Privacy Notice
Version 2026.09.09 · Effective 9 September 2026
This notice explains how SportStack Technologies (Pty) Ltd, operating TeamSheet, processes personal information. It is intended to provide notice under the Protection of Personal Information Act 4 of 2013 (POPIA). A school may be the responsible party for school-controlled records while TeamSheet acts as its operator; TeamSheet is generally the responsible party for its own account, security, support and billing records. The exact allocation may also be recorded in the school's agreement with TeamSheet.
Information we process
Depending on the feature and your relationship with a school, this can include account and contact details; school, team and role assignments; learner and guardian links; fixtures, selections, attendance, results and statistics; communications and delivery records; transport and tour information; indemnity and emergency information; photographs and uploaded documents; payment and subscription status; device, security, IP-address and audit information; and support correspondence.
Medical, identity, child and other sensitive information receives restricted access and is processed only where the responsible party has an appropriate lawful basis and authority.
Why we process it
We process information to provide and secure the platform; authenticate users and enforce role scope; administer school sport; publish information authorised for the relevant audience; deliver requested communications; manage subscriptions; keep audit and legal records; provide support; prevent misuse; and comply with legal obligations.
Acceptance of the Terms is not blanket consent for every processing activity. Processing may rely on contract, legal obligation, legitimate operational interests, school authority, guardian authority or specific consent, depending on the record and purpose. Direct marketing and optional publicity permissions are handled separately where required.
Sharing and service providers
Information is shared only with authorised school or event users, linked recipients, audiences selected through publication controls, and service providers needed for hosting, storage, email, push notifications, payment, maps, document processing, security and support. Providers must receive only what is reasonably needed and must be governed by appropriate confidentiality and data-protection arrangements. International processing or storage must use safeguards required by POPIA.
We do not sell private learner or parent information and do not disclose it to sponsors for behavioural advertising.
Retention and security
Retention depends on the record, the responsible school's instructions, safeguarding needs, an active service relationship and applicable contractual, audit or legal duties. Some security, assistant and scorecard records have configured expiry processes; other school-controlled records remain subject to the school's documented retention decisions and authorised deletion or export workflows. A deletion request is assessed against those duties rather than promising automatic deletion on a fixed date. TeamSheet uses role-aware access, encryption for selected sensitive fields, audit trails, backups and other reasonable safeguards. No online system can guarantee absolute security.
Where there are reasonable grounds to believe personal information has been unlawfully accessed or acquired, the responsible party will follow the applicable investigation and notification duties, including notification to the Information Regulator and affected people where required.
Your rights
Subject to applicable law, you may ask whether we hold your information, request access or correction, object to certain processing, request deletion where retention is no longer lawful, withdraw a consent that was the basis for optional processing, or complain to the responsible school, TeamSheet or the Information Regulator. Identity and authority may be verified before a request is completed, especially for a child's records.
Contact the Information Officer at support@teamsheet.co.za. Access-to-record requests are handled under our PAIA process. The Information Regulator is available at inforegulator.org.za.
Cookies
TeamSheet uses essential session, security and preference storage needed to sign in, prevent forgery, remember interface choices and operate the service. See the Cookie Notice. Non-essential advertising or behavioural analytics technologies will not be introduced without the notices and choices required at that time.
Contact
Questions or privacy requests may be sent to support@teamsheet.co.za. Use Legal and Contact Information for operator or formal contact enquiries.
Document version 2026.09.09 · SHA-256 e4c8988a077cef8ae028adde678480063611cf43ae259dc66f8c5871866dfee8