SportSA the information it needs to answer participant queries about entries and refunds.

8. Data sharing schedule (POPIA)

8.1 Both parties are responsible parties under the Protection of Personal Information Act 4 of 2013. When SportSA hands over an entry list it transfers personal information to the organizer as a separate responsible party. The organizer is not an operator of SportSA.

8.2 What is shared: participant name, contact details, date of birth, gender, category and distance, emergency contact, and the answers to the event's own entry form. Medical information is shared only where the participant gave explicit consent for it and only with event medical staff.

8.3 Purpose: delivering that event, including start lists, seeding, bib production, timing, medical support and results. Nothing else.

8.4 The organizer may not market to participants without separate consent it obtains itself, may not sell or transfer the data to a third party, and may not reuse it for a different event.

8.5 Retention: the organizer deletes or anonymises the entry list within 12 months after the event, unless its own legal retention duty requires longer.

8.6 Security: the organizer applies appropriate technical and organisational safeguards, and notifies SportSA without delay if the data is compromised.

8.7 Audit: SportSA may ask the organizer how it holds the data, and the organizer answers within a reasonable time.

9. Term and termination

9.1 The agreement runs until either party ends it on 30 days written notice.

9.2 Entries already sold are honoured, and the settlement, refund and recovery clauses survive termination until the last affected entry is settled.

10. General

10.1 SportSA may issue a new version of this agreement. The organizer is asked to sign the new version and is not bound to it silently.

10.2 This agreement is governed by the law of the Republic of South Africa.

10.3 The organizer signs electronically. SportSA records the signer name, capacity, email address, the time, the IP address, the browser, the document version and a SHA-256 hash of this exact text.

Version 2026-09, in force from 2026-09-01.