HCAP 路 Privacy
Your privacy on HCAP
What HCAP keeps about you, who can see it, and your rights under South Africa's Protection of Personal Information Act (POPIA).
In short
- HCAP keeps your details and scores only to work out your HCP Index and run HCAP Clubs.
- Only you, the HCAP office and HCAP Clubs you join see your email and cell number. Handicap lists and your card show your name, golfer number and index, never your contact details.
- Your information is never sold, and never used for adverts. HCAP doesn't show adverts.
- You can see, correct or delete your information, or object to how it's used, at any time, free of charge.
What HCAP keeps
| Information | Why |
|---|---|
| Name, surname, initials and gender | To know who you are and show you on handicap lists. |
| Email address | To log in, reset your password and send emails about your account. |
| Cell number (optional) | So the HCAP office or your HCAP Club can reach you, e.g. on WhatsApp. |
| Home club and country | To show your home club and suggest courses when you enter a score. |
| Scores: date, course, tee, gross and PCC | To work out your HCP Index with World Handicap System rules. |
| Your password | Stored scrambled (hashed): nobody, not even the HCAP office, can read it. |
| Log-in times, and the date you agreed to this notice | To keep your account safe and show when you last used HCAP. |
| Activity log: what was done, when, and from which IP address | To keep HCAP secure and sort out problems. Passwords and one-time links are never recorded. |
| Emails sent to you | A record of each email HCAP sent and whether it arrived. |
Who can see it
- You see everything about your account.
- The HCAP office (the people who run HCAP) can see and correct everything, to look after golfers and fix mistakes.
- HCAP Clubs you join see your name, golfer number, email, cell number, HCP Index, rounds this year and last round date, so they can run the club and reach you. They can give you a member number, enter scores for you and download their member list. When you ask to join a club, its administrators see your name, golfer number and index. If you leave a club, it no longer sees your details on HCAP.
- Other members of your HCAP Club see your name, HCP Index and rounds, but not your email or cell.
- Handicap lists: your HCAP Club can print or share a handicap list with your name, golfer number and HCP Index, e.g. on WhatsApp for competition day.
- Your handicap card: anyone you send your card link to sees your name, golfer number, home club, HCAP Club and HCP Index. You can make a new link at any time, and the old one stops working.
- Nobody else. HCAP doesn't sell, rent or give your information to anyone, and isn't linked to HNA or GolfRSA.
Cookies and other services
HCAP uses one cookie, to keep you logged in. It's deleted when you log out or close your browser. There are no tracking or advertising cookies.
Everything HCAP needs, including its lettering (fonts), comes from HCAP's own server: no Google or other outside services see you when a page opens. HCAP's emails go out through its own mailbox.
How long it's kept
Your details and scores are kept while you have an HCAP account, because your index is worked out from your last 20 rounds and your low index from the past 12 months. If you ask for your account to be deleted, your details and scores are removed, except where a law says a record must be kept. Activity log entries are deleted after a period the HCAP office sets, usually 12 months.
Keeping it safe
Passwords are hashed, pages go over a secure (https) connection on hcap.co.za, and only the HCAP office can log in to the back office. If there's ever a breach that affects your information, HCAP will tell you and the Information Regulator as POPIA requires.
Your rights
Under POPIA you may, free of charge:
- ask what information HCAP has about you, and get a copy;
- correct it: most of it you can change yourself on your profile;
- have it deleted, which closes your HCAP account;
- object to HCAP using your information, or withdraw your agreement at any time.
Use the contact form (choose "Privacy or my details"), email the HCAP office at mail@hcap.co.za, or send a WhatsApp or letter: any way that suits you. Say what you'd like and give your golfer number. You'll get a reply within 30 days.
If you're not happy with the answer, you can complain to the Information Regulator: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 路 enquiries@inforegulator.org.za 路 POPIA complaints: POPIAComplaints@inforegulator.org.za 路 inforegulator.org.za
Changes to this notice
If HCAP changes how it uses your information, this page is updated and you'll be told the next time you log in or by email. Last updated: 28 September 2026.