Data Deletion Policy for Future Fit Sports

Effective Date

August 12, 2025

Last Updated

August 12, 2025

Website

https://www.futurefitsports.co.za/data-deletion

1. Purpose

This policy outlines how Future Fit Sports manages the deletion of personal data collected through our digital services, including our website (https://www.futurefitsports.co.za), plugins, and WhatsApp-based systems. It ensures transparency, user control, and compliance with the Protection of Personal Information Act (POPIA) of South Africa, the General Data Protection Regulation (GDPR) where applicable, and other relevant global data privacy regulations. This policy also addresses requests from public authorities for personal data, aligning with our commitment to data protection.

2. What Data We Collect

We may collect and process the following personal data:

  • Identification Info: Name, email address, contact number
  • Account Credentials: Username, account activity
  • GPS & Activity Data: LiveTrack links, race info, performance logs
  • Communication Logs: WhatsApp chats, subscription responses
  • Payment Info: Subscription records, transaction metadata
  • Technical Data: IP address, browser type, session data

3. Your Right to Deletion

Under POPIA and applicable global privacy laws, you have the right to:

  • Request deletion of all personal data we hold about you
  • Know what data we retain and the legal basis for retention
  • Be notified if your data was shared with third parties
  • Receive confirmation once your data is permanently removed

4. How to Request Deletion

You can initiate a deletion request via:

Please include your registered email or phone number to verify your identity. We will acknowledge receipt within 5 business days.

5. Deletion Process

Upon receiving and verifying your request, we will:

Step Action
1 Acknowledge receipt within 5 business days
2 Verify your identity using registered details
3 Delete all personal data from live systems
4 Anonymize GPS/activity records where applicable
5 Notify third parties (if data was shared) of the deletion request
6 Send confirmation of deletion within 30 calendar days

6. Exceptions to Deletion

We may decline or delay deletion if:

  • Required by law, tax, or payment regulations (e.g., retention of PayFast invoices for 5 years as per South African tax law)
  • Necessary to resolve disputes, enforce agreements, or protect our legal rights
  • An ongoing subscription is active—deletion will be scheduled upon cancellation, with written notification

All exceptions will be communicated in writing within 10 business days, including the legal basis and expected retention period.

7. Backup & Archival Data

Deleted data may remain in secure offline backups for up to 90 days. These backups:

  • Are inaccessible for normal operations
  • Are encrypted using AES-256 encryption and rotated monthly
  • Are permanently deleted after the retention period expires, with logs maintained for audit purposes

8. Third-Party Services

If your data was shared with third parties (e.g., Twilio, PayFast, Google Analytics), we will notify them of your deletion request where legally feasible and in accordance with their data retention policies. We will provide you with a list of notified third parties upon request.

9. Handling Requests from Public Authorities

We are committed to safeguarding your data and have the following policies for requests from public authorities:

  • Required Review of Legality: All requests for personal data will be reviewed by our legal team to ensure compliance with POPIA, GDPR, or other applicable laws. Requests must be supported by a valid legal basis (e.g., court order, warrant).
  • Provisions for Challenging Requests: We reserve the right to challenge requests deemed unlawful, including consulting external legal counsel or appealing to relevant authorities.
  • Data Minimization: We will disclose only the minimum personal data necessary to comply with a lawful request.
  • Documentation: All requests, our responses, the legal reasoning, and involved actors will be documented and retained for 5 years in a secure, encrypted log.

10. Children’s Data

We do not knowingly collect or store data from persons under the age of 13. Any such data discovered will be deleted immediately upon identification or notification, with a report sent to the relevant authority if required.

11. Policy Changes

We may update this policy to reflect changes in legal requirements or operational practices. The latest version will be available at https://www.futurefitsports.co.za/data-deletion. Significant changes will be notified via email to registered users or a prominent website banner at least 30 days prior to implementation.

12. Contact Us

For questions about this policy or to exercise your data rights: