How Cape Town Basketball Association collects, uses, protects, and shares information across the CTBA website, dashboards, and related services.
This page is written so you can see how the CTBA digital platform—which runs competitions, clubs, finance, transfers, and member portals—translates into data practices. It is not a substitute for independent legal advice, but it is meant to be clear and complete for everyday members.
This Privacy Policy describes how Cape Town Basketball Association (“CTBA”, “we”, “us”) handles information when you use our official website, member dashboards, APIs, and related digital services (together, the “platform”). CTBA acts as the responsible party for league operations; clubs and teams act under CTBA direction and their own governance, but this policy focuses on what the software collects and why.
The platform connects associations, clubs, teams, players, parents and guardians, officials, treasurers, and public visitors.
If you use a club or third-party site that links to CTBA, that site may have its own policy—this document applies to CTBA-controlled services only.
2. What the platform does (so you know where data comes from)
Understanding the product helps you understand the data. The CTBA platform is used to run competitions and registrations; publish and manage fixtures, venues, and results; maintain rosters and attendance; process inter-club transfers with approvals; handle invoices, payments, and proof-of-payment review; store documents; send announcements and newsletters; surface in-app notifications; produce reports; and keep audit logs for accountability. Each feature may create or update records tied to your account or your family’s accounts.
Public pages may show limited information (for example fixtures, standings, or news) without exposing private dashboard data.
Signed-in dashboards are scoped by role so you only see data appropriate to your assignment.
We collect identifiers and contact details needed to run safe, auditable basketball operations and to meet safeguarding and registration expectations.
Account data: name, username, email address, phone number where provided, role assignments, association/club/team scope, authentication metadata, and session context.
Profile and compliance data: date of birth, gender where collected, emergency contacts, profile photo, identity document type and upload where required for registration or transfers.
Support and communications: messages you send via Contact, FAQ submissions, and similar channels, including metadata needed to respond.
Operational records are generated as clubs and teams use the system. These may relate to you or, for minors, to a child you are linked to as a parent or guardian.
Registrations, rosters, team assignments, attendance, training sessions, fixtures, match participation, statistics, ratings where enabled, discipline or incident notes where the module exists, and transfer requests with status history.
Officials’ assignments, availability, match reports, and payment records related to officiating.
We use data to deliver the services you expect: authenticate users, enforce permissions, publish schedules and results, operate transfers and finance workflows, communicate with members, investigate issues, and meet governance requirements. Access is role-based: association staff, club administrators, team staff, players, parents, treasurers, and officials each receive the minimum practical visibility for their duties—not the entire database.
Automated processing includes standing calculations, eligibility checks (for example roster or transfer locks), and notification generation when configured.
We do not sell personal information. Marketing use, if any, is limited to association communications you have opted into (such as newsletter subscribers).
Signed-in use relies on session mechanisms (for example secure cookies or tokens) so the application can remember who you are and which role is active. We may also rely on standard infrastructure logging (IP address, user agent, timestamps) for security and reliability.
You can control cookies through your browser; disabling essential cookies may prevent sign-in or dashboard use.
We retain information for as long as needed to operate the league, satisfy legal or insurance obligations, resolve disputes, and maintain historical competition integrity. Records may be stored on infrastructure hosted in or accessible from South Africa or other regions depending on our hosting and email providers; we apply contractual and technical safeguards appropriate to the risk.
Operational sharing occurs between authorised CTBA roles, clubs, and designated team staff within the platform’s permission model.
Processors (such as hosting, email, or backup vendors) may handle data under agreement and only for defined purposes.
We may disclose information if required by law, court order, or to protect the safety, rights, or integrity of members and the competition.
You may request access to or correction of inaccurate personal data through CTBA support channels. Some league records (for example match results or disciplinary outcomes) may need to remain accurate for historical reasons even after a profile is updated. Where applicable law provides additional rights (including objection or erasure), we respond in line with CTBA policy and operational constraints.
You can update parts of your profile directly in the app where enabled; other changes may require a club or association administrator.
You may unsubscribe from marketing emails using the link in those messages when newsletters are used.
Where players are minors, we expect a parent or guardian to be involved in account linkage, transfers, payments, and consent where the platform requires it (for example parent acknowledgement on transfer requests). Parent and guardian dashboards are designed to show child-related operational data appropriate to the household—not other families’ records.
We may update this Privacy Policy when the platform or legal context changes. The “Last updated” date at the top reflects the latest revision. Continued use after material changes means you acknowledge the updated policy; we will use reasonable means to draw attention to significant updates (for example on the website or by email where appropriate).
For privacy questions, corrections, or concerns, contact CTBA through the Contact page or the official channels published in the site footer. Include your name, role, and club or team so we can route your request efficiently.
