Privacy Policy
Effective date: 30 September 2026
- Who we are
This privacy policy explains how Sportshack (Pty) Ltd t/a Checkmate Consulting and Software (registration number 2015/285669/07), “Checkmate”, “we” or “us”, handles personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA).
Privacy queries and requests, Information Officer: info@checkmate.co.za
- Our role
When our clients use the Checkmate platform, they decide what information about their staff is captured and why. For that information the client is the responsible party and Checkmate acts as their operator, processing it only on the client’s instructions and under a written agreement. Questions about information captured by your employer on the platform should first be directed to your employer. For our website, our own business contacts and our staff, Checkmate is the responsible party.
- What we collect
- Platform users: name and surname, username, email address, company, division and job title, and optionally a cellphone number, profile picture, hire date and contract expiry date.
- Usage information: IP address, logins, pages visited and password reset activity.
- Operational information that clients capture on the platform, such as production, quality and maintenance records. This may include the names of the people who captured or are linked to a record.
- Website visitors and enquiries: the details you give us when you contact us, and anonymous analytics on our public web pages.
We do not collect identity numbers, financial account details, biometric data or other special personal information.
Information is collected from you directly, or from your employer when they set up your account.
- Why we collect it
- To create and manage user accounts and provide the platform to our clients.
- To send system notifications, such as email and SMS alerts set up by the client.
- To support, maintain, secure and improve the platform.
- To respond to enquiries and manage our client relationships.
- To meet our legal obligations.
We only send marketing communication if you have agreed to it, and you can unsubscribe at any time.
- Is it required?
Providing your name, email address and company is required to create a platform account. Without it we cannot give you access. All other personal fields are optional. No specific law requires us to collect platform information, but some business records are kept to meet tax and company law requirements.
- Who we share it with
We do not sell personal information. We share it only with:
- Service providers that help us run the platform, such as hosting, email, SMS, reporting and website security providers. They are bound by confidentiality and data protection terms. Our clients can request the current list of service providers.
- Authorities, where the law requires it.
- Information sent outside South Africa
Our platform is hosted in the United Kingdom and some of our service providers process information in Ireland, Germany and the United States. We only use providers in countries or under agreements that give a level of protection similar to POPIA, as permitted by section 72 of POPIA.
- Security
We protect personal information with appropriate technical and organisational measures, including encrypted connections, access controls, two-factor authentication for administrators, monitoring and regular backups. If we become aware of a security compromise affecting personal information, we notify the affected client, the Information Regulator and, where required, the people affected, as POPIA requires.
- How long we keep it
We keep personal information for as long as the account or client agreement is active, or as long as the law requires. Afterwards it is deleted or de-identified. Backups are overwritten in the normal backup cycle.
- Your rights
You may ask us whether we hold personal information about you, ask for a copy, ask us to correct or delete it, or object to its processing, by emailing info@checkmate.co.za. If the information was captured by your employer on the platform, we will refer the request to them or assist them in responding. Formal requests for records can also be made under our PAIA Manual.
If you are not satisfied with how we handled your information, you can complain to the Information Regulator:
- Website: www.inforegulator.org.za
- Email: enquiries@inforegulator.org.za
- Phone: 010 023 5200
- Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg
- Cookies
Our public web pages use cookies and analytics to understand how the site is used. Signed-in platform users are not tracked by analytics. You can block cookies in your browser settings.
- Changes
We may update this policy from time to time. The latest version is always on this page, with its effective date.