Last updated: [insert date once finalized]
This Privacy Policy explains what personal information Totem collects, why, how it's used and protected, and what rights you have — in line with South Africa's Protection of Personal Information Act (POPIA).
Who this applies to
Totem is used by clubs and schools ("the Organization") to manage sports team selection, fixtures, and results. The Organization is generally responsible for the personal information of its players, coaches, and staff entered into Totem, including obtaining any necessary consent — see "Children's information" below. Totem (operated by [Hyperianlabs — confirm exact registered entity name]) processes this information on the Organization's behalf.
What we collect
- Players: name, date of birth, sport/position, performance ratings, VO2 max (if entered), fixture and results history.
- Staff/coaches: name, email address, phone number (if entered).
- Account holders: email address, and any information provided at signup (club/school name).
Totem does not collect payment card details directly — if your organization is on a paid plan, that's handled entirely by Stripe, who has their own privacy practices.
Why we process this information
- To operate the core service — team selection, fixture scheduling, results tracking, and coach/parent-facing print sheets.
- To send result notifications by email to relevant coaches and staff.
- To operate free/paid plan limits and, where applicable, billing.
Children's information
Much of the information in Totem relates to children (anyone under 18). POPIA requires a valid legal basis to process a child's personal information — generally, consent from a parent or guardian, unless another exception applies. Obtaining this consent is the Organization's responsibility, since players and parents do not use Totem directly. Organizations are asked to confirm this when creating their account, and a consent form template is provided to help.
Who we share information with
We use a small number of service providers ("sub-processors") to run Totem:
- Supabase — database hosting and login. Data is currently hosted in [confirm region, e.g. the EU].
- Resend — sends result-notification emails.
- Stripe — payment processing, for organizations on a paid plan.
How long we keep information
[Retention period to be confirmed — e.g. data is kept while the organization has an active account, and deleted within X days/months of account closure or a valid deletion request.]
Your rights
Parents/guardians, coaches, and staff can request access to, correction of, or deletion of personal information held about them or their child by contacting their Organization directly, who can action this within Totem, or by contacting us at [insert contact email].
Security
Access to each Organization's data is restricted to that Organization's own logged-in staff only, enforced at the database level. Data is transmitted over encrypted connections (HTTPS).
Information Officer
[Name and contact details of Totem's registered Information Officer, once appointed]
Contact us
Questions about this policy or your information can be directed to [insert contact email].