ROXScore is committed to protecting your privacy. This policy explains what personal information we collect, how we use it, who we share it with, and your rights in relation to it.
1. Information we collect
We collect information you provide directly, including: your name, email address, date of birth, and gender when you register an account; event registration details including entry type, division, and payment status; finish times and results recorded during events; and optional profile information such as your phone number. Where online payments are enabled by a venue, payment transactions are processed by the venue's chosen payment provider — Yoco, Peach Payments, PayFast, or Paystack — ROXScore receives confirmation of payment but does not store your card number or banking details.
2. How we use your information
We use your information to: create and manage your account; process event registrations; display your results on public scoreboards; send transactional messages about your registrations, payments, and results — by email, or by WhatsApp if you have opted in and provided a phone number; enable venue administrators to manage their events; detect and prevent fraud; and improve the ROXScore platform.
3. Public information
Event results including your name, finish time, age category, gender, and placement are publicly displayed on ROXScore scoreboards. By participating in an event you consent to your results being displayed publicly. Payment transaction records are private and visible only to you and the relevant venue administrator.
4. Data sharing
We do not sell your personal information. We may share information with: hosting venues for events you register for (limited to information necessary to manage the event, and subject to your venue data sharing preference — see below); the venue's chosen payment provider (Yoco, Peach Payments, PayFast, or Paystack) for the purpose of processing online payments where applicable; Meta Platforms, Inc. for the purpose of delivering WhatsApp messages where you have opted in and provided a phone number; HYROX if you opt in to data sharing in your profile; and service providers who assist us in operating the platform, subject to confidentiality obligations.
5. Venue data sharing
By default, venues can see your contact details (email, phone number, and date of birth) when you register for one of their events, as this information is normally needed to manage entries, contact you about changes, and verify age categories. You may opt out of sharing these contact details with venues at any time from your profile — your name, entry category, and bib number will remain visible to venue administrators regardless, as these are required to run heats, check-ins, and results. Opting out does not affect what HYROX or ROXScore itself can see, and does not remove the information venues already collected before you opted out.
6. Entry transfers
If you transfer a paid entry to another person, you provide us with that person's name, email address, date of birth, and gender so we can create or update their athlete record and confirm the entry to them. The transfer, including your name and the recipient's name, is recorded in our internal audit log for accountability and dispute resolution. Once transferred, the entry and the associated personal information belong to the new athlete; your own registration record for that entry is closed.
7. Payment data
Online payments are processed by the hosting venue's chosen payment provider — Yoco, Peach Payments, PayFast, or Paystack. ROXScore stores only the transaction outcome (amount, status, and a gateway reference) for record-keeping and dispute resolution purposes. We do not have access to your full card number, CVV, or banking credentials. The relevant provider's own privacy policy governs how they handle your payment data.
8. WhatsApp messaging
If you provide a phone number and opt in, we may send you registration confirmations, payment receipts, heat assignments, and results via WhatsApp using the WhatsApp Business Platform operated by Meta Platforms, Inc. Sending a phone number alone does not enrol you — opt-in is a separate, explicit step. You can opt out at any time from your profile (athletes and venue administrators) or via the opt-out link included in your volunteer confirmation message; we will then use email only. WhatsApp message content and delivery status are subject to Meta's WhatsApp Business Platform terms and privacy policy.
8a. Instagram posting
ROXScore's own Instagram Business account is connected via the Meta/Instagram Platform to automatically post already-public event results (podium and leaderboard graphics) after an event. This does not involve sharing any additional personal information beyond what is already publicly displayed on ROXScore scoreboards (see Section 3). This use is subject to Meta's Platform Terms and Instagram's Terms of Use.
9. Data retention
We retain your account data for as long as your account is active. Event results and payment transaction records are retained for a minimum of five years as part of the permanent record of each event. You may request deletion of your account by contacting support@roxscore.co.za; note that results data may be retained in anonymised form.
10. Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, or destruction. All data is stored securely using Supabase infrastructure. Payment processing and WhatsApp message delivery use TLS encryption.
11. Cookies
ROXScore uses session cookies necessary for authentication. We do not use advertising or tracking cookies.
12. Your rights
You have the right to access, correct, or delete your personal information. You may also object to certain processing — including withdrawing WhatsApp opt-in or venue data sharing at any time — or request that we restrict processing. To exercise these rights, contact us at support@roxscore.co.za. For POPIA-specific rights, see our POPIA Compliance Statement.
13. Changes to this policy
We may update this Privacy Policy from time to time. We will update the 'Last updated' date above and notify users of significant changes by email. Continued use of the platform after changes constitutes acceptance of the revised policy.
14. Contact
If you have questions or concerns about this Privacy Policy or how we handle your data, please contact us at support@roxscore.co.za.