Privacy Policy
Last updated: 16 August 2026
Who we are
Capital City FC (“we”, “us”, or “our”) provides the Capital City Live Membership service (the “Service”). The Service is a membership management and collections platform that helps Capital City FC register players, manage guardian accounts, track payments, and communicate with members.
What information we collect
We collect the following personal information through the Service:
- Parent / guardian information — name, email address, phone number, WhatsApp number, and relationship to the player.
- Player / member information — name, date of birth, age group, team assignment, medical information necessary for safe participation, and any other details required to register and manage a player at the club.
- Membership and registration information — season, registration date, membership start and end dates, team allocation, pro-rata calculations, registration fee, membership fee, and related membership history.
- Account and payment records — contracted amounts, payments received, credits, outstanding balances, payment references, and notes related to an account.
- WhatsApp communication information — message content, message timestamps, delivery and read status, phone numbers, and related metadata when you communicate with us through WhatsApp or when the Service sends messages to you via WhatsApp.
Why we collect and process this information
We collect and use personal information to:
- Register players and manage memberships and guardian accounts.
- Allocate players to teams, age groups, and seasons.
- Calculate and record registration fees, membership fees, pro-rata amounts, credits, and payments.
- Manage billing, payment collection, and account balances.
- Communicate with parents and guardians about membership, payments, team matters, and club updates.
- Send payment reminders, registration confirmations, and other membership-related messages, including via WhatsApp.
- Keep financial records accurate and comply with our legal and operational obligations.
- Maintain the security, reliability, and functionality of the Service.
WhatsApp and Meta
We use the WhatsApp Business Platform, provided by Meta Platforms, Inc. and its affiliates, to send and receive membership-related communications. When you communicate with us through WhatsApp, or when the Service sends messages to your WhatsApp number, the message content, delivery status, and related metadata are processed by Meta as a service provider on our behalf. Meta’s use of this information is governed by Meta’s own privacy and data-processing terms.
Payment information
Payments are processed by third-party payment providers. Capital City Live Membership does not need to store full card or bank account details. We keep records of payment references, amounts, dates, and the resulting account balance for billing and reconciliation purposes.
Service providers
We may share personal information with trusted technology and service providers where this is necessary to operate the platform, host data, authenticate users, send messages, and process payments. These providers are only permitted to process personal information for the purpose of providing their services to us, and they are contractually required to protect the data.
Data security and retention
We protect personal information using appropriate technical and organisational measures, including access controls, encryption in transit, and secure authentication. We retain personal information only for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Financial records may be retained for the period required by applicable law.
Your rights
You have the right to ask what personal information we hold about you, to request correction of inaccurate information, and to request deletion of your personal information in accordance with applicable law. We may need to retain certain information where required by law or for legitimate business purposes, such as financial records.
We do not sell personal information
Capital City FC does not sell, rent, or trade personal information to third parties for their own marketing purposes.
Contact us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us at cayl@capitalcityfc.co.za.
Data Deletion Requests
A parent or member may request deletion of their personal information by emailing us at cayl@capitalcityfc.co.za. We will process your request in accordance with applicable law and our data retention obligations. Please note that we may need to retain certain information where required by law or for legitimate business purposes, such as financial records.