How we handle your information you provide to us
Updated: 14 March 2016
1. What information do we collect about you and why?
The information we collect from you allows you to log into our Sites; use our Services and
Applications; and register for and/or set up registration for you or your organization’s own
customers for events, contests, camps, licenses, classes, tickets, facility/equipment use,
transactions, sales, memberships, reservations, donations, and/or activities (collectively,
“Events”). We also collect information from businesses, organizations, and individuals who
request information from Entrytime.
Individuals and agents of individuals may provide us information directly or indirectly by registering
for an Event or by otherwise using our Services (these individuals are referred to as “Consumers”).
For example, you may enter your information in order to register for an Event, or someone who
has organized a team may enter your information on your behalf to register your entire team. In
addition, individuals or organizations can use our Services to set up Events for Consumers (those
who use our Services to provide a service to Consumers are referred to as “Clients”). Relatedly,
our Clients (including agents of our Clients) may provide us personal information about individuals
who have registered for an Event being operated by our Client or who the Client wants us to
contact or otherwise provide Services to on behalf of the Client.
2. What information do we collect directly from you?
Account Information for our Sites: You may browse our Sites without creating an online account
or providing us with your information, but to use certain features or to register for an Event, you
may need to create an account or otherwise provide us with information. When you create an
account with us or register for an Event, we may ask you to provide the following:
- Your first and last name;
- Your email address and your desired password;
- Your personal South African Identification number or Passport number;
- Your date of birth;
- Your subscription preferences (whether and what types of information you would like us to send you);
- Your medical aid details;
- Emergency contact details;
- Relevant sporting body license numbers;
- Information about your activities and interests;
- Other profile data, such as contact information, occupation, gender and photo;
- Payment information, such as credit card or financial account numbers (if applicable).
Log in Information for our Sites: Once you have signed up for a particular Entrytime Site, on
subsequent visits to the same Site, you may simply need to enter your user ID or email address
(as applicable) and password to gain access to the Site; however, for certain Sites, your login
credentials will only gain you access to Events held by the particular Client with whom you
originally registered. In some cases, you may be able to use your log in credentials to access
multiple Entrytime Sites.
When you visit the Site, our servers automatically record information that your browser sends
whenever you visit a website. This information may include, but is not limited to, your computer`s
Internet Protocol address, browser type, the web page you were visiting before you came to our
Site and information you search for on our Site. Like many websites, we also use “cookies” to
collect information. A cookie is a small data file that we transfer to your computer`s hard disk for
record-keeping purposes. We use “session ID cookies” to enable certain features of the Site, to
better understand how you interact with the Site and to monitor aggregate usage and web traffic
routing on the Site. You can instruct your browser, by changing its options, to stop accepting
cookies or to prompt you before accepting a cookie from the websites you visit. If you do not
accept cookies, however, you may not be able to use all portions of the Site or all functionality of
3. How do we use your information?
We may use the information that we gather about you for the following purposes:
- To provide our Services to you, to communicate with you about your use of our Services
and for other customer service purposes;
- To provide information that you have requested to receive from us in response to your optin
- To provide our Services at the request of our Clients;
- To administer Events;
- To provide and post results of Events;
- To improve our Sites and Services by providing personalized experiences, location
customization, personalized help, and instructions;
- For marketing and advertising purposes; for example, we may use your information to
display targeted advertisements to you on our Sites and to assist us in advertising our
Services on third party websites;
- To send you email, follow-up questions about your Event or your participation in an Event,
news and newsletters, promotions, and/or invitations to visit the Site;
- To better understand how users access and use our Sites and Services, both on an
aggregated and individualized basis, and for other research purposes.
- If you decide at any time that you no longer wish to receive such communications, please
follow the unsubscribe instructions provided in any of the communications or update your
“user preferences” information. (See “Changing or Deleting Information,” below.)
Clients should note that we may use information we receive or collect regarding Consumers
(including without limitation via an Event registration page) in accordance with the terms of this
Policy, including in the manner set forth above. Notwithstanding the foregoing, in certain contexts,we collect information on behalf of our Clients subject to contractual requirements that limit our
ability to use and transfer your information in ways that are more narrow than those in this Policy
(e.g., the information be only used as necessary to provide Services to the Client and/or for other
specified purposes). In those limited circumstances, your information is subject to those
contractual requirements and not to this Policy, subject to enforcement by the applicable Client.
If your information is collected on behalf of a third party, it will be evident at the time that you
provide such information. This Policy does not cover our Clients’ use of your information outside
of our Services. You should contact that party directly to determine if your information is subject
to such limitations on uses and to ascertain how the third party will make use of your information.
Information sharing and disclosure
Entrytime Users: We will display your Personal Information in your profile page. None of your
information you provide will be accessible by other Entrytime users. When you enter an event
your information will be accessible by the event organiser to prepare your participation in the
event. You can review and revise your profile information at any time under the My Profile tab
once logged in.
