Your family. Your information.

Version: 2026-10-23. Effective from 23 October 2026.

1. Who is responsible

Junior-Prenuers Club Pty Ltd is the operator and responsible party for the registration information described here. Address: 2 Ncondo Place, uMhlanga, Durban, South Africa. For privacy enquiries, write to highfive@jpclub.org, marked “Privacy – Information Officer”. A parent or guardian provides a child’s information; children should not complete the registration form themselves.

2. Information requested

• Parent/guardian first and last names, email address and telephone number with country code.
• Child’s full name, date of birth and age group, and country of residence supplied by the parent.
• The parent’s EO/YPO membership category; chapter or membership details if voluntarily supplied.
• The consent statements selected, time of receipt and registration-record version.
• Registration-related correspondence and technical website/security information, such as logs and essential form/session identifiers, where generated by our systems or providers.

Billing-plan and invoice fields are not part of free registration. We do not request card details or take payment through this form. Do not submit health information, identity documents or other sensitive information unless we separately explain a necessary, secure collection process.

3. Purposes and choices

We use parent and child information to receive and administer applications, check age-group consistency, assess eligibility, consider Forum options, contact parents, respond to requests, keep consent evidence and protect the service. Essential information is identified on the form; without it or required parental authorisation, we cannot process the child’s application. Optional chapter/membership-number information is not required to submit.

We seek prior authorisation from a parent or guardian who is legally competent to act for the child for the child’s registration and matching information. Other processing may be necessary to respond to the parent’s request, comply with law, maintain security or establish or defend legal rights where law permits. We do not treat acceptance of this notice as permission for every possible use.

Registration does not enrol you or your child in promotional mailing lists, authorise use of a child’s photograph or authorise session recording. A new purpose or additional information for participation will be explained separately, with any required authorisation. Forum placement is reviewed by the team rather than decided solely by an automated system.

4. Where records are kept and who receives them

The WordPress registration form uses WPForms and club-managed private registration records. Records and backups are held through the website’s hosting arrangements with xneelo and any verified backup services. Registration information is also handled by the club’s email services when notifications and correspondence are sent.

Authorised club personnel administer applications. Private registration records in WordPress are restricted to administrators. Hosting, email, backup, security and support providers may process information needed to deliver their services. Providers must be subject to appropriate confidentiality, security and processing terms. We do not sell children’s or parents’ information.

Relevant information may be provided to an authorised facilitator to assess a proposed placement, limited to what is necessary and after the arrangement is explained to the parent. Information is not shared with other families merely because you register. Disclosure to advisers, regulators, child-protection bodies or law enforcement may be necessary where lawfully required or justified to protect a child or legal rights.

5. International processing

JP Club operates from South Africa and considers applications from different countries. Hosting, mail, backups, support access or a proposed facilitator may involve processing in another country. Before a new international recipient receives personal information, we must assess the relevant location, purpose, protections and lawful transfer basis. For children’s information, any required prior regulatory authorisation must be obtained before the transfer.

A parent’s agreement to registration is not a blanket waiver of international-transfer protections. Contact the Information Officer for information about the relevant providers, locations and safeguards for your application.

6. Retention and withdrawal

Our registration-stage retention schedule is: keep an active application while matching is under consideration; review applications after 12 months without substantive parent contact; and seek confirmation before retaining them for further matching. If the parent does not respond within 30 days of that review request, close the application.

On withdrawal or closure, remove routine child-matching information from active records and working email copies within 30 days, unless a documented lawful reason requires specific information for longer. Keep only the minimum consent, complaint, safeguarding or legal evidence required for that reason, with restricted access and a recorded review date. Accepted placements move to a separately explained membership retention schedule.

Deleted information may remain in protected backups until those backups expire under the verified backup schedule. Backup copies must not be used for routine matching; if a backup is restored, applicable deletion requests must be reapplied. Ask the Information Officer for the applicable backup expiry period. These periods do not override a legal duty to retain or delete information sooner.

7. Your and your child’s rights

Depending on applicable law, you may request access or confirmation of processing, correction, restriction or deletion; object to processing; withdraw consent; and raise a complaint. Withdrawing authorisation may mean we cannot continue matching the child. Withdrawal does not invalidate earlier lawful processing and does not necessarily require deletion of information we must lawfully retain.

Email highfive@jpclub.org with “Privacy” in the subject. We may verify identity and authority proportionately before releasing or changing records. Do not send identity documents unless requested through an appropriate route. We aim to acknowledge requests within five business days and respond without unreasonable delay and within applicable legal deadlines.

You can complain to the South African Information Regulator or another competent authority where applicable. Contact details and complaint channels are available on the Regulator’s website.

8. Security and incidents

We must apply reasonable, proportionate access controls, secure administration, provider controls and backup safeguards. No online system is completely risk-free. Suspected unauthorised access or disclosure must be assessed, contained and reported to affected people and authorities when required by applicable law. Report a suspected privacy incident to highfive@jpclub.org, marked “Privacy incident”.

9. Website technologies and updates

Website, form and security functions may use necessary cookies or similar technologies. Any optional analytics, advertising, external media or additional tracking must be assessed and explained before use, with choices where required. This notice does not provide consent for optional tracking.

Material changes will be explained before applying a new purpose to existing information, and fresh authorisation sought where needed. We retain dated versions so the information and choices presented at registration can be identified.

Questions? highfive@jpclub.org