Privacy Policy

Who is responsible

CoolPlay Trust is the responsible party for personal information collected through this website. We are based in Cape Town, South Africa. Questions about this policy, and requests about your personal information, can be sent to info@coolplay.co.za.

What we collect and why

• Contact form: your name, email address, subject and message, so that we can read and answer your enquiry.
• Emails and calls: anything you choose to tell us when you write to info@coolplay.co.za or phone +27 (0) 71 745 1655.
• Volunteer registration: the details you enter on our volunteer form, which is hosted by Google Forms, so that we can follow up with you about volunteering.
• Donations: card, QR and online payments are processed by our payment partners (see below). We may receive notice of the donation and the details you give the payment provider or your bank, such as your name, email address and payment reference, so that we can acknowledge your gift and keep financial records.
• Technical data: our hosting provider records standard technical information when you visit the website, such as IP address, browser type and the pages requested, to deliver and secure it. We also use anonymous, aggregated website analytics to see which pages are used.

How we use personal information

We use personal information to respond to enquiries, coordinate volunteers, acknowledge donations and keep financial records as the law requires, keep the website secure and working, and understand how it is used so that we can improve it. We do not sell personal information and we do not use it for advertising.

Where POPIA requires a legal basis, we rely on your consent, on the need to respond to your request, on legal obligations, or on our legitimate interest in running a secure website and charity.

Who we share it with

We share personal information only with service providers who help us run the website and our work, and only as much as they need:

• Vercel — website hosting, anonymous analytics and bot protection.
• Resend — delivery of contact form messages to our inbox.
• Google Forms — volunteer registration.
• Yoco, SnapScan and TrustBridge Global (Giving Space) — payment processing for donations, under their own privacy notices.

We may also disclose personal information where the law requires it. Some of these providers process information on servers outside South Africa; where that happens we take reasonable steps to make sure the information is protected to a standard comparable with POPIA.

Cookies and tracking

We do not use advertising or cross-site tracking cookies, and our website analytics do not rely on cookies. Sites you open from our pages, such as payment pages, Google Forms, YouTube and social networks, have their own cookies and privacy notices.

How long we keep it

We keep personal information only for as long as we need it for the purpose it was collected, or for as long as the law requires us to keep records, for example financial records. When we no longer need it we delete or de-identify it.

Security

We take reasonable technical and organisational measures to protect personal information, including encrypted (HTTPS) connections to this website and bot protection on our contact form. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.

Children

This website is intended for adults: donors, volunteers, partners, parents and guardians. We do not knowingly collect personal information from children through the website. If you believe a child has sent us personal information, please email info@coolplay.co.za and we will delete it.

Your rights

Under POPIA you may ask us to confirm whether we hold personal information about you, to give you access to it, and to correct or delete it. You may also object to our processing or withdraw consent you have given. To exercise these rights, email info@coolplay.co.za; we may need to verify your identity first. If you are unhappy with how we handle your information, you may complain to the Information Regulator (South Africa).

• Information Regulator (South Africa)

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last updated.