Privacy notice — online meeting entries

This notice explains how personal information submitted through the online entry forms on djaho.co.za and in the free Djaho Live Android app is used, in line with the Protection of Personal Information Act (POPIA).

What we collect

• Athlete: name, surname, gender, date of birth, school/club, and the race entered. Where the organiser allows it, a team entry may give the athlete's age instead of a date of birth.
• Federation entry details, only where the meeting's entry form asks for them: the athlete's ID or passport number, federation licence number and demographic code.
• Contact: a parent/guardian or team manager's name, email address and optional phone number.
• Connection: the IP address of the connection the entry was sent from, kept with the entry only to limit how many entries one connection can send in an hour, to stop abuse.

In the Android app, an entry you have not yet sent, and the contact details you typed, are kept on your phone until the entry is sent or you remove it. Uninstalling the app removes them. The full privacy policy describes the app in more detail.

Why we collect it

Solely to administer the meeting you are entering: building start lists, assigning athletes to the correct age category, calculating results and team scores, and letting the organiser contact you about the entry. Date of birth is used only to determine the age category and is never shown publicly — published results show the age group only. ID and passport numbers, licence numbers and demographic codes go to the organiser for the federation's entry records and are never shown publicly either.

Who sees it

The meeting's organiser receives the entries in the Djaho meeting-management software. Entries are not sold or shared with anyone else. Published results pages show only what you would see on a printed results board: name, team, race, position and time.

How long we keep it

Entry records are removed from this website within 6 months after the meeting. The organiser retains their own meeting records, as they would with paper entries.

Consent for minors

Entries for athletes under 18 must be submitted by, or with the authority of, a parent or guardian. Team managers confirm they have this authority for every athlete they enter.

Questions or removal requests

To ask what is stored about your athlete, or to have an entry corrected or removed, use the contact page or contact the meeting organiser directly.