Privacy Policy

Who we are

The Bear Digital Cup Series and cupseries.co.za are run by Cup Series (Pty) Ltd, registration number 2026/788059/07. We decide why and how your personal information is used, so under the Protection of Personal Information Act 4 of 2013 (POPIA) we are the responsible party.

• Address: Somerset Crossing, 12 Pacific Close, Somerset West, Western Cape, 7130
• Email: info@cupseries.co.za
• Information Officer: Bradley Michael Conlin, Director

This policy covers everyone whose personal information we handle: website visitors, people who contact us, club owners and contacts, registered players, sponsors and supporters.

What we collect and why

When you contact us

Your name, email address and message, so we can reply to you.

When you use “Got questions?”

The questions you type and the page you asked them on, so we can answer you and improve our answers. If you ask to talk to the team, we also collect your name, your club and your email address or cellphone number, so we can get back to you. We use your IP address briefly to block spam, and we don’t store it with your question.

When you register interest in a city

Your email address, the city, how you’d be involved (as a player, club or sponsor) and, for clubs, the club’s name. We use this to measure demand and to tell you when a league is coming to your city.

When a club enters the league

• Club contact: name, email address, phone number and location, so we can manage the club’s entry, invoices and fixtures.
• Players: first and last name, ID number, Playtomic profile and level, email address and phone number. We use ID numbers only to confirm who each player is and that every player is 18 or older, and Playtomic levels to place players in the right division.
• Photos, video and results: player photos the club supplies, video of matches, and every match result.

When you pay us or buy merchandise

Your name, email address, phone number, billing and delivery address and what you bought, so we can process and deliver your order and keep proper financial records. Card payments are handled by our payment provider. We never see or store your full card details.

When you sponsor the league

Your contact person’s name, job title, email address and phone number, so we can manage the partnership.

When you browse the website

Technical information such as your IP address, browser, device and the pages you visit, collected through cookies and Google Analytics. We use it to keep the site secure and to understand how it’s used.

What we publish

Running a league means some information is public. On cupseries.co.za and our social media, including our YouTube channel, we publish club names and logos, squad players’ names, Playtomic levels and match statistics, photos and video of players and matches (including match streams), fixtures, results and league tables. We never publish ID numbers, email addresses, phone numbers or home addresses.

When a club registers its players, it confirms that the players know their squad details will be published.

Why we’re allowed to use it

We only use personal information when POPIA allows it, mainly because:

• it’s needed to carry out an agreement with you, such as a club’s league entry or a merchandise order;
• we have a legitimate interest in running and promoting the league, publishing results and keeping the site secure;
• the law requires it, for example keeping financial records; or
• you’ve given your consent, for example to receive our news. You can withdraw your consent at any time.

Giving us your information is voluntary, but if a club doesn’t supply the player details we ask for, we can’t register those players.

Health information and children

We don’t ask for special personal information such as health, religion or race. If a club tells us a player is injured, for example to ask for a replacement, we use that only to decide the request.

Every league player must be 18 or older, and this website isn’t aimed at children.

Who we share it with

• Clubs in the league: fixtures, squads and results.
• Nordee Apparel, our official kit partner: what’s needed to make club kit and to fulfil merchandise orders.
• Service providers who help us run the site and the league, including our website host, Google (email and analytics), our payment provider and our accountants. They may only use your information to provide their service to us, and must keep it secure.
• Authorities, when the law requires it.

We don’t sell personal information, and we don’t give it to sponsors.

Sending information outside South Africa

Some of our service providers, such as Google, store information on servers outside South Africa. We only use providers that are bound by laws or agreements that protect personal information as well as POPIA does, as section 72 of POPIA requires.

News and marketing

We only send news, offers or other marketing by email or SMS if you’ve agreed to receive it, or if you’re a club, sponsor or customer and the message is about similar things. Every message tells you how to unsubscribe, and you can opt out at any time.

Cookies

Cookies are small files stored by your browser. We use:

• essential cookies that make the site work, such as keeping you logged in or remembering your basket; and
• analytics cookies from Google Analytics, which tell us how the site is used.

You can block or delete cookies in your browser settings. If you block essential cookies, parts of the site may not work.

How long we keep it

• Enquiries and questions: up to 2 years.
• City sign-ups: until a league launches in that city, or until you ask us to remove you.
• Player ID numbers and contact details: for the league they were supplied for. We then delete them, unless the club registers the player for the next league.
• Results, squads and league history: kept as part of the league’s permanent record, such as its past champions.
• Financial records: 5 years, as tax law requires.

How we protect it

Only Cup Series Admin can see private information, and access is password-protected. The website uses an encrypted (HTTPS) connection. If we believe personal information has been accessed without permission, we’ll tell the Information Regulator and the people affected, as POPIA requires.

Your rights

Under POPIA you can:

• ask whether we hold personal information about you, and ask for a copy of it;
• ask us to correct or delete information that’s wrong, out of date or that we no longer need;
• object to us using your information, including for marketing;
• withdraw your consent; and
• complain to the Information Regulator.

To make a request, email info@cupseries.co.za. We may ask you to confirm your identity first. Requests for copies of records are handled under the Promotion of Access to Information Act (PAIA), which allows a prescribed fee in some cases.

Complaints

Please contact us first so we can try to put things right. You can also complain to the Information Regulator:

• Website: inforegulator.org.za, where complaints are lodged through the eServices portal
• Email: POPIAComplaints@inforegulator.org.za (complaints) or enquiries@inforegulator.org.za (general enquiries)
• Phone: 010 023 5200
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

Changes to this policy

We’ll update this policy when the way we use personal information changes, and change the date at the top of the page. If a change affects you significantly, we’ll let you know.