Protection of Personal Information Notice

How FairShare and our hosting event organizers process and protect your personal information in terms of the South African Protection of Personal Information Act, 2013 (Act No. 4 of 2013).

1. Introduction & Responsible Party

Fair Share is a cashless event management and point-of-sale platform developed and operated by FairShare ("we", "us", or "the Platform Operator"). When a school, church, club, or non-profit organization ("Event Organizer") utilizes Fair Share for a community fête, festival, or sports event, Fair Share acts as an Operator processing personal information on behalf of the Event Organizer as the Responsible Party.

2. Personal Information We Collect

We collect only the minimum information necessary to safely issue digital cashless passes, process transactions, and provide audit receipts:

• Identification Details: Full name of attendee or badge holder.
• Contact Information: Mobile phone number (used at gate scanning for fast attendee lookup) and email address (optional, used for sending digital itemized statements and tax receipts).
• Event Transaction History: Digital wallet top-up records, stall purchase item tallies, order timestamps, and remaining account balances.
• Volunteer / Staff Identifiers: Assigned stall roles, check-in and check-out timestamps for volunteer hour tracking.

Note: Fair Share does not store complete bank card numbers or banking PINs. Card payments made at physical speed-point terminals are processed through accredited South African merchant payment processors (such as Yoco, Netcash, or bank terminals).

3. Purpose of Processing Personal Information

In terms of Section 9 of POPIA, personal information is processed strictly for legitimate event operational purposes:

• To issue unique physical QR cards or digital wristbands to attendees.
• To allow stall volunteers to ring up food, beverage, and activity orders without cash handling.
• To reconcile prepaid wallet balances and process authorized closing refunds or donations.
• To provide itemized purchase statements and Section 18A tax-deductible donation receipts.
• To generate final audited financial statements and dual-ledger accounts for the event organizing committee.

4. Protection of Children's Information

Fair Share is frequently used at school fêtes and family community events where minors participate. In compliance with Section 34 and Section 35 of POPIA:

• Pre-registration of minors must be conducted by or with the consent of a competent person (parent or legal guardian).
• Information relating to minors is strictly limited to first name and card balance tracking during the event.
• Minor personal information is never shared with third parties or used for behavioral profiling or advertising.

5. Information Security & Confidentiality

We maintain rigorous technical and organizational measures to safeguard personal information against loss, unauthorized access, or disclosure:

• Encrypted Transmission: All data transmitted between attendee smartphones, volunteer POS terminals, and servers is secured with industry-standard TLS / SSL encryption.
• Role-Based Access Control: Stall volunteers have strictly scoped permissions allowing item entry only, without access to other visitors' private contact data or financial totals.
• Cryptographic Identifiers: Card tokens and QR codes are cryptographically generated to prevent pass-code guessing or badge spoofing.

6. Data Retention & Archival

Following the conclusion of an event, records transition into a read-only administrative archive mode. This allows the host organization and attendees to download itemized statements, tax invoices, and financial reports, as well as reconcile event ledgers in compliance with South African statutory accounting and tax record-keeping requirements (such as the Companies Act and Tax Administration Act).

Records remain safely stored in read-only format for committee audit and reconciliation. Organizations or attendees may at any time request the permanent deletion, de-identification, or anonymization of personal contact details (such as names and phone numbers) once financial reconciliation has concluded by contacting the Information Officer.

7. No Commercial Sale or Third-Party Marketing

We will never sell, lease, rent, or trade your personal information to advertisers, data brokers, or commercial marketing agencies. Your data is used exclusively for the event you attend.

8. Your Rights as a Data Subject

Under Chapter 3 of POPIA, you have the right to:

• Request confirmation of whether we hold personal information about you.
• Request access to your personal information and transaction records.
• Request correction, amendment, or deletion of inaccurate, irrelevant, or outdated information.
• Lodge a complaint with the South African Information Regulator if you believe your rights under POPIA have been infringed.

9. Contact the Information Officer

If you have questions regarding this Privacy Notice, or wish to exercise your data subject rights, please contact our Platform Information Officer: