Privacy Policy

The Riverwood Foundation respects your privacy. This policy explains how we collect, use, store and share personal information when you visit www.riverwoodfoundation.co.za, contact us, make a donation or follow our link to book a pickleball court.

1. Who we are

The Riverwood Foundation (“the Foundation”, “we”, “us” or “our”) is an independent non-profit voluntary association registered as a non-profit organisation in South Africa under NPO number 333-492-NPO. We support Riverwood College and its community through our charitable objectives.

For the purposes of POPIA, the Foundation is responsible for personal information that it decides to collect and use. Contact our privacy contact at foundation@riverwoodcollege.co.za.

2. What information we collect

Depending on how you interact with us, we may collect:

• Contact details, such as your name and email address, when you contact us or complete a website form.
• Donation-related information, such as the donation amount, date, transaction reference and payment status. Online payments are processed through iKhokha or another payment service shown at checkout; we do not intend to collect or store full card details ourselves.
• Pickleball booking information, such as booking date and time and player or booking details submitted through Jotform, our separate booking platform.
• Technical and usage information, such as IP address, browser and device information, pages visited, referring pages and interactions with the website, where collected through website logs, cookies or analytics tools.

Please do not send us personal information that is not needed for your enquiry or transaction.

3. How and why we use information

We use personal information only where permitted by law and where reasonably necessary to:

• respond to enquiries and communicate with you;
• receive, record, reconcile and acknowledge donations;
• administer, confirm and manage pickleball bookings;
• operate, secure, maintain and improve our website and services;
• understand general website usage and performance through analytics;
• maintain financial, accounting, governance and other records required by law; and
• protect our rights, prevent fraud, and meet legal or regulatory obligations.

Where processing relies on consent, you may withdraw that consent. Withdrawal will not affect processing already lawfully carried out, and we may still need to retain or use information where another lawful basis applies.

4. Cookies and analytics

We may use cookies and similar technologies, and may introduce analytics tools in future, to help the website function, remember preferences, measure traffic and understand general visitor activity. As at the date of this policy, Google Analytics has not yet been set up by the Foundation. If we introduce Google Analytics or another analytics tool, this policy will also apply to the information collected through that tool, and we will update this notice if needed to describe material changes. The information collected may include pages visited, time spent on pages, referring pages, browser and device details, IP address and general usage patterns, depending on the tools and settings used.

You can manage cookies through your browser settings and, where available, through the website’s cookie controls. Blocking some cookies may affect website functionality. Where consent is required by applicable law or the relevant tool’s settings, non-essential cookies or tracking will not be enabled until the required consent has been obtained. When analytics are introduced, the Foundation should review the website’s consent settings and tracking configuration before activation.

5. When we share information

We may share relevant information with service providers who help us operate the website or deliver a service, including:

• iKhokha or the payment provider used to process donations;
• Jotform, the third-party platform used for pickleball booking forms;
• website hosting, analytics, email, IT, accounting and professional service providers; and
• regulators, law-enforcement bodies or other parties where required or authorised by law.

We share only information reasonably needed for the relevant purpose. Service providers may process information under their own privacy terms and may store or process it outside South Africa. Jotform’s published Privacy Policy states that form data is stored in the United States by default, with an EU storage option available; the Foundation should check its account settings to confirm the arrangement that applies to its booking forms. See Jotform’s Terms of Use at https://www.jotform.com/terms/ and Privacy Policy at https://www.jotform.com/privacy/. We will take steps required by POPIA where personal information is transferred outside South Africa. Please consult the relevant provider’s privacy notice for details of its processing.

6. Security and retention

We take reasonable technical and organisational steps to protect personal information against loss, unauthorised access, misuse, alteration or disclosure. No website or electronic transmission can be guaranteed completely secure.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide services, resolve disputes, maintain required financial and organisational records, and comply with legal obligations. Financial and supporting records may need to be retained for at least seven years under the Foundation’s financial procedures or applicable law. When information is no longer required, we will securely delete it, destroy it or de-identify it where appropriate.

7. Your rights

Subject to applicable law, you may ask us to:

• confirm whether we hold personal information about you and request access to it;
• correct information that is inaccurate, incomplete, outdated or misleading;
• delete information that we are no longer authorised or required to retain;
• object to certain processing or withdraw consent where consent is the basis for processing; and
• address concerns about how your information has been handled.

To make a request, email foundation@riverwoodcollege.co.za and describe your request. We may need to verify your identity and may be unable to comply where the law permits or requires us to retain information or refuse a request. You may also complain to the Information Regulator of South Africa: https://inforegulator.org.za/ (email: complaints can be submitted through the Regulator’s current complaints channels; general enquiries: enquiries@inforegulator.org.za).

8. Children’s information

Our programmes support learners, including children, but the website’s donation and booking features are not intended to invite children to provide unnecessary personal information. Where we process personal information about a child, we will do so only where permitted by POPIA and with any required authorisation or safeguards.

9. Links to other websites

Our website contains links to third-party websites and services. Once you leave our website, the other provider’s privacy policy and terms apply. We are not responsible for the privacy practices of external sites, so please review their notices before submitting information.

10. Updates to this policy

We may update this Privacy Policy to reflect changes to our services, technology or legal obligations. The latest version will be published on our website with the updated date.

11. Contact

For privacy questions or requests, contact:
Riverwood Foundation
Email: foundation@riverwoodcollege.co.za
Website: www.riverwoodfoundation.co.za
NPO number: 333-492-NPO

Information Regulator of South Africa: https://inforegulator.org.za/