# Privacy Policy
**Last updated: 30 July 2026**
This policy explains what personal information VIER collects, why, and what you can do about it. It is written to meet the Protection of Personal Information Act (POPIA).
## Who is responsible
| | |
|—|—|
| Responsible party | VIER EVENTS (PTY) LTD, trading as VIER |
| Information Officer | Alexander Spratt |
| Email | alex@runvier.co.za |
| Telephone | +27 79 0277 095 |
| Address | 62 Geelhout avenue hartenbos heuwels, Hartenbos, Western Cape, 6520 |
## What we collect, and why
### If you register a team
Through our registration form we collect: team name, captain’s name, cell number and email address, and for each of the four runners their full name, age, gender, email address and cell number.
We use it to run the series: confirming your team qualifies (four runners, at least one woman, at least one runner 55 or older, everyone 20 or older, combined age 165 or more), recording round declarations, scoring the championship, and contacting your captain about round logistics, weather calls and safety.
**What appears publicly on this website:** team names, captains’ names, runners’ names and ages, and results. This is deliberate. The series works because rosters are public and only round declarations are secret, and it is explained on the registration form before you submit.
**What never appears publicly:** email addresses, cell numbers and gender. Contact details for runners are not stored on this website at all. The captain’s contact is stored in a field that is not published.
If you would prefer a runner’s age not to be shown next to their name, tell us and we will remove it.
### If you buy kit
Name, email address, telephone number, delivery address where relevant, and your order history.
We use it to process and deliver your order, handle returns, and keep the accounting records the law requires.
**Payment information.** Card details are captured and processed entirely by our payment provider on their systems. We never receive or store your card number. If you pay by EFT, we see the payment reference and the account name your bank sends us.
### If you just visit
Our host keeps standard server logs (IP address, browser, pages requested) for security and troubleshooting. WordPress sets functional cookies, and if you use the shop, cookies that remember your cart and login. We do not run advertising trackers.
Our registration form is hosted by Google Forms, so submitting it also involves Google as a processor.
## Our lawful basis
We process this information because it is necessary to perform our agreement with you (running your team’s participation, fulfilling your order), to comply with legal obligations such as keeping tax records, and in some cases with your consent, which you may withdraw at any time.
## Who we share it with
Only where necessary, and only what is necessary:
– Our hosting provider, which stores the website and its database
– Our payment provider, for card payments
– The courier, for delivered orders, receiving the name, address and phone number
– Google, as the host of the registration form
– Our accountant or SARS, where the law requires it
We do not sell your personal information, and we do not share it for marketing.
## Where it is stored
On South African servers with our hosting provider. Google Forms data may be stored outside South Africa, which POPIA permits where the receiving country or provider offers comparable protection.
## How long we keep it
Team and results data is kept as a record of the series, since past standings are part of its history. Contact details are kept while your team is active and for 12 months afterwards. Order and financial records are kept for **five years**, as tax law requires. Server logs are kept for 30 days.
## How we protect it
The site runs over encrypted HTTPS. Administrator access is limited to the organiser. Software is kept updated and the site is backed up daily off site. We store no card data.
No system is perfect. If a breach affects your personal information, we will notify you and the Information Regulator as POPIA requires.
## Your rights
You may:
– Ask what personal information we hold about you
– Have it corrected or updated
– Ask us to delete it, where we are not legally required to keep it
– Object to how we are using it
– Withdraw consent you previously gave
– Complain to the Information Regulator
Email **hello@runvier.co.za** and we will respond within a reasonable time, normally 30 days. We may ask you to confirm your identity first, so that we are not handing someone else’s information to a stranger.
**Information Regulator of South Africa**
Email: complaints.IR@justice.gov.za
Website: https://inforegulator.org.za
## Children
The series is for runners aged 20 and older, so we do not knowingly collect information about children. If you believe we have, tell us and we will delete it.
## Changes
We may update this policy. The current version always sits at this address, with the date of the last change at the top.