1. Introduction
This Privacy Policy explains how the Sanlam Cape Town Marathon mobile application (the "App") collects, uses, discloses and safeguards your personal information when you register, sign in, view race information, share your live location during a race, or otherwise use the App.
The App is operated by Asem Running (Pty) Ltd ("we", "us", "our") in connection with the Sanlam Cape Town Marathon and associated events (the "Events"). This Policy should be read together with the Cape Town Marathon Terms and Conditions published on the official event website.
For terms governing use of the App itself, see our Mobile App Terms of Service.
We comply with the Protection of Personal Information Act, No. 4 of 2013 (POPIA) of the Republic of South Africa, and, where applicable, the European Union General Data Protection Regulation (GDPR).
Plain English summary: we collect what we need to run the race, keep you safe, show you results, and let your friends and family follow you live. We never sell your data. You can ask us to delete it at any time.
2. Information We Collect
2.1 Account information
- Full name and surname
- Email address
- Mobile phone number
- Date of birth and gender
- Identity / passport number (where required for race entry)
- City and country of residence
- Encrypted password for App sign-in
2.2 Race participation information
- Race entry, distance and bib number
- Starting batch, pen and seeding
- Timing splits, finishing time and official results
- Historic participations and results across previous Events
- Emergency contact name and phone number
- Relevant medical information you choose to share (e.g. allergies, chronic conditions, blood type) for use only by emergency or medical personnel attending to you during an Event
2.3 Location data
The App collects precise GPS location only when you explicitly enable Live Tracking. When Live Tracking is on, the App runs in the background using a foreground service (Android) or background location mode (iOS) and continuously transmits your latitude, longitude, speed and timestamp to our servers so your position can be shown on the live race map and shared with spectators following you.
You may stop tracking and withdraw this consent at any time by toggling Live Tracking off in the App, or by revoking the location permission in your device settings.
2.4 Device and diagnostic information
- Device model, operating system and language settings
- App version and installation identifier
- Crash logs and performance diagnostics (via Sentry)
- App interaction events for product improvement
- Battery level (only while Live Tracking is enabled, to warn you of low power)
3. How We Use Your Information
| Purpose | Information used |
|---|---|
| Manage your race entry, bib allocation and start pen | Account info, race participation info |
| Display your live position on the race map and share it with spectators you have authorised | Precise GPS location, bib number, name |
| Provide official timing, splits and finishing results | Race participation info, location at timing mats |
| Send race-related communications (start times, route changes, weather alerts) | Email address, phone number, push notification token |
| Provide medical assistance during an Event | Name, bib, emergency contact, medical info, location |
| Display historic results and the Hall of Fame | Name, finishing time, year, distance |
| Identify and fix technical issues, prevent fraud, secure the service | Device info, crash logs, diagnostics |
4. Sharing of Information
We share information only as set out below. We do not sell your personal information.
4.1 Spectators
When you have Live Tracking enabled, your name, bib number, race distance and live GPS position become visible to anyone who opens your share link, scans your QR code, or searches for you by name or bib number in the App's Spectator View. This is the core purpose of Live Tracking.
4.2 Service providers
We share information with trusted service providers who help us operate the App and the Event, under contractual obligations of confidentiality and security. These currently include:
- Faces Events — App backend, race timing and live tracking infrastructure
- Howler — race entry and payment processing (subject to Howler's terms)
- Sentry — crash reporting and error diagnostics
- Google Maps — map tiles and routing
- Apple App Store and Google Play — App distribution and updates
4.3 Emergency and medical personnel
If you require emergency or medical attention during an Event, we may share your name, bib, location, emergency contact and the medical information you have provided with paramedics, ambulance services, hospitals and other medical personnel attending to you.
4.4 Sponsors, partners and sporting bodies
We share aggregated and anonymised participation statistics with Western Province Athletics, Athletics South Africa, World Athletics, and Event sponsors. We do not share your personal information with sponsors for direct marketing without your separate consent.
4.5 Legal disclosures
We may disclose information where required by law, court order or to protect the rights, property or safety of any person.
5. Your Rights
You have the right to:
- Access the personal information we hold about you
- Correct or update inaccurate information
- Request deletion of your account and associated information
- Withdraw consent for Live Tracking at any time
- Object to direct marketing communications
- Lodge a complaint with the Information Regulator (South Africa) or, if you reside in the EU, your local supervisory authority
To exercise any of these rights, email raceoffice@capetownmarathon.com with the subject line "Mobile App — Privacy Request". We will respond within 30 days.
6. Data Retention
We retain personal information only for as long as needed for the purposes set out in this Policy, or as required by law:
- Live GPS location data: retained for 90 days after the Event for results review and dispute resolution, then anonymised or deleted
- Race results: retained indefinitely as part of the official historic record
- Account information: retained while your account is active and for 5 years thereafter for accounting and legal purposes
- Medical information: deleted within 30 days after the relevant Event unless a medical incident is being investigated
- Crash logs and diagnostics: retained for 90 days
You may request earlier deletion at any time, subject to our legal retention obligations.
7. Data Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure or destruction. All data transmitted between the App and our servers is encrypted in transit (TLS 1.2 or higher). Passwords are hashed using industry-standard algorithms. Server infrastructure is hosted in geographically secure data centres with controlled access, monitoring and regular backups.
You play an important role too: please choose a strong password, keep your device locked, and never share your sign-in credentials.
8. Children
The App is not intended for use by children under 13. Participants under 18 must have a parent or legal guardian agree to the Cape Town Marathon Terms and Conditions on their behalf and accept this Privacy Policy.
9. International Transfers
The App is operated from the Republic of South Africa. If you use the App from outside South Africa, your information will be transferred to, processed and stored in South Africa, and may also be processed by service providers in the European Union or United States. Where information is transferred outside South Africa, we ensure equivalent levels of protection through binding contracts and recognised safeguards.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes to the App, our practices, or applicable law. The "Last updated" date at the top of this page will be revised whenever changes are published. Material changes will be brought to your attention through the App or by email.
11. Contact Us
For any questions about this Privacy Policy, please contact:
Asem Running (Pty) Ltd
Race Office, Sanlam Cape Town Marathon
Email:
raceoffice@capetownmarathon.com
Website:
capetownmarathon.com
For privacy-specific concerns under POPIA, you may also contact South Africa's Information Regulator at inforegulator.org.za.