Privacy Policy — Split Time

Effective date: 2 October 2026 · Last updated: 2 October 2026

Split Time is a race timing, event-management and endurance-sport platform operated by Triston van Rensburg, trading as Split Time ("we", "us", "our"). For POPIA purposes, Split Time is the responsible party for personal information processed through the platform, except where another organisation independently determines how and why information is processed.

Read the full published policy (PDF) — this page is a complete summary; the PDF is the canonical document.

Contact

• Information Officer: Triston van Rensburg
• Email: admin@splittime.co.za
• Address: 16 Champion Place, Durban North, KwaZulu-Natal, 4051
• Telephone: 083 486 7137

1. Information we process

Depending on your role: account/identity info (name, email, role, auth/session, preferences); athlete profile info (name, email, phone, DOB, gender, SA ID number where supplied, address, club/school, licence numbers, photos, Race Passport ID, consent records); race entry, timing and results data (race number, DOB/age, gender, contact details, club/school, positions); published results (name, event, distance, discipline, finish/split times, positions — contact details and ID numbers are never shown publicly); Race Passport data (DOB, nationality, mobile, emergency contact, share codes); guardian/dependent info; social & community info (friends, clubs, communities, visibility settings); organiser/timekeeper/business profile info; supplier/vendor/order/enquiry info (no card details stored); support communications; uploaded files (photos, event docs, race-data/timing files); AI Coach inputs (name, gender, province, club, race history, messages — never submit medical info); push-notification tokens; and technical/security logs (IP, device, timestamps). We do not use third-party advertising SDKs.

2. Where it comes from

Directly from you (registration, profile edits, uploads, AI Coach, enquiries); from an authorised guardian; from event organisers, timekeepers and race-data systems; and automatically via our hosting/security infrastructure.

3. Why we process it

To create/manage accounts and authenticate users; maintain profiles; process entries; import, match and publish race results; calculate rankings/stats/standings; generate Race Passports; support guardian-managed athletes; provide social, club and community features; send notifications; support organiser/timekeeper/supplier/vendor functions; respond to enquiries; provide AI Coach; prevent duplicate/incorrect records; investigate security incidents and fraud; maintain audit records; comply with law; and protect the rights and safety of users. Processing relies on consent, contract/service performance, legal compliance, or legitimate interest that doesn't unjustifiably override your privacy rights.

4. AI processing

AI Coach uses third-party AI infrastructure via our platform provider. Submitted information generates the requested output only. AI Coach does not make decisions affecting your legal rights or account access, and outputs are advisory and may be inaccurate — never medical, legal or other regulated advice. Material new AI purposes will get additional notice/consent where required by law.

5. When information is shared

We never sell or rent personal information. We may share with: application infrastructure/subprocessors (hosting, database, auth, backend, file handling, logging, security, AI integrations); event organisers/timekeepers (for event administration and results); Microsoft OneDrive (race-data file storage); AI service providers (AI Coach only); an OpenStreetMap/Nominatim-based location-search service (event venue search by organisers — not athlete device location); suppliers/vendors (fulfilling your enquiry); other users/the public (only information you make visible — published results, social profile per your visibility settings); and when legally required (law, regulator, court, fraud investigation, protecting rights/safety).

6. International transfers

Some service providers and subprocessors operate outside South Africa, so information may be processed abroad. Where POPIA requires it, we use appropriate contractual/organisational safeguards for cross-border processing.

7. Children and dependent athletes

Split Time supports profiles for athletes under 18, managed by an authorised parent/guardian via guardian relationships and privacy controls. We expect anyone supplying a child's information to have the legal authority to do so. Children's information is used only for event participation, results, guardian account management and related sporting functions. A dependent can later get an independent account, transferring management while keeping their sporting record. Concerns: call 083 486 7137.

8. Security

We use role-based access controls, backend authorisation checks, restricted operational access, protected matching values for identifiers, authentication controls, encrypted network communications and infrastructure-provider security controls. No internet service guarantees absolute security — protect your own credentials and report suspected unauthorised access.

