Privacy notice
How MemberOne collects, uses, shares and protects personal information, and what your rights are under the Protection of Personal Information Act, 2013 (POPIA).
Who we are
MemberOne (Pty) Ltd is a company registered in South Africa. In this notice, “MemberOne”, “we” and “us” mean that company; “the platform” means the MemberOne member app, club portal and the systems behind them.
The two roles we play
This distinction determines your rights and who you should approach.
- For member information, your club is the responsible party and we are its operator. Your club decides what member data is held and why; we process it on the club’s documented instruction, under a written agreement, in order to run the platform. Requests about your membership record are best directed to your club, who can also instruct us.
- For this website and for direct enquiries, MemberOne is the responsible party. That covers people who contact us about a demo, a partnership or a job.
What we collect
- Membership information supplied by your club: name, member number, membership category, email address, mobile number, handicap index where the club holds one, and your subscription status.
- Information you create by using the app: bookings and cancellations, playing partners and guests you add, competition entries, wallet top-ups and payments, discounts applied, notification and appearance settings.
- Payment information: the amount, date, outlet and reference of each transaction. We do not receive or store full card numbers. Card details are entered on the payment gateway’s hosted checkout page and remain with the gateway.
- Technical information: device type, browser, IP address, sign-in times and security events, and error logs. We use this to keep the platform secure and working, not to profile you.
- Information you send us directly: what you put in an email or an enquiry to us.
This website itself does not collect personal information. The enquiry form on our contact page composes an email in your own email application — nothing is submitted to or stored by this site.
Why we process it
- To provide the platform to you on your club’s behalf — bookings, wallet, member pricing, competitions, notices and your member card.
- To process payments, apply the correct member pricing, and maintain an accurate transaction ledger.
- To keep accounts and money secure, prevent and investigate fraud or abuse, and meet our record-keeping obligations.
- To support you when something goes wrong, and to improve the platform.
- To reply to enquiries you send us.
We rely on the performance of your membership contract with your club and our agreement with the club, our legitimate interests in operating and securing the platform, compliance with legal obligations, and — where required — your consent, which you may withdraw at any time.
Who we share it with
- Your club, which is the responsible party for your membership information.
- Our payment gateway, to process card top-ups and payouts.
- Infrastructure and communication providers who host the platform and deliver the sign-in codes and notifications, under contracts that restrict them to processing on our instruction.
- Professional advisers, auditors and authorities, where we are legally required or where it is necessary to establish or defend a legal claim.
We do not sell personal information, and we do not share it with third parties for their own marketing.
Where it is stored
We host the platform and its database in South Africa where the provider offers a South African region. Where a service provider processes information outside South Africa, we only use providers that afford an adequate level of protection or are bound by contractual terms meeting POPIA’s requirements for cross-border transfers.
How long we keep it
Membership information is retained for as long as your club instructs, and then deleted or anonymised. Financial and transaction records are kept for the periods required by South African tax and company law. Security logs are kept for a limited period appropriate to their purpose.
Security
We use encryption in transit, access controls and least-privilege administration, one-time codes rather than stored passwords for member sign-in, hosted checkout so card data never reaches our systems, an immutable transaction ledger, monitoring, backups and restore testing. No system is perfect; where a breach affects your personal information we will notify the Information Regulator and affected people as POPIA requires.
Your rights
Under POPIA you may ask to know what personal information we hold about you, to have inaccurate information corrected, to have information deleted or destroyed where we are no longer entitled to keep it, to object to processing in certain circumstances, and to complain.
For membership information, start with your club. For anything else, contact us at hello@memberone.co.za. You also have the right to complain to the Information Regulator of South Africa at inforegulator.org.za.
Children
Junior members are enrolled by their club, and a parent or guardian’s consent is obtained by the club as POPIA requires for the personal information of a child.
Cookies
This website uses no advertising or analytics cookies. The member app and club portal use only the storage strictly necessary to keep you signed in and to remember your display preferences.
Changes
We will post any change to this notice on this page and update the date at the top. Material changes affecting members will also be communicated through the club.
Contact
MemberOne (Pty) Ltd, South Africa — hello@memberone.co.za.