PLAYER REGISTRATION

TERMS, CONDITIONS, PRIVACY, CONSENT & INDEMNITY

Please read the following terms carefully before submitting a membership or player registration application.

By submitting an application, the member and, where the player is a minor, the parent or legal guardian confirms that they have read, understood and agree to the applicable terms and conditions contained in this document.

Acceptance of these registration terms is required in order for the Club to process a membership and player registration application. Certain optional consents, including promotional or social-media consent, may be dealt with separately.

1. CLUB MEMBERSHIP AND PLAYER REGISTRATION

Membership of Meadowridge Association Football Club (“Meadowridge AFC” or “the Club”) is subject to the Club’s Constitution, rules, policies, codes of conduct and disciplinary procedures, together with any applicable requirements of the Cape Town Tygerberg Local Football Association (CTTLFA), SAFA Cape Town and the South African Football Association (SAFA).

Submission of an application does not automatically constitute acceptance or registration as a member or player.

An applicant will only be regarded as an approved member of Meadowridge AFC once:

• the required Club registration information and supporting documents have been submitted;
• applicable registration and membership requirements have been satisfied;
• required fees or approved payment arrangements have been dealt with;
• the application has been reviewed and accepted by the Club; and
• where applicable, the player has been properly registered with CTTLFA and/or SAFA Cape Town.

A player may only participate in official competitions once all applicable football registration and eligibility requirements have been completed.

The Club cannot guarantee the registration of a player where registration is refused, delayed or prevented by CTTLFA, SAFA Cape Town, SAFA, another football association, another club, or circumstances outside the Club’s reasonable control.

2. PLAYER REGISTRATION STATUS

Applicants must provide complete and accurate information regarding the player’s previous football registration history.

Players may, for administrative purposes, be classified as:

Returning Player
A player previously registered with Meadowridge AFC and applying to renew their membership and registration.

New Player
A player who has not previously been registered with SAFA.

Transfer Player – CTTLFA
A player previously registered with another club affiliated to CTTLFA.

Transfer Player – Other LFA / Region
A player transferring from another Local Football Association, region or SAFA jurisdiction.

Transfer players may be required to provide existing SAFA registration information, player cards, clearances, counter-clearances and/or other documentation requested by the applicable football authorities.

The applicant warrants that all information regarding previous registrations and clubs is accurate.

3. ACCURACY OF INFORMATION

The member, player, parent or guardian is responsible for ensuring that all information supplied to the Club is true, accurate and complete.

This includes, where applicable:

• player names and surnames;
• identity or birth details;
• contact information;
• emergency contacts;
• medical information;
• previous club information;
• SAFA registration information;
• photographs;
• supporting documents; and
• transfer or clearance information.

Providing false, incomplete or misleading information may result in the application being delayed, rejected, suspended or cancelled and may affect the player’s eligibility to participate in competitions.

4. MEMBERSHIP FEES AND FINANCIAL OBLIGATIONS

Membership and player registration may be subject to annual Club subscriptions, registration fees or other approved charges.

Members and parents/guardians remain responsible for ensuring that applicable fees are paid in accordance with Club requirements or an approved payment arrangement.

Failure to meet financial obligations may result in restrictions on participation or suspension of membership where permitted under the Club’s Constitution, policies and applicable football regulations.

Any suspension or other action will be administered in accordance with the Club’s applicable procedures.

5. MEMBERSHIP, CONDUCT AND DISCIPLINARY RIGHTS

Membership is granted subject to continued compliance with the Club’s:

• Constitution;
• codes of conduct;
• disciplinary rules;
• safeguarding requirements;
• financial policies;
• team and training rules; and
• other applicable Club policies.

The Club may take disciplinary action where there is just cause, including circumstances involving:

• serious or repeated misconduct;
• breaches of Club rules;
• abusive or threatening behaviour;
• conduct detrimental to the Club, its members or football;
• non-payment of applicable fees;
• safeguarding concerns; or
• failure to comply with disciplinary requirements.

