How we use your information

HOW WE USE YOUR INFORMATION WHO IS ASKING Van Gaalen Kaasmakerij, Portion 260, Skeerpoort, 0232, North West Province, South Africa, is the responsible party for this information under the Protection of Personal Information Act 4 of 2013 (POPIA). Our Information Officer is Victor Schipper, who can be reached at victor@vangaalen.co.za or on 083 560 3318. Vergenoeg Reserve is given access to the members list so its staff can check membership at its own trailhead, because your membership covers both properties. Vergenoeg staff see only the short list described under WHAT STAFF SEE below. WHAT WE COLLECT When you join, we collect: - your first name and surname - your email address - your phone number - the membership you buy, and the dates it starts and ends - your payment record - the name you type to sign the indemnity, and your acceptance of it - the date and time you signed, the internet address (IP address) you signed from, and which make of browser you used While the site is in use, we also record: - the internet address of any phone that opens the staff members list, and when. If that list ever leaked, this is the only way we could narrow down which phone had it. - the internet address, and a scrambled one way copy of the email address, of anyone who uses the "find my pass" page. This exists only to stop somebody guessing at addresses in bulk. The address itself is never stored in readable form there. We do not ask for or keep a photograph of you. JUNIOR MEMBERSHIPS A junior membership is for someone under 18. Only their parent or legal guardian may buy it, and that person reads this notice and gives each agreement on this page on the junior's behalf. For a junior membership, the name on the membership is the junior's. The email address, phone number, signature and payment are the parent's or guardian's, and the pass and every email about it go to them. We do not ask for a junior's date of birth, email address or phone number. We never see or store your card number. Your card details go directly to our payment provider and never reach this website. WHAT YOUR EMAIL ADDRESS IS USED FOR Your email address is used for these things and nothing else: - to send you your membership pass and your membership number when you join - to send your pass again if you ask for it on the "find my pass" page - to tell you about something affecting your membership itself, such as it being close to running out We do not sell your address, rent it, or hand it to anybody else for their own marketing. Separately, and only if you tick the optional box for it, we will also use your address to send you occasional news about the trails, such as events, route changes and closures. That is not required to join, it is not ticked for you, and you can stop it at any time by replying to any of those emails, or by contacting us at victor@vangaalen.co.za or on 083 560 3318. Stopping it has no effect on your membership. WHY WE COLLECT THE REST To issue your membership, to take payment for it, and so that staff can check at the trailhead that you are a current member. WHAT STAFF SEE Staff at either farm look your name up on a list on a phone. That list shows your name, your membership number, which membership you hold and when it runs out. It does not show your email address, your phone number or your payment record. WHO ELSE HANDLES IT - Yoco, our card payment provider, takes your payment. They receive your name, your email address and the amount, and they handle your card details directly. We never receive your card number. - Resend, our email provider, delivers the emails described above. They receive your email address and what those emails say. - Hostinger, our web host, stores this website and its database. Resend and Hostinger both operate outside South Africa. None of these three is permitted to use your information for their own purposes. IS IT VOLUNTARY Giving us this information is voluntary. You do not have to. But we cannot issue a membership without it, because we would have no way to check who is entitled to be on the trails, so the practical consequence of refusing is that we cannot sell you a membership. Day permits are available at the farm shop without any of this. The trail news box is genuinely optional. Leaving it unticked changes nothing about your membership. WHERE IT IS KEPT Your information is stored on web hosting, and sent through the providers named above, which are outside South Africa. South African law permits this only with your agreement, or in the limited circumstances set out in section 72 of POPIA. That is why we ask you to agree to it plainly, rather than assuming it from the fact that you filled the form in. HOW LONG WE KEEP IT - Your details and your signed indemnity: five years after your membership ends, because that is how long a claim about an incident on the trails could reasonably be brought. Then they are deleted. - A signup you start but never pay for: seven days, then deleted. - Records of payment notifications: ninety days. - Records of which phone opened the staff members list: one hundred and eighty days. - Records of "find my pass" attempts and failed office sign ins: ninety days. YOUR RIGHTS You may ask to see the information we hold about you, ask us to correct it, and ask us to delete it. You may withdraw your agreement at any time, although we may then be unable to keep your membership running. You may also object to our processing of it under section 11(3) of POPIA. To do any of these, email victor@vangaalen.co.za or phone 083 560 3318. If you are unhappy with how we have handled your information, you may complain to the Information Regulator of South Africa, at enquiries@inforegulator.org.za or www.inforegulator.org.za.

INDEMNITY, WAIVER AND ASSUMPTION OF RISK Skeerpoort Valley trail network: Van Gaalen Kaasmakerij and Vergenoeg Reserve. 1. I understand that hiking, trail running and mountain biking on this property carry real risk of injury, including serious injury and death. The trails cross working farmland and natural veld. Hazards include uneven and rocky ground, steep descents, loose surfaces, water crossings, weather that changes quickly, livestock, wild animals, snakes and insects. 2. I take part entirely at my own risk and on my own initiative. I am responsible for judging whether a route is within my ability, and for turning back if it is not. 3. I confirm that I am medically fit to take part, and that I will stop and seek help if I feel unwell. 4. I accept that there is no marshal, no sweep and no medical service on the trails. Mobile signal is not available everywhere on the property. 5. I indemnify and hold harmless the owners, occupiers, managers, employees and agents of Van Gaalen Kaasmakerij and Vergenoeg Reserve, and the owners of any neighbouring property the trail network crosses, against any claim for loss, damage, injury or death arising from my presence on the property, except where that loss is caused by their own gross negligence or intentional act. 6. I accept responsibility for any damage I cause to property, fences, gates, livestock or crops. 7. I will keep to marked routes, close every gate I open, take my litter with me, and give way to other trail users. I understand that dogs are not permitted on the trails. 8. I understand that the trails may be closed at short notice for farming operations, weather, fire risk or race events, and that no refund is due for a day on which the trails are closed. 9. My membership is personal to me. I will not lend, share or transfer it, and I understand it may be cancelled without a refund if I do. 10. If I am signing on behalf of a person under 18, I confirm I am their parent or legal guardian and I accept these terms on their behalf. 11. This agreement is governed by South African law.