9. Data retention

Account records are retained while active and deleted/anonymised on completed account deletion. Temporary Race Passport records are retained only as long as needed for that function. Published race results and historical sporting records (name, event, distance, discipline, times, positions, splits, rankings) may be retained long-term as the historical record of a completed event. Audit records may be retained for data integrity, dispute investigation, fraud/security prevention, legal compliance and accountability. Organisational/commercial records (event master records, quotations, audit history) may be retained where they belong to an organisation rather than solely to a deleted user, limited to what we are lawfully entitled to retain.

10. Account deletion

Every account holder can request permanent deletion via Settings → Account & Privacy → Delete my account, or via the public page at https://app.splittime.co.za/account-deletion. This permanently removes the account (not a deactivation). The default processing period is up to 30 days (or as displayed at request time); because removing the underlying auth account requires an admin action by our platform provider, access may continue until processing completes.

Deleted on completion: role memberships, profile records, preferences, notifications, push-device records, friendships, club/community memberships tied only to the account, Race Passport records/share codes, account-linking/transfer records, external identity links, role requests, access grants, role-specific profiles, and AI Coach conversations/messages.

Athlete profile anonymisation: where a profile must stay linked to retained historical race data, it is anonymised — identifiers and contact info removed, converted to a non-identifying retained profile.

Historical race records: deletion doesn't erase the historical fact of participation — published results/rankings may still show name, event, distance, time, position and splits. Private identifiers/contact info tied to the deleted account are removed from retained race records unless we are legally required to keep them. You may request correction/deletion of retained information under applicable law via the contact details above.

Guardian-managed dependents: a still solely-guardian-managed dependent profile may be removed with the guardian's account; a dependent with their own independent login, or already transferred to another account, is not deleted — only the guardian's access to that dependent is removed.

11. Correcting information

Update your info directly in your profile/account settings, or email admin@splittime.co.za for corrections to inaccurate, incomplete, misleading or outdated information. Race-result corrections may require verification against official timing/event records.

12. Your privacy rights (POPIA and applicable law)

You may have the right to: be informed how your information is processed; request access to your information; request correction; request deletion/destruction where we're no longer authorised to retain it; object to processing; withdraw consent; request other available restrictions/choices; and lodge a complaint with the relevant regulator. Withdrawing consent doesn't require deleting historical information we remain legally entitled to retain. Contact admin@splittime.co.za to exercise these rights — we may verify your identity first to avoid disclosing or deleting someone else's information. South African users may also complain to the Information Regulator of South Africa.

13. Notifications

We may send communications about account activity, race registration/results, result matching, friend/social activity, event info, role administration, security and support. Non-essential categories can be managed in-app; essential service/security/account communications may still be sent.

14. Cookies and similar technologies

Web access may use authentication/session cookies, local storage or similar tech to keep you signed in, maintain state, remember preferences, provide security and operate the service, plus technical/usage logs for operation, security and diagnostics. We do not currently use third-party behavioural advertising.

15. External websites and services

Split Time may link to race-entry portals, maps, event websites, suppliers, timing providers and other third-party services. Information you give directly to another service is governed by that service's own privacy policy.

16. Changes to this policy

We may update this policy as our functionality, practices, service providers, or legal requirements change. The latest version is always available in-app and at the PDF link above, with the effective/last-updated date shown. Material changes affecting processing will come with additional notice or consent where required by law.

17. Contact us

Split Time — Triston van Rensburg (Information Officer) Email: admin@splittime.co.za · Phone: 083 486 7137 Address: 16 Champion Place, Durban North, KwaZulu-Natal, 4051

Delete your account via Settings → Account & Privacy, or the public account-deletion page. Unsatisfied with our handling of a privacy matter? You may lodge a complaint with the Information Regulator of South Africa or another competent authority.