Depending on the circumstances, disciplinary measures may include warnings, suspension, restriction of participation or termination of membership.

Any disciplinary action should be undertaken in accordance with the Club’s Constitution, rules and applicable principles of procedural fairness.

6. PARTICIPATION IN FOOTBALL ACTIVITIES

Participation in football involves inherent physical risks.

These may include, among other things:

• falls;
• collisions;
• muscle or joint injuries;
• fractures;
• head injuries;
• dehydration;
• illness;
• injuries arising from playing surfaces or equipment; and
• injuries arising during training, matches, tournaments or related activities.

By permitting participation, the player and/or parent or guardian acknowledges the ordinary risks associated with football and agrees that the player participates voluntarily.

The Club will take reasonable measures to promote a safe football environment but cannot eliminate all risks inherent in sporting participation.

7. DISCLAIMER AND INDEMNITY

To the extent permitted by South African law, the member and/or parent or guardian accepts the ordinary risks associated with participation in Club football activities.

Meadowridge AFC, its Executive Committee, officials, coaches, team managers, volunteers, organisers, sponsors and authorised representatives will not be held liable for loss, damage, injury or illness arising from the ordinary and inherent risks of participating in football or Club activities, except where liability cannot lawfully be excluded.

Nothing in these Terms is intended to exclude or limit liability arising from gross negligence, intentional misconduct or any other liability that may not lawfully be excluded or limited.

Participants remain responsible for their personal possessions. The Club does not accept responsibility for loss, theft or damage to personal belongings except where such loss results from circumstances for which the Club is legally liable.

8. TRANSPORT AND TRAVEL

Where parents, members, coaches, volunteers or other individuals arrange transportation to training sessions, matches, tournaments or Club activities, such transportation may constitute a private arrangement unless expressly organised by the Club.

Where the Club formally organises transport, reasonable measures will be taken regarding safety and supervision.

Parents and guardians remain responsible for ensuring appropriate arrangements are made for the safe transport and collection of minor players.

9. MEDICAL CONDITIONS, INJURIES AND PLAYER FITNESS

The member or, in the case of a minor, the parent or guardian must disclose any medical condition, illness, injury, allergy, medication requirement or physical limitation that could reasonably affect the player’s safe participation in football.

This may include, without limitation:

• asthma;
• epilepsy;
• diabetes;
• cardiac conditions;
• severe allergies;
• previous concussions;
• musculoskeletal injuries;
• chronic conditions; or
• any condition requiring emergency medication.

Medical information supplied to the Club will be treated as confidential and used primarily for player welfare, safeguarding and emergency-response purposes.

Where there is reasonable concern regarding a player’s ability to participate safely, the Club may require written medical clearance from an appropriately qualified healthcare professional before permitting participation.

The Club may temporarily restrict a player’s participation where this is reasonably necessary for the player’s health or safety.

10. EMERGENCY MEDICAL AUTHORISATION

Where a player requires urgent medical treatment and the parent, guardian or designated emergency contact cannot reasonably be contacted in time, the parent or guardian authorises an appropriate Club official to obtain reasonable emergency medical assistance for the player.

This may include:

• contacting emergency medical services;
• arranging transport to an appropriate medical facility; or
• providing relevant disclosed medical information to healthcare professionals.

The Club will make reasonable efforts to contact the parent, guardian or emergency contact as soon as practicable.

Any medical, ambulance, hospital or related costs remain the responsibility of the player, member, parent or guardian unless otherwise covered by an applicable insurance arrangement.

11. PROTECTION OF PERSONAL INFORMATION

Meadowridge AFC is committed to protecting personal information and processing such information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African law.

The Club acts as a Responsible Party in relation to personal information collected for its own purposes.

Third-party service providers processing information on behalf of the Club may act as Operators as contemplated by POPIA.

