iRace.online

Privacy Policy

Last updated: June 2025

1. Who We Are

iRace.online is a South African online platform that facilitates event registration, race entry management, and participant services for multi-sport and road-running events. References to "we", "us", or "iRace" in this policy refer to the platform operator.

For any privacy-related enquiries, contact us at support@irace.online.

2. Information We Collect

We collect the following categories of personal information:

  • Identity information: First name, last name, South African ID number or passport number, date of birth, gender, and nationality.
  • Contact information: Email address, mobile number, and residential province.
  • Medical information: Medical aid details, known allergies, chronic conditions, and chronic medication — collected solely for participant safety at events.
  • Club and athletics information: Club name, Athletics South Africa (ASA) membership number, and club membership status.
  • Emergency contact: Name, surname, and phone number of your emergency contact.
  • Payment information: Transaction records and payment status. Card details are processed by our payment provider and are never stored on our servers.
  • Account information: Email address and encrypted password used to access your iRace account.
  • Usage data: Pages visited, device type, and browser information collected automatically when you use our platform.

3. Why We Collect Your Information

We use your personal information for the following purposes:

  • To process and confirm your race event registration.
  • To issue your race number and entry confirmation.
  • To communicate important event information, including number collection details and race-day updates.
  • To verify your ASA membership and calculate the applicable entry fee.
  • To provide emergency services with relevant information in the event of a medical incident.
  • To process payments and issue refunds where applicable.
  • To comply with legal and regulatory obligations applicable in South Africa.
  • To generate anonymised statistical reports for event organisers (e.g., age category breakdowns, gender distributions).

4. Legal Basis for Processing

We process your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). Our lawful grounds for processing are:

  • Contract: Processing is necessary to fulfil your race registration.
  • Consent: Where you have given explicit consent, such as for marketing communications.
  • Legitimate interest: To operate, maintain, and improve our platform.
  • Legal obligation: Where processing is required by law.

5. Sharing of Your Information

We do not sell your personal information. We may share your information with:

  • Event organisers: Race directors receive participant information necessary to manage their event, including name, entry number, race category, and emergency contact.
  • Athletics South Africa (ASA): ASA membership numbers may be verified against ASA records.
  • Payment processors: Your payment information is passed to our secure payment provider solely to process your transaction.
  • Service providers: We use trusted third-party services for email delivery, hosting, and analytics. These parties are contractually bound to protect your data.
  • Legal authorities: Where required by law or court order.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our services. Registration records are retained for a minimum of five (5) years to comply with our legal and contractual obligations. You may request deletion of your account and personal data at any time — see Section 8.

7. Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted data transmission (HTTPS), hashed password storage, and role-based access controls. While we take security seriously, no system is entirely immune to risk and we cannot guarantee absolute security.

8. Your Rights Under POPIA

You have the right to:

  • Access the personal information we hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request deletion of your personal information (subject to legal retention requirements).
  • Object to or restrict the processing of your information.
  • Withdraw consent for marketing communications at any time.
  • Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, email us at support@irace.online. We will respond within 30 days.

9. Cookies

We use cookies and similar technologies to maintain your login session and improve your experience. Essential session cookies are strictly necessary for the platform to function. You may disable cookies in your browser settings, but this may affect your ability to log in or complete a registration.

10. Children's Privacy

Where a participant is under 18 years of age, the registration must be completed by a parent or legal guardian who accepts responsibility for the accuracy of information provided and for the indemnity on behalf of the minor.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, the revised date at the top of this page will be updated. We encourage you to review this policy periodically. Your continued use of iRace.online after changes are posted constitutes your acceptance of the updated policy.