Move Sports Centre – Privacy Policy

Effective Date: 1 August 2025
Last Updated: 1 August 2025

Privacy Policy

Move Sports Centre is committed to protecting your privacy and handling your personal information in a lawful, transparent manner, in compliance with the South African Protection of Personal Information Act (POPIA). This Privacy Policy explains what personal information we collect, why and how we collect it, how it’s stored and protected, who we share it with (if anyone), and your rights regarding your data. By providing your personal information to us (for example, by filling out a form or signing up for our mailing list), you agree to the practices described in this policy.

1. Personal Information We Collect

We only collect basic personal information that you voluntarily provide to us. This typically includes:

·       Contact Details: Your name, email address, and/or phone number.

·       Date of Birth: Your birth date or birth year.

We collect this information when you interact with us, such as when you fill out a form (online or in-store), sign up for newsletters or promotions, or communicate with us. We do not collect any personal information from third-party data brokers or use any third-party tracking tools on our website to gather additional personal data without your knowledge. We also do not collect sensitive personal information like ID numbers, financial details, or health data in the ordinary course of business. If we ever need additional information, we will explain why it’s needed and ask for your consent if required.

Optional vs. Required: When we ask for personal information, we will indicate if it is required or optional. Generally, providing contact information and birth date is voluntary. However, if you choose not to provide certain details (like your contact info), we may be unable to respond to your inquiries or include you in certain communications. We will only ask for what is necessary for the relevant purpose.

2. How and Why We Use Your Information

Move Sports Centre will use your personal information only for the purposes for which you provided it and as agreed with you. In general, we use your information for:

·       Providing Services or Information: To contact you in response to your inquiries, requests, or to provide information you have asked for (for example, answering a question or confirming a booking or order).

·       Marketing and Promotions: To send you updates, promotional offers, newsletters, or event information if you have given us consent to receive such marketing communications. (For instance, we may use your email or phone number to send you special offers, and your birth date to send you birthday promotions or age-appropriate offers.)

·       Account or Membership Management: If you sign up for any membership, loyalty program, or online account with us, we will use your details to administer that account (e.g., to send login details or membership updates).

·       Improving Our Services: To personalize your experience with us and improve our offerings. For example, we might look at general trends (e.g., aggregate data of customer birthdays or preferences) to tailor our products or marketing, but this would not identify you personally.

·       Legal and Record-Keeping: To comply with legal obligations and internal record-keeping requirements. We may keep records of communications or transactions as required by law (for example, proof of consent, or purchase records if applicable), and to protect our legal rights if necessary.

We will not use your personal information for any unrelated secondary purpose without obtaining your consent or unless required by law. In other words, we won’t suddenly use your data for a new purpose you didn’t agree to. If we ever need to use your information for a new purpose, we will inform you and get your permission where required.

3. Storage and Protection of Personal Information

Your personal information is stored securely by Move Sports Centre. We use a protected customer database (including the GoHighLevel platform) to keep your contact details and related information. This platform and our internal systems have security measures in place – such as password protection, encryption, and access controls – to safeguard your data from unauthorized access, loss, or theft. We regularly review and update our security practices to ensure your information remains safe.

Third-Party Service Providers: We do not use any third-party analytics or advertising companies to collect your data. However, we do utilize trusted service providers to help us operate our business and deliver services to you – for example, our email/SMS service to send newsletters, or the secure cloud-based platform (CRM) where your contact details are stored. Any such service providers act on our behalf and are contractually obligated to protect your information in line with POPIA and this Privacy Policy. We ensure that anyone we share your data with will treat it with the same level of security and confidentiality that we do.

Cross-Border Data Transfers: Our primary operations are in South Africa. If we ever store or process your personal information on servers located outside of South Africa (for instance, our CRM’s servers or backup systems might be in another country), we will ensure that the country or service provider has data protection standards equivalent to South African law (POPIA). In practice, this means we will only transfer data to countries that have strong privacy laws (such as countries in the EU or others deemed adequate) or we will put proper safeguards in place (like agreements requiring the recipient to maintain POPIA-level privacy protections). Our goal is to make sure your information remains protected no matter where it is processed.