12. PERSONAL INFORMATION WE MAY COLLECT

Depending on the circumstances, the Club may collect and process information including:

• names and surnames;
• identity numbers;
• dates of birth;
• birth certificates or identity documents;
• gender where required for football registration;
• nationality where required;
• residential or postal information;
• telephone numbers;
• email addresses;
• parent and guardian information;
• emergency contact information;
• medical and injury information;
• photographs;
• video recordings;
• SAFA registration details;
• football registration history;
• previous club and LFA information;
• clearance documentation;
• payment and membership records; and
• information required by CTTLFA, SAFA Cape Town or SAFA.

For minor players, certain information will be collected and processed with the involvement and authority of the player’s parent, guardian or other legally competent person where required.

13. PURPOSE OF PROCESSING PERSONAL INFORMATION

Personal information may be processed where reasonably necessary for purposes including:

• Club membership administration;
• player registration;
• CTTLFA and SAFA registration;
• team administration;
• competition eligibility;
• coaching and player development;
• player welfare and safeguarding;
• emergency management;
• disciplinary administration;
• communication with players and parents;
• financial administration;
• insurance where applicable;
• regulatory and legal compliance;
• Club governance;
• maintaining historical membership records; and
• other legitimate Club administration purposes.

The Club will endeavour to collect only information that is reasonably relevant to these purposes.

14. SHARING INFORMATION WITH FOOTBALL AUTHORITIES AND SERVICE PROVIDERS

Applicants acknowledge that certain information may need to be disclosed to authorised organisations for legitimate registration and football administration purposes.

These may include:

CTTLFA;
SAFA Cape Town;
SAFA;
relevant football leagues or competition organisers;
insurance providers where applicable;
medical or emergency personnel where necessary; and
authorised technology or administrative service providers acting on behalf of the Club.

Only information reasonably required for the applicable purpose should be disclosed.

15. ELECTRONIC FORMS, SYSTEMS AND CLOUD STORAGE

The Club may use online registration platforms, electronic forms, email systems, cloud-storage services and other electronic administrative systems.

The Club will take reasonable technical and organisational measures to safeguard personal information, which may include:

• access controls;
• passwords and authentication;
• restricted administrative access;
• encrypted services where appropriate;
• backups;
• security monitoring;
• staff and administrator awareness; and
• appropriate arrangements with third-party service providers.

While the Club will take reasonable steps to safeguard information, no electronic system can be guaranteed to be completely immune from security risks.

Where a security compromise occurs, the Club will deal with it in accordance with applicable legal requirements.

16. CONFIDENTIALITY

Club officials, coaches, administrators and other authorised persons who have access to personal information must treat such information confidentially and only use it for legitimate Club purposes.

Medical, identity and safeguarding information should only be made available to persons who reasonably require access in order to perform their responsibilities.

17. RETENTION OF INFORMATION

Personal information will be retained for as long as reasonably necessary for the purposes for which it was collected, to comply with football administration requirements, legal obligations or legitimate recordkeeping requirements.

Information that is no longer required will, where reasonably practicable and appropriate, be securely deleted, destroyed or de-identified.

18. PHOTOGRAPHY, VIDEO AND MEDIA CONSENT

Football activities frequently involve photography and video recording.

Images and recordings may be taken during:

• matches;
• training sessions;
• tournaments;
• prize-givings;
• Club events;
• team activities; and
• other Club functions.

Where appropriate consent has been provided, Meadowridge AFC may use such images or recordings for legitimate Club communication and promotional purposes, including:

• the Club website;
• social-media platforms;
• newsletters;
• match reports;
• Club publications;
• promotional material; and
• historical Club records.

Images may also be captured or used by CTTLFA, SAFA, competition organisers, media organisations or other third parties operating independently of Meadowridge AFC. Their processing activities may be governed by their own policies.

Recommended separate registration choice

I recommend that your registration form contain a separate consent field:

Media Consent

☐ YES – I consent to Meadowridge AFC using photographs and/or video recordings of the registered player for Club communications, publicity, website, social-media and promotional purposes.

☐ NO – I do not consent to the registered player being intentionally featured in Meadowridge AFC promotional or marketing material.

