Last Updated: December 2025
1. Introduction
Harford Sports Promotions (PTY) Ltd (“HSP”, “we”, “us”, or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website hsp.co.za, register for our events, or interact with our services.
This policy complies with the Protection of Personal Information Act (POPIA) of South Africa and other applicable data protection legislation.
By using our website or services, you consent to the collection and use of information in accordance with this policy.
2. Information We Collect
2.1 Personal Information You Provide
We may collect the following personal information that you voluntarily provide to us:
- Event Registration Information: Name, surname, date of birth, gender, contact details (email address, phone number), postal address, emergency contact information, medical information (where relevant for event safety), identity or passport number (for verification purposes), cycling or running club affiliation.
- Contact Form Submissions: Name, email address, phone number, and any other information you choose to provide in your message.
- Payment Information: When you register for events, payment card details are processed securely through third-party payment processors. We do not store complete payment card information on our systems.
- Marketing Preferences: Your consent to receive promotional communications and newsletters.
2.2 Information Collected Automatically
When you visit our website, we may automatically collect certain information, including:
- Usage Data: IP address, browser type, device information, pages visited, time spent on pages, referring website addresses.
- Cookies and Tracking Technologies: We use cookies and similar technologies to enhance your experience. See Section 8 for more details.
2.3 Event Photography and Video
During our events, we may capture photographs and video footage for promotional, marketing, and media purposes. By participating in our events, you acknowledge that such content may be captured and used by HSP.
3. How We Use Your Information
We use the information we collect for the following purposes:
- Event Management: To register you for events, communicate event details, process payments, provide race results and timing information, and ensure participant safety.
- Customer Service: To respond to your inquiries, provide support, and communicate with you about our services.
- Marketing Communications: To send you newsletters, promotional materials, and information about upcoming events (where you have consented to receive such communications).
- Legal Compliance: To comply with legal obligations, respond to legal requests, protect our rights, and ensure the security of our services.
- Event Improvement: To analyze participation patterns, improve our events, and enhance the overall participant experience.
- Sponsorship and Partner Activation: To fulfill obligations to event sponsors and partners (e.g., sharing anonymized or aggregated participant data).
4. Legal Basis for Processing
Under POPIA, we process your personal information based on the following lawful grounds:
- Consent: Where you have provided explicit consent for specific purposes (e.g., marketing communications).
- Contractual Necessity: Where processing is necessary to fulfill our contractual obligations to you (e.g., event registration and management).
- Legitimate Interests: Where processing is necessary for our legitimate business interests (e.g., improving our services, ensuring event safety).
- Legal Obligations: Where processing is required to comply with legal or regulatory requirements.
5. How We Share Your Information
We may share your personal information in the following circumstances:
5.1 Service Providers and Partners
We work with trusted third-party service providers who assist us in operating our events and website, including:
- Timing and Results Providers: To record and publish race results.
- Payment Processors: To process event registration payments securely.
- Marketing Platforms: To send newsletters and promotional communications.
- Logistics and Supplier Partners: To deliver event services (e.g., medal fulfillment, bib distribution).
- IT Service Providers: For website hosting, data storage, and technical support.
These service providers are contractually obligated to protect your information and use it only for the purposes we specify.
5.2 Event Sponsors and Media
We may share anonymized or aggregated participant data with event sponsors for activation and reporting purposes. We may also provide media outlets with access to events for coverage purposes.
5.3 Legal Requirements
We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
5.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the acquiring entity.
6. Data Security
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Secure server infrastructure and encrypted data transmission (SSL/TLS)
- Access controls and authentication procedures
- Regular security assessments and updates
- Staff training on data protection and privacy
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:
- Event Registration Data: Retained for the duration of the event and for up to 7 years thereafter for legal, financial, and historical record purposes.
- Marketing Communications: Retained until you withdraw your consent or unsubscribe.
- Website Usage Data: Typically retained for up to 2 years for analytics purposes.
When personal information is no longer needed, we will securely delete or anonymize it.
8. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience and analyze website usage. Cookies are small text files stored on your device that help us recognize you and remember your preferences.
Types of Cookies We Use:
- Essential Cookies: Necessary for the website to function properly (e.g., session management).
- Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics).
- Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness.
You can control cookie settings through your browser preferences. However, disabling certain cookies may limit your ability to use some features of our website.
9. Your Rights Under POPIA
Under the Protection of Personal Information Act, you have the following rights regarding your personal information:
- Right to Access: You may request access to the personal information we hold about you.
- Right to Correction: You may request that we correct any inaccurate or incomplete personal information.
- Right to Deletion: You may request that we delete your personal information, subject to certain legal exceptions.
- Right to Object: You may object to the processing of your personal information for certain purposes (e.g., direct marketing).
- Right to Restrict Processing: You may request that we limit how we use your personal information.
- Right to Data Portability: You may request a copy of your personal information in a structured, commonly used format.
- Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time.
To exercise any of these rights, please contact us using the details provided in Section 12.
10. Marketing Communications and Opting Out
If you have consented to receive marketing communications from us, you may opt out at any time by:
- Clicking the “unsubscribe” link in any marketing email
- Contacting us directly at tanya@hsp.co.za
- Updating your communication preferences in your account (if applicable)
Please note that even if you opt out of marketing communications, we may still send you transactional or administrative messages related to events you have registered for.
11. Third-Party Websites
Our website may contain links to third-party websites, including sponsor websites, social media platforms, and partner services. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.
12. Children’s Privacy
Some of our events may be suitable for children (e.g., Kiddies Ride). When children participate, we require that a parent or legal guardian provide consent and complete the registration on their behalf. We do not knowingly collect personal information directly from children under the age of 18 without parental consent.
13. International Data Transfers
Your personal information is primarily processed and stored in South Africa. If we transfer your information outside of South Africa, we will ensure that appropriate safeguards are in place to protect your information in accordance with POPIA requirements.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. The “Last Updated” date at the top of this policy indicates when it was last revised. We encourage you to review this policy periodically. Your continued use of our services after any changes indicates your acceptance of the updated policy.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Harford Sports Promotions (PTY) Ltd
Email: tanya@hsp.co.za
16. Complaints
If you believe that we have not handled your personal information in accordance with POPIA or this Privacy Policy, you have the right to lodge a complaint with the Information Regulator of South Africa:
Information Regulator (South Africa)
Website: www.justice.gov.za/inforeg/
Email: inforeg@justice.gov.za
By using our website and services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.