Privacy Policy

WrestleOS (“we”, “us”) operates the wrestling club management platform at wrestleos.app from Cape Town, South Africa. For the purposes of POPIA, WrestleOS is the responsible party for personal information processed on this platform. Contact us at admin@wrestleos.app for anything in this policy.

When a wrestler is registered, we collect:

Identity details — surname, full names, nickname, sex, date of birth, South African ID number, place of birth, home language and home address. School details — school name and grade. Sport details — wrestling style, age category and weight class. Health information — health notes and allergies you choose to disclose so that coaches and officials can keep the wrestler safe. Documents — a copy of the wrestler’s ID document or birth certificate and an identification photo. Parent/guardian details — names, telephone numbers and email addresses. Consent records — digital signatures, the signer and witness names, and timestamps for the anti-doping and indemnity declarations. Account details — email address and authentication data. Correspondence — emails you send to our @wrestleos.app addresses.

Most wrestlers on WrestleOS are under 18. POPIA restricts the processing of children’s personal information; we process it only with the consent of a parent or legal guardian (a “competent person” under POPIA), which is captured during registration when a parent or guardian completes and signs the wrestler’s consent forms. A parent or guardian may withdraw this consent at any time by contacting us, subject to the consequences for club and federation registration described in section 8.

Health notes and allergies are special personal information under POPIA. We process them solely so that clubs, coaches and event officials can protect the wrestler’s safety and respond to medical situations, and only with the explicit consent given at registration. We do not use health information for any other purpose.

We process personal information to: register wrestlers with their club in line with South African Wrestling Federation (SAWF) and United World Wrestling (UWW) requirements; verify age and identity for correct age-category and weight-class placement; record legally required anti-doping and indemnity consents; enable club administrators to manage their members; send transactional email about registrations and consent forms; and, only where you have opted in or may reasonably expect it, send news about WrestleOS. Every direct-marketing email we send includes a way to opt out, as required by section 69 of POPIA.

A wrestler’s information is visible to: the wrestler themselves; their linked parents or guardians; administrators of the club they belong to; and WrestleOS platform administrators. Consent and registration records may be shared with the SAWF and its structures where required for the wrestler’s participation in the sport. We do not sell personal information.

We use vetted service providers (operators, in POPIA terms) to run the platform: Vercel (hosting), Neon (database, hosted on AWS in the United States), Clerk (authentication), Resend (email, hosted in the European Union) and Uploadthing (document and photo storage). Some of these providers store information outside South Africa. We only use providers that are bound by contractual and statutory protections substantially similar to POPIA, as permitted by section 72 of the Act.

We keep registration and consent records for as long as the wrestler is registered on the platform, and thereafter for as long as the SAWF, anti-doping rules or South African law require records of participation and consent to be retained. If a registration is deleted, associated documents, signatures, parent details and health information are deleted with it.

All traffic to WrestleOS is encrypted in transit. Personal information is stored in access-controlled databases, documents are stored with authenticated upload and access controls, and administrative access is limited by role. If we ever have reason to believe personal information has been accessed by an unauthorised person, we will notify the Information Regulator and affected people as required by section 22 of POPIA.

Under POPIA you may: ask what personal information we hold about you or your child; request correction of inaccurate information; request deletion of information we are not required to keep; object to processing, including direct marketing; and withdraw consent previously given. Send any of these requests to admin@wrestleos.app and we will respond within a reasonable time. Access requests are handled in terms of the Promotion of Access to Information Act, 2 of 2000 (PAIA).

If you believe we have processed personal information unlawfully, you may complain to us first, or directly to the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg; complaints.IR@inforegulator.org.za; inforegulator.org.za.

We may update this policy as the platform grows. Material changes will be announced on the platform, and the effective date above will always reflect the current version.