Retention of Data: We keep personal information only for as long as necessary for the purposes it was collected, or as required by law. For example, if you consent to receive our marketing emails, we will keep your contact details on our mailing list until you unsubscribe or ask us to delete them. If you make a purchase or engage in a transaction, we might retain that information for the duration needed to fulfill the transaction and for legitimate record-keeping (like accounting or legal obligations). Once your personal information is no longer needed, we will securely delete or de-identify it. We also perform periodic reviews of the data we hold to ensure we’re not keeping it longer than necessary.

4. Disclosure of Information (Who We Share It With)

Move Sports Centre does not sell or rent your personal information to any third parties. We respect that your information is entrusted to us. We will share your personal data only in these limited circumstances:

·       Service Providers (Operators): As mentioned, we may share your information with service providers who assist us in running our business and providing services to you (e.g., the platform that manages our contacts, or an email distribution service). These parties are only given the information necessary for them to perform their functions, and they are bound by confidentiality and data protection agreements to ensure your information remains protected. They cannot use your information for their own purposes.

·       Legal Requirements: We may disclose your information if we are required to do so by law, regulation, or a legal process (for example, in response to a court order or a request from law enforcement or a government authority). We will also disclose personal information if we have a legal right or duty to do so – for instance, to enforce our terms, to exercise or defend legal claims, or if disclosure is necessary to protect Move Sports Centre, our customers, or the public from harm or illegal activities.

·       Business Transfers: If Move Sports Centre undergoes a business transaction such as a merger, acquisition, or sale of assets, your personal information may be transferred as part of that deal. If such a transfer occurs, we will ensure the receiving party agrees to protect your personal information in line with this Privacy Policy and applicable law.

Aside from the cases above, we will not share your personal information with any third parties without your permission. If there is ever any other need to share your data (for example, you win a contest and we need to give your details to a courier for prize delivery), we will contact you and obtain your consent.

5. Your Rights and Choices

Under POPIA and other applicable data protection laws, you have certain rights regarding your personal information. We respect and uphold these rights. They include:

·       Right of Access: You may request a copy of the personal information we hold about you. This means you can ask us to confirm whether we have your data and to provide you with a copy of that data, as well as information about how it has been used. (For your security, we will need to verify your identity – for example, by requesting sufficient proof of identity – before sharing any personal data with you.)

·       Right to Correction/Rectification: If any of your personal information held by Move Sports Centre is inaccurate, out-of-date, or incomplete, you have the right to ask us to correct it. Likewise, you can update your details with us at any time (for example, if you change your phone number or email, or if you want to correct your birth date on file). We appreciate it if you keep your information up to date.

·       Right to Deletion: In certain circumstances, you can ask us to delete or remove your personal information from our records. For example, if you withdraw your consent for us to use your information and we have no other legal basis to keep it, or if the information is no longer needed for the purposes it was collected, you can request deletion. Please note that we might not be able to delete information that we are required to keep by law (such as transaction records needed for tax purposes), but we will inform you if that is the case.

·       Right to Object or Restrict Processing: You have the right to object to our processing of your personal information in certain cases. For instance, you can object to the use of your personal data for direct marketing at any time – if you do, we will stop using your data for that purpose. You can also request that we restrict processing of your data (meaning we keep it but don’t use it) if you believe the data is inaccurate or we are processing it unlawfully, or if you have objected to processing and are awaiting verification of legitimate grounds.

·       Right to Withdraw Consent: If we are processing your personal information based on your consent (such as when you consent to receive marketing emails/SMS), you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing we conducted before your withdrawal. If you withdraw consent, we will stop the specific processing that was based on consent (for example, we will stop sending you the newsletter you signed up for).

·       Right to Lodge a Complaint: If you believe we have engaged in improper handling of your personal information or violated your privacy rights, you have the right to lodge a complaint with the Information Regulator (South Africa), which is the government authority overseeing data protection. We kindly ask that you first contact us with any complaints so we can try to resolve the issue directly. However, if you are not satisfied with our response, you can contact the Information Regulator. (Website: inforegulator.org.za, Email: [email protected].)

How to Exercise Your Rights: To exercise any of your rights mentioned above, please contact us using the details in the “Contact Us” section below. We may need to verify your identity before fulfilling certain requests (to protect your privacy). We will do our best to respond to your request within a reasonable time and in accordance with applicable law. There is ordinarily no fee for exercising your rights, but if your access request is unusually excessive or repetitive, we might charge a reasonable fee or refuse the request as allowed by law. We will inform you of any actions taken on your request, or if we need more information from you to process it.

