Privacy Notice
1. Purpose
This notice explains how the Good Hope Rally Club collects, uses, stores and protects personal information through the Good Hope Rally Hub.
2. Information we process
- Names, surname, main and optional spouse email addresses and cellphone numbers, communication choices and membership number.
- Member and spouse birth dates and an optional wedding date.
- An optional ID or proof-of-age document used only to support pensioner-rate bookings at participating caravan parks.
- Account approval, login and password-reset information.
- Rally bookings, selected nights, attendance, check-ins and campsite suggestions or votes.
- Payment documents uploaded by members.
- Security and activity information, including IP addresses and admin actions.
3. Why we process it
We process information to administer membership, approve accounts, organise rallies, calculate bookings and any available pensioner rate, provide proof of age to the relevant caravan park where necessary, communicate rally information, record attendance and achievements, process payment records, protect the Hub and respond to member requests.
4. Birthdays and anniversaries
Birthday, anniversary and rally-achievement wishes are shown only where the member has selected the optional public-dates consent. Members may withdraw this permission by contacting the Information Officer or submitting a privacy request. Supplying spouse information confirms that the member is authorised to provide it.
5. Communications
Necessary account and security messages are sent to the main member. Booking and rally-administration messages may also be sent to a spouse only when the family supplies that spouse contact detail and selects the separate email or WhatsApp permission. Optional club news and reminders follow the selected communication choices. WhatsApp links may transfer the destination number and prepared message to WhatsApp when an organiser chooses to send it.
6. Sharing
Information is available only to authorised organisers, relevant service providers such as the hosting provider, and other parties where legally required. Member information is not sold. Public member areas use family names where practical.
When a family uses a pensioner rate and recorded sharing consent is active, an authorised organiser may provide the optional proof-of-age document to the caravan park for that rally if the park requests it. Members can withdraw future sharing consent in My Profile.
When automatic payment checking is enabled, an uploaded payment PDF is securely sent to OpenAI only to extract the payment amount, payment reference and destination bank account for comparison with the member's rally booking and the club account. The result assists an organiser and does not replace final accounting judgement. Missing, masked or conflicting information is referred for manual review.
7. Storage and security
The Hub uses access controls, password hashing, HTTPS, activity records and restricted administrator access. No internet service can guarantee absolute security. Optional pensioner proof is stored in a private server folder outside the public website and is available only through an authenticated administrator download. Payment documents, identity documents and database backups must be handled only by authorised organisers.
8. Retention
Information is retained only while needed for membership, rally administration, financial, security or lawful recordkeeping purposes. Expired reset records, unnecessary payment documents, rejected registrations and obsolete logs should be securely deleted according to the club’s retention schedule.
9. Your rights
You may request access to your information, correction, deletion where legally permissible, or object to particular processing. Signed-in members can use the Privacy Request form, or email the Information Officer.
10. Complaints
You may complain to the Information Regulator (South Africa) at inforegulator.org.za or enquiries@inforegulator.org.za.