Legal

Privacy and POPIA notice

PSI Boland Foxes collects and processes the information supplied in this entry form to administer league and trials entries, intercity and nationals selection, communication, payments, kit orders, team allocation and historical records. Personal information will be protected and accessed only by authorised persons, subject to the Protection of Personal Information Act (POPIA). It will not be used for unrelated purposes.

Version 2026-10-v1

Responsible party

PSI Boland Foxes is the responsible party for the personal information collected through this website and the Parent/Guardian Portal.

Categories of information collected

Parent/Guardian: full name, email address, contact number and account login details.
Player: name and surname, date of birth, contact number, school, grade, current school team, playing positions, hockey experience and achievements.
Emergency contact: name, contact number and relationship to the player.
Consent records: indemnity acceptance, privacy-notice acknowledgement and media-consent answer, with the exact wording and version accepted and the date and time.
Financial records: charges, payments, receipts and payment references. Card details are handled by the payment provider and are never stored by PSI Boland Foxes.
Kit orders, team allocations and historical league participation.
No medical or health information is collected in the entry.

Why the information is collected

To administer player entries and selection for each league or trial.
To communicate with parents/guardians about entries, payments, kit, fixtures and event logistics.
To process deposits, balances and kit orders and to keep accurate financial records.
To allocate players to nationals team squads and publish team placements to the relevant parents/guardians.
To contact the nominated emergency contact should it be necessary during the event.
To keep historical league records so that returning players do not need to re-enter their information.

Who may access it

The Foxes administrators and authorised staff.
Parents/guardians can only see the information for their own account and their own players.
Team coaches and managers receive only the player information required to run their squad.

Service providers

Secure cloud hosting, database and authentication services used to run this platform.
An online payment provider, which processes card payments on its own secure pages.
Email delivery services used for account, entry and payment notifications.
Service providers process information only on the Foxes' instructions and under confidentiality obligations.

How long records are kept

Entry, consent and financial records are retained for five years after the relevant league or trial to meet legal, tax and dispute-resolution requirements.
Player profiles remain on the parent/guardian account until the parent/guardian asks for them to be removed, after which they are deleted unless a legal retention duty applies.
Accounts inactive for three consecutive editions are reviewed for deletion.

Security measures

All traffic is encrypted in transit and information is stored on access-controlled infrastructure.
Row-level access rules ensure a parent/guardian can only reach records belonging to their own account.
Consent records are locked once an entry has been submitted and cannot be edited from the browser.
Photographs are stored privately and are only shown through short-lived, signed links.

Your rights

You may request access to, or correction of, the personal information held about you or your player at any time.
You may ask for information to be deleted where no legal duty requires it to be kept.
You may withdraw media consent for future publication by contacting the Foxes.
You may lodge a complaint with the Information Regulator (South Africa) if you believe your information has been handled unlawfully.

Privacy contact

Privacy queries may be sent to the Foxes using the contact details below.
Email: the league office