Privacy Policy

1. Who we are

The Eastern Cape Aquarium & Aquascaping Club ("ECAAC", "we", "us", "our club") is a volunteer-run hobby club based in Gqeberha, Eastern Cape, South Africa. This policy covers the website at www.ecaac.co.za. It does not cover third-party sites we link to, such as the Member Portal or the Expo website, which have their own terms.

We process personal information in line with South Africa's Protection of Personal Information Act, 2013 (POPIA).

2. What information we collect

We collect information in two ways: automatically, through website analytics, and directly, when you choose to give it to us.

• Analytics (automatic). This site uses Google Analytics (gtag.js) to understand how visitors use the site — pages viewed, approximate location (city/region level), device and browser type, and how you arrived here. This is aggregated, standard web analytics; we don't use it to identify individual visitors.
• Membership enquiries (direct). The Become a Member page is a form that assembles an email to theecaac@gmail.com using your device's own mail app — the details you enter (name, contact information, household details relevant to membership) are sent directly to that inbox. This site has no backend server or database, so nothing you type into that form is stored on our website or on any server we control; it exists only in the resulting email and our subsequent correspondence with you.
• General correspondence. If you email or message us directly (including via Facebook or Instagram), we hold that correspondence and any information you choose to share in it.

3. How we use your information

We use the information above to: process and respond to membership applications; communicate with members about meetings, events, fees and club business; understand and improve how people use this website; and meet our own legal and administrative record-keeping obligations as a club.

We do not sell, rent, or trade personal information to third parties, and we do not use it for purposes unrelated to the club.

4. Where your information is stored

Membership and correspondence records are held by committee members (currently the Secretary and Treasurer) using standard consumer email and spreadsheet tools. Analytics data is processed and stored by Google, subject to Google's own privacy policy. We take reasonable steps to keep this information secure, but as a small volunteer club we don't operate dedicated servers or enterprise-grade infrastructure — please keep this in mind when deciding what to share with us.

5. How long we keep it

Membership records are kept for the duration of your membership plus a reasonable period afterward for financial and historical record-keeping (in line with our Constitution and standard club administration practice). Analytics data is retained according to Google Analytics' default retention settings. If you'd like your information deleted sooner, contact us and we'll action it where we're not required to keep it for legal or financial reasons.

6. Your rights

Under POPIA, you have the right to: ask what personal information we hold about you; ask us to correct inaccurate information; ask us to delete information we no longer have a valid reason to keep; and object to how we use your information. To exercise any of these, email theecaac@gmail.com and we'll respond as promptly as our volunteer committee is able to.

7. Cookies & tracking

Google Analytics sets cookies in your browser to distinguish visitors and sessions. You can block or delete these at any time through your browser settings, or opt out of Google Analytics entirely using Google's browser opt-out add-on. This site does not use advertising cookies or third-party tracking beyond standard analytics.

8. Children's information

Membership is household-based and this site is not directed at children. We don't knowingly collect personal information directly from minors; where a household membership includes children, their details are provided and managed by a parent or guardian.

9. Changes to this policy

We may update this policy from time to time as the club's practices or the law changes. The "last updated" date at the top of this page will reflect the most recent revision.

10. Contact us

For any privacy question, or to exercise any of the rights above, contact the committee at theecaac@gmail.com or the Secretary directly at secretary@ecaac.co.za.