Introduction

InstaPix (Pty) Ltd (“SportPix”, “InstaPix”, "we", "our", or "us") is committed to safeguarding your privacy and ensuring strict confidentiality concerning your personal information. We adhere to privacy regulations of South Africa, including the Protection of Personal Information Act 4 of 2013 (“POPIA”) and the Promotion of Access to Information Act 2 of 2000 (“PAIA”). By using the SportPix website or its services, you signify your acceptance of this Privacy Policy. Please read carefully to understand clearly how we collect, use, protect, and manage personal information.

1. Definitions

• Personal Information: Information about an identifiable natural or juristic person as defined in POPIA.
• Processing: Any operation concerning your Personal Information, including collection, storage, usage, disclosure, or deletion.
• User: Any individual accessing or utilising SportPix services, including website visitors, customers, and verified account holders.

2. Information We Collect

We collect and process information provided directly by you, including:

• User provided information: Name, surname, email address, cellphone number, physical (courier delivery) address, payment records, order details, user preferences.
• Automatically created accounts: When you supply your email during the checkout process, a user account will be created automatically.
• Event-related athlete data: For certain events, we collect from event organisers athletes' first name, last name, bib numbers, team/club names, and official finishing/race times. This allows athletes to search and find their event photography easily. Athlete-related information and search capability is strictly limited to individual events and never searchable broadly across SportPix’s platform.

3. How We Use Your Personal Information

SportPix processes your personal data to:

• Administer website services and validate user accounts and verified profiles using OTP verification for phone numbers.
• Fulfill purchased orders: processing and digital delivery of photos and physical print distributions via courier.
• Provide customer assistance and respond effectively to queries or issues.
• Customise and enhance your website experience.
• Deliver targeted marketing newsletters (explicitly from SportPix only) to registered users who receive these communications initially by default but can opt out anytime.
• Fulfil obligations under applicable South African law and regulations.

4. How We Manage Marketing

• By providing your email address to our website (including automatic account creation at checkout), you may initially receive our direct marketing email communications (newsletters or related promotions).
• You may opt out of all marketing communications at any time through your user profile on SportPix’s website (or via email response containing clear instructions).
• We never share, rent, or sell email addresses with third parties or external marketing agencies.
• We never use your verified cellphone number for marketing purposes or share this information externally.

5. Information Collected from Event Partners

For selected events, official event organisers may supply SportPix with participant data for the photography search process (including first and last name, bib number, team/club name, event times). SportPix uses this data solely for accurately matching photos to athletes on an event-by-event basis. This information is not searchable publicly apart from within the intended event specifically.

6. Analytics and Tracking Technologies

SportPix utilises several analytics, marketing, and performance-monitoring tools, including but not limited to:

• Google Analytics (web performance and analytics)
• Google Ads (advertisement tracking and remarketing)
• Meta (formerly Facebook) Ads and related Meta Pixel (for targeted marketing and tracking)
• Error monitoring and server/client performance diagnostics software.

Personal data may be transmitted outside South Africa when using these global platforms. This usage and sharing are strictly anonymised and do not include your sensitive billing or personal identifiable details.

7. Cookies

Our website incorporates session cookies for essential website-functionality, performance and user experience. Cookies track your website visit and usage without storing identifiable data. Your browser settings allow you to manage acceptance or rejection of cookies. Certain features or functions may be limited if cookies are disabled.

8. Protected Categories and Minors’ Privacy

Occasionally, specific categories of event photos may contain identified minors. To enhance privacy protection for minors, these categories are secured behind verified user access (requiring OTP-verified accounts).

This approach remains a “best-effort” strategy - we cannot guarantee placement of every minor’s photo into protected categories, as we depend on our administrative staff or event organisers identifying athletes as minors. If an athlete’s image is captured and not placed within a protected category, a verified guardian or parent can request immediate photo removal through our official communication channels.

9. Storage of Personal Information and Data Location

SportPix securely stores all Personal Information on dedicated database and application servers located exclusively in secure data centres within South Africa.

However, due to the substantial volume of data, original photographic image files themselves are stored securely on Cloudflare’s R2 Storage Platform, with facilities located outside the country, typically in the USA or EU.

In addition, certain anonymised user data may be shared internationally via tools and services such as Google Analytics, Google Ads, Facebook/Meta Pixel, and other performance or analytics tools, stored in data centres located outside South Africa.

Your use of SportPix services explicitly indicates acceptance of this secure international storage arrangement.

10. Cross-border Data Transfers

Necessary data may be securely transferred or stored internationally through above-mentioned service providers utilised by SportPix. By using SportPix services, you consent to these cross-border information transfers in compliance with POPIA.

11. Security and Payment Information

Payments via PayFast are securely encrypted using industry-standard SSL encryption protocols. We do not store any payment/card details on any of our servers or databases. Payment and card information are managed, encrypted, and stored securely by PayFast separately from your general customer information.

12. Your Rights and Personal Data Management

In compliance with POPIA, you have the right to:

• Request access, reviewing, updating, or correction of your data;
• Request we delete your personal data (subject to South African laws);
• Object to processing of your data;
• Withdraw prior data processing consent.

To utilise these rights, please contact our Privacy Officer through the contact details provided below.

13. Links and External Websites

Our website may contain external hyperlinks to third-party websites or services. We explicitly disclaim responsibility or liability regarding external websites. Please review each third-party site’s privacy policies prior to using those external websites or services.

14. Changes to our Privacy Policy

This Privacy Policy may be periodically updated to remain compliant with relevant laws or practices. Notifications of significant change will be clearly highlighted on the website. Please review regularly to stay informed about our latest privacy practices.

15. Contacting Us (Privacy Queries & Concerns)

Questions or inquiries regarding our Privacy Policy may be addressed in writing to our Privacy Officer at:

InstaPix (Pty) Ltd
Attention: Privacy Officer
3 Highland Road
Hillcrest, 3610
Durban
South Africa

Email: support@sportpix.co.za

We undertake to investigate promptly and respond appropriately.

By continuing to use SportPix services, you explicitly understand and consent to this clearly defined Privacy Policy.