The Club will make reasonable efforts to respect the choice selected. However, players may incidentally appear in wide-angle photographs, crowd photographs, match footage or recordings of public sporting events where individual exclusion is not reasonably practicable.

Consent may be withdrawn prospectively by written notice to the Club, but withdrawal cannot ordinarily reverse material that has already been lawfully published or distributed.

19. COMMUNICATION

Members and parents/guardians acknowledge that effective Club administration requires communication.

The Club may therefore use supplied contact information for matters relating to:

• membership;
• registrations;
• training;
• fixtures;
• team selections;
• tournaments;
• Club notices;
• fees;
• meetings;
• safeguarding;
• emergencies; and
• other legitimate Club activities.

Communication may take place through email, telephone, SMS, WhatsApp, team-management applications or other approved Club communication platforms.

20. ACCESS, CORRECTION AND PRIVACY RIGHTS

Subject to POPIA and applicable law, individuals may request:

• confirmation of personal information held by the Club;
• access to qualifying personal information;
• correction or updating of inaccurate information;
• deletion or destruction where legally applicable;
• objection to certain processing; or
• information regarding the Club’s processing of their personal information.

Requests should be submitted to the Club’s designated privacy contact.

21. PRIVACY AND POPIA ENQUIRIES

Questions, requests or complaints regarding personal information may be directed to:

Meadowridge Association Football Club
Privacy / POPIA Contact: Riaan Daniels
Position: Vice Junior Chairperson
Email: info@meadowridgeafc.co.za
Telephone: 071 352 4303

Important administrative point

I would change the heading from “POPIA Officer” to “Privacy / POPIA Contact” unless Riaan Daniels is formally appointed and registered as Meadowridge AFC’s Information Officer or Deputy Information Officer under POPIA. “Information Officer” is the statutory terminology and should only be used if the appointment is correct.

22. CHANGES TO MEMBERSHIP INFORMATION

Members and parents/guardians should notify the Club as soon as reasonably possible where there are material changes to:

• telephone numbers;
• email addresses;
• emergency contacts;
• residential details;
• medical conditions;
• medication;
• guardianship arrangements; or
• any other information relevant to player safety or administration.

The Club cannot reasonably be expected to act on information that has not been disclosed to it.

23. CLUB POLICIES AND FOOTBALL RULES

By registering, members agree that participation is additionally subject to applicable:

• Meadowridge AFC Constitution;
• Club Code of Conduct;
• safeguarding policies;
• disciplinary procedures;
• CTTLFA rules;
• SAFA Cape Town requirements;
• SAFA regulations; and
• competition rules.

Where an external football authority imposes a mandatory registration, eligibility or disciplinary requirement, the Club must comply with that requirement.

24. AMENDMENTS

The Club may update these Registration Terms and Conditions from time to time where necessary to reflect:

• changes in legislation;
• CTTLFA or SAFA requirements;
• Club policies;
• registration procedures;
• safeguarding requirements; or
• operational changes.

Material changes affecting members will be communicated where reasonably appropriate.

25. ACKNOWLEDGEMENT AND ACCEPTANCE

By submitting this registration application, I confirm that:

• I have read and understood these Registration Terms, Conditions, Privacy, Consent and Indemnity provisions;
• the information supplied in the registration application is true and complete to the best of my knowledge;
• I understand that submission of an application does not guarantee membership or SAFA registration;
• I agree to comply with Meadowridge AFC’s Constitution, rules, codes and policies;
• I acknowledge the ordinary risks associated with participation in football;
• I have disclosed relevant medical conditions or limitations;
• I authorise reasonable emergency medical assistance where necessary;
• I acknowledge that information required for football administration may be shared with CTTLFA, SAFA Cape Town, SAFA and other authorised parties;
• I consent to the processing of personal information to the extent reasonably required for membership, player registration, football administration, safety and legal compliance; and
• where registering a minor, I confirm that I am authorised to provide the required information and permissions on the player’s behalf.