6. Your Consent for Marketing Communications

Move Sports Centre will only send you marketing or promotional communications if you have given us your consent to do so, unless another legal basis for communication applies. In practice, this means when you provide your contact details (for example, signing up on a form or at checkout), we will ask you to opt-in (agree) to receive marketing messages from us. This consent is entirely voluntary, and it is not a condition for purchasing any product or using our services. We will clearly explain what you are consenting to (e.g., receiving email newsletters or SMS alerts about our products and offers), so you can make an informed choice.

If you consent, we may send you periodic communications such as: promotional emails or texts about new products, special deals, event invites, or newsletters with updates about our store. You have the right to withdraw your consent at any time if you change your mind. Every marketing email from us will include an "unsubscribe" link at the bottom, which you can click to stop future emails. For SMS or other channels, you will be given a clear method to opt out (such as replying "STOP"). You can also contact us directly to be removed from our marketing list. Once you opt out or withdraw consent, we will cease using your data for marketing purposes. (Please note that even if you opt out of marketing, we may still contact you for transactional or administrative purposes if necessary – for example, to respond to an inquiry you sent or to give you information about a purchase or service you are using.)

7. Cookies and Website Analytics

(Note: As of the effective date of this Policy, Move Sports Centre does not use any third-party analytics services or advertising trackers on our website.) Our website may use basic "cookies" or similar technologies to ensure proper functionality and a good user experience. Cookies are small text files that a site may store on your browser to remember your preferences or sessions. For example, a cookie might remember items you added to a shopping cart or keep you logged in during a session. We do not use cookies to collect personal information beyond what you knowingly provide, and we do not use invasive tracking cookies. If we introduce any analytics or additional cookies in the future, we will update this policy and, if required by law, seek your consent. You can manage or disable cookies through your browser settings, but note that certain site features might not function properly without cookies.

8. Security Measures

We take security seriously. Move Sports Centre has implemented appropriate technical and organizational measures to secure your personal information. This includes physical security measures (if any data is stored in hard copy, it’s kept secure), network and computer security measures (firewalls, encryption, unique login credentials, etc.), and policies to prevent unauthorized access to data. We limit access to personal information only to those employees or contractors who need it to perform their duties, and all such persons are required to maintain confidentiality.

We also ensure that when we "contract out" any data-related functions (e.g., using a cloud service or an external marketing platform), they have robust security and privacy safeguards in place. We remain responsible for protecting your personal information even when it’s handled by third-party service providers on our behalf, and we enforce this responsibility through our agreements with them.

Despite our best efforts and the measures in place, no method of transmission over the internet or electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your personal data, we cannot guarantee absolute security. In the unlikely event of a data breach that compromises your personal information, we will follow POPIA’s requirements, which include notifying the South African Information Regulator and the affected individuals (you) of the breach, as applicable. We will also take all necessary steps to contain and remedy the breach.

9. Changes to This Privacy Policy

From time to time, we may need to update this Privacy Policy to reflect changes in our practices or to ensure compliance with new laws or regulations. If we make significant changes, we will post the updated policy on our website with a new effective date, and we may also notify you directly (e.g., via email or a notice on our site) if the changes are substantial. We encourage you to review this Privacy Policy periodically. Your continued interaction with us (use of our website, services, or communications) after any changes to this policy indicates your acceptance of the updated terms. If we have collected personal information from you and the purpose for which it was collected changes, we will notify you and get your consent for the new purpose where required.

10. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, or if you wish to exercise any of your rights (access, correction, deletion, withdraw consent, etc.), please contact us at:

Move Sports Centre Privacy Office
Email: [email protected]

Phone: 083 227 5810

Postal Address: Move Sports Centre Shop 15 @Retailcity 35 Dolerite Crescent Middelburg Mpumalanga 1050

(Please use the above contact information for privacy-related inquiries or requests. For general inquiries about our products or services, refer to the contact details on our website’s Contact page.)

We will be glad to assist you and aim to respond to all legitimate requests or questions as soon as possible, typically within 30 days.