Privacy policy
How Octafield Club collects, uses and protects personal information, under POPIA in South Africa and the GDPR in Europe and the UK.
Last updated 5 September 2026
In short. We collect only what you send us through the enquiry form or by contacting us directly, plus anonymous website analytics. We do not sell your information, we do not share it for advertising, and you can ask us to delete it at any time by emailing hello@octafieldclub.com.
1. Who we are
This site is operated by Octafield (Pty) Ltd ("Octafield Club", "we", "us"), a company registered in the Republic of South Africa.
For the purposes of POPIA we are the responsible party. For the purposes of the UK and EU GDPR we are the data controller in respect of information collected through this website.
| Contact | hello@octafieldclub.com |
| Information Officer | Renaldo Bothma |
| +27 83 579 6504 |
2. What we collect
Information you give us
When you complete the enquiry form we collect your name, club or organisation, email address, country, what you are interested in, and anything you write in the message field. If you contact us by WhatsApp or email we hold that correspondence.
Information collected automatically
We use privacy-friendly analytics that record aggregate information such as pages viewed, approximate country, referring site, device type and browser. This is collected without cookies and is not used to identify individuals.
If you consent to optional analytics cookies, Google Analytics collects additional usage information. See our cookie policy.
What we do not collect
We do not collect payment details through this website, we do not use advertising or tracking pixels, and we do not build profiles for marketing purposes.
3. Why we use it, and our lawful basis
| Purpose | Lawful basis (GDPR) | POPIA justification |
|---|---|---|
| Replying to your enquiry | Steps prior to entering a contract, and legitimate interests | Consent and legitimate interests |
| Sending you a proposal or measurement report you asked for | Steps prior to entering a contract | Consent |
| Anonymous website analytics | Legitimate interests | Legitimate interests |
| Optional analytics cookies | Consent | Consent |
| Meeting legal or accounting obligations | Legal obligation | Compliance with an obligation of law |
4. Who we share it with
We use a small number of service providers who process information on our behalf. We do not sell personal information to anyone, and we do not share it for advertising.
| Provider | Purpose | Where processed |
|---|---|---|
| Vercel Inc. | Website hosting and delivery | United States and global edge network |
| Web3Forms | Delivering enquiry form submissions to our inbox | European Union |
| Umami | Cookieless website analytics | European Union |
| Google (Analytics) | Optional usage analytics, only if you consent | United States and global |
| Email provider | Receiving and storing correspondence | European Union or United States |
5. Sending information outside South Africa and the EEA
Some of the providers above process information outside South Africa and outside the European Economic Area, principally in the United States.
Where that happens we rely on section 72 of POPIA, on the basis that the recipient is subject to binding obligations providing an adequate level of protection, and on the European Commission's Standard Contractual Clauses for transfers subject to the GDPR.
6. How long we keep it
| Enquiries that do not become clients | 24 months from last contact |
| Correspondence with clients | Duration of the relationship, then 5 years |
| Records kept for tax and company law | As required by South African law, generally 5 years |
| Aggregate analytics | 26 months |
You can ask us to delete your information sooner and we will do so unless we are required to keep it.
7. Your rights
Under POPIA and the GDPR you have the right to:
- Ask what personal information we hold about you, and get a copy
- Have inaccurate information corrected
- Have information deleted where we have no continuing reason to keep it
- Object to processing based on legitimate interests
- Withdraw consent at any time, without affecting anything done before
- Ask us to restrict processing, or to provide your information in a portable format
- Lodge a complaint with a regulator
To exercise any of these, email hello@octafieldclub.com. We will respond within 30 days.
8. Complaints
South Africa — Information Regulator (South Africa), JD House, 27 Stiemens Street, Braamfontein, Johannesburg. Email: complaints.IR@justice.gov.za
European Union — the supervisory authority in your country of residence.
United Kingdom — Information Commissioner's Office, ico.org.uk
We would prefer you raised it with us first, and we will try to resolve it.
9. Security
The site is served over HTTPS with HSTS enforced. Access to enquiry data is limited to those who need it. No transmission over the internet is entirely secure, and we cannot guarantee absolute security, but we take reasonable technical and organisational measures to protect information in our care.
10. Children
This website is aimed at people acting for sports clubs in a professional capacity. We do not knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.
11. Changes
This policy sits alongside our terms of service and cookie policy.
If we change this policy we will update the date at the top. Material changes will be highlighted on this page for a reasonable period.
A note on our platform. This policy covers this website. Where we run a website, app or supporter database for a club, that club is the responsible party for its supporters' information and we act as its operator or processor under a separate written agreement. Supporters should refer to their club's own privacy notice.