Aggregate Information and Non-Identifying Information: We may share aggregated information
that does not include Personal Information and we may otherwise disclose Non-Identifying
Information and Log Data with third parties for industry analysis, demographic profiling and other
purposes. Any aggregated information shared in these contexts will not contain your Personal
Information. We may share aggregated information that includes your Personal Information, NonIdentifying
Information and Log Data with third parties for industry analysis and demographic
profiling and to deliver targeted advertising about other products and services.
Service Providers, Business Partners and Others: We may employ third party companies and
individuals to facilitate our service, to provide the service on our behalf, to perform Site-related
services (including but not limited to maintenance services, database management, web analytics
and improvement of the Site’s features) or to assist us in analysing how our Site and service are
used. These third parties have access to your Personal Information only for purposes of
performing these tasks on our behalf. We may also provide Personal Information to our business
partners or other entities with whom we have cooperative relationships so that they can send you
promotional and other information and engage in any of the activities described in Section 2
above. You can, at any time, opt out of receiving such communications.
Compliance with Laws and Law Enforcement: Entrytime cooperates with government and law
enforcement officials and private parties to enforce and comply with the law. We will disclose any
information about you to government or law enforcement officials or private parties as we, in our
sole discretion, believe necessary or appropriate to respond to claims and legal process (including
but not limited to subpoenas), to protect the property and rights of Entrytime or a third party, to
protect the safety of the public or any person, or to prevent or stop any activity we may consider
to be, or to pose a risk of being, illegal, unethical, inappropriate or legally actionable.
Business Transfers: Entrytime may sell, transfer or otherwise share some or all of its assets, including
your Personal Information, in connection with a merger, acquisition, reorganization or sale of assets
or in the event of bankruptcy.
5. Changing or deleting your information
All registered users may review, update, correct or delete the Personal Information provided in their
registration or account profile by contacting us or by changing their “user preferences” in their
account. If you completely delete all such information, then your account may become deactivated.
6. How secure is information about me?
We have implemented commercially reasonable precautions, including, where appropriate,
password protection, encryption, and secure socket layering to protect our Sites and the
information we collect from loss, misuse and unauthorized access, disclosure, alteration, and
destruction. Please be aware that despite our best efforts, no data security measures can
guarantee 100% security all of the time. Please keep this in mind when disclosing any of your
personal information via the Internet.
You should take steps to protect against unauthorized access to your password, computer, and
web-enabled devices, among other things, by signing off after using a shared computer, inserting
a password on your web-enabled device, choosing a password that nobody else knows or can
easily guess, keeping your password private, and periodically changing your password. You
should never share your log-in information with others. We are not responsible for any lost, stolen
or compromised passwords, or for any activity on your account via unauthorized password
7. International transfer
Your information may be transferred to — and maintained on — computers located outside of your
state, province, country or other governmental jurisdiction where the privacy laws may not be as
protective as those in your jurisdiction. If you are located outside South Africa and choose to provide
information to us, Entrytime transfers Personal Information to the South Africa and processes it
represents your agreement to that transfer.
7. Our policy toward children
This Site is not directed to children under 18. We do not knowingly collect personally identifiable
information from children under 13. If a parent or guardian becomes aware that his or her child
has provided us with Personal Information without their consent, he or she should contact us
at firstname.lastname@example.org . If we become aware that a child under 13 has provided us with Personal
Information, we will delete such information from our files. Parents have the right to consent to
the collection and use of personal information from children under the age of 13 (collectively,
“Children,” and individually, a “Child”) without also consenting to the disclosure of such information
to outside third parties, except in order to provide the Services. Entrytime does not share personal
information collected from Children with third parties for any purpose other than to provide the
How long is my Child’s information retained?
We will retain the information we collect for as long as your or your Child’s account is active, as
needed to provide our Services. You may close your or your Child’s account by contacting us.
Nonetheless, we may retain your or your Child’s information for an additional period as is
permitted or required to comply with our legal obligations, resolve disputes, and enforce our
agreements. Please note that even if we delete your or your Child’s information, it may persist on
backup or archival media and other information systems.
8. Changes to this policy
We may change this Policy from time to time, so be sure to check back periodically. If we
make any changes to this Policy that materially affect our practices with regard to the personal
information we have previously collected from you, we will endeavour to notify you in advance
of such change, by highlighting the change on the Sites or by sending an email to you at the
email address that you have registered with us. Your continued use of the Services after any
changes or revisions to this Policy will indicate your agreement with the terms of the revised
If we make material changes to how we use personal information collected from Children
under age 13, we will notify parents by email (at the address provided to us) in order to obtain
verifiable parental consent for the new uses of the Child’s personal information.
9. Contact Us
Entrytime regularly reviews its practices regarding personally identifiable information and this
Policy. If you have any questions, comments or concerns, please contact us at:
National: 086 722 7006
Head Office: 011 844 0410
Fax: 086 642 8835