Privacy Policy & POPIA Notice

1. Responsible party

Vault Golf Club is the responsible party for personal information processed in connection with your membership, as defined under the Protection of Personal Information Act, 4 of 2013 (“POPIA”). Contact: hello@vaultgolfclub.co.za

2. Information we collect

• Name, email address, and phone number (provided at signup)
• Membership tier, billing cycle, and payment status
• Booking history (dates, times, session types)
• Biometric data: facial recognition templates stored on the ZKTeco access control device (collected separately at enrollment — see section 5)
• Access logs: timestamps of successful and unsuccessful entry attempts

3. Why we collect it

• To administer your membership and process payments
• To enable booking and manage bay availability
• To control physical access to the facility
• To comply with our legal obligations

4. How we share it

We share your personal information with:

• Paystack — payment processing (South Africa). Paystack is PCI-DSS compliant.
• Supabase — secure cloud database hosting.

We do not sell your personal information to third parties.

5. Biometric data — POPIA Section 26

Facial recognition templates are special personal information under POPIA and are only collected with your explicit, informed consent. By consenting to biometric enrollment you agree that:

• Your facial recognition template will be stored on the ZKTeco device at the Vault premises only
• It will be used solely for the purpose of controlling access to the bay
• It will be deleted upon termination of your membership
• You may withdraw consent at any time by contacting us — biometric access will be disabled and your template deleted within 5 business days

6. Data retention

We retain your personal information for as long as your membership is active and for 3 years thereafter, unless a longer retention period is required by law. Biometric templates are deleted within 5 business days of membership termination.

7. Your rights under POPIA

You have the right to: access the personal information we hold about you; request correction of inaccurate information; request deletion of your information (subject to legal retention obligations); object to processing; and lodge a complaint with the Information Regulator of South Africa at justice.gov.za/inforeg.

8. Security

We implement appropriate technical and organisational measures to protect your personal information, including encrypted storage, access controls, and TLS in transit.

9. Contact

For any privacy-related query or to exercise your rights: hello@vaultgolfclub.co.za