Privacy policy

1. Who is responsible

Here for the Women's Race SA (Pty) Ltd is the responsible party for the personal information described here. Our information officer can be reached at info@hereforthewomensrace.org.za, and our full particulars are at the foot of this page.

2. What we collect, and why

Orders. Name, email, phone number, delivery address and delivery notes. We need these to take payment, pack a parcel and get it to you. We keep order records for five years, which is the period tax law requires.
Payments. Handled by PayFast (Payfast (Pty) Ltd) on their own pages. We never receive or store your card number. We keep only their payment reference and the outcome.
Grant applications. Name, contact details, age band, province, discipline, your story, budget and any links you share. Used to assess and administer grants and to report anonymised impact figures. Kept for five years after the relevant cycle.
PBO verification. Organisation details, SARS PBO reference, Section 18A documentation and signatory contact details. Used to verify status and administer the pass-through agreement. Kept for the life of the partnership plus five years.
Partner enquiries and contact messages. Name, work email, phone and your message. Used to reply. Kept for two years.
Newsletter. Your email address, until you unsubscribe.
Technical. Our host records standard request logs for security and reliability. We run no advertising trackers and set no marketing cookies. The cart is stored in your own browser, not on our servers.

3. Cookies and local storage

This site sets no cookies of its own, and runs no advertising or third-party tracking. What it does keep lives in your own browser's storage, never leaves your device, and is there only to make the site work:

Your cart (hftwr:cart), so it survives a reload or a closed tab.
A draft of a long form (hftwr:athlete-form and similar), so an interrupted grant application is not lost. It is cleared when you submit.
Your privacy choice (hftwr:consent:v1), so we do not ask on every page.
Your last order reference, for the length of the browser session, so the page you return to from payment can show your order.

These are strictly necessary, so they do not need your consent, and there is no way to switch them off and still have a working cart. Clearing your browser data removes them.

Analytics. We do not currently run any. If we add page-view counting, it will be off until you turn it on, and never used for advertising. Change your mind at any time through on this page.

PayFast. When you pay, you are taken to PayFast's own pages, where they set their own cookies under their own privacy policy. We cannot control or switch those off from here, and we receive none of them.

4. On what basis

We process order and delivery information because it is necessary to perform our contract with you. We process grant, PBO and partner applications with your consent, given on the form. We keep tax and accounting records because the law obliges us to. You can withdraw consent at any time, though we may then be unable to continue assessing an application.

5. Who else sees it

Our payment provider, to take payment.
Our courier, to deliver your parcel: name, address and phone number only.
Our email provider, to send order confirmations and replies.
Grant panel members, for applications; and for philanthropic grants, the partner public benefit organisation that disburses the funds.
Corporate funders receive impact reports that name a beneficiary only where that person has agreed to it.

We do not sell personal information, and we do not share it for anyone else's marketing.

6. Where it is stored

Form submissions and orders are stored in Cloudflare's D1 database and R2 storage under a data processing agreement, on servers in the European Union. Transfers outside South Africa are made on the basis that the recipient is subject to laws or binding agreements that uphold principles of lawful processing comparable to POPIA, as section 72 requires.

7. How we protect it

The site is served over HTTPS. Uploaded documents, such as a Section 18A letter, go to private storage that is never served publicly. Access is limited to the people who need it. We hash the IP address behind a form submission rather than storing the address itself.

8. Your rights

You may ask what we hold about you, ask us to correct or delete it, object to processing, or ask for a copy in a portable form. Email info@hereforthewomensrace.org.za and we will respond within two working days, and complete the request within 30 days. If you are unhappy with our answer you may complain to the Information Regulator (South Africa), at complaints.IR@justice.gov.za.

9. Children

Grant applicants may be 16 or older. Where an applicant is under 18 we ask for a parent or guardian's consent before processing the application further.

10. PAIA manual

Our manual under the Promotion of Access to Information Act 2 of 2000 will be published at this address once it has been through legal review. Until then, send access requests to info@hereforthewomensrace.org.za and we will deal with them under the Act.

11. Changes

If we change this policy we update the review date above, and we tell subscribers by email where the change is material.