Who is responsible for your information

SmartClub Wallet is operated by Cognitive IT Blends. Your club or organisation is responsible for the member records it supplies and the activities it performs through SmartClub. Cognitive IT Blends operates the platform and processes information needed to provide and secure the service. Questions can be sent to support@cibsmartclubs.co.za.

Information we process

Depending on how you use SmartClub, we process:

• Identity and contact information, including your name and email address.
• Club affiliations, member and dependant relationships, and access roles.
• Wallet balances, top-ups, purchases, refunds, limits, invoices, and immutable audit records.
• Reservations, food orders, delivery details when supplied, and related fulfilment records.
• Authentication, device, diagnostic, and security information needed to protect accounts and operate the service.

SmartClub does not expose database or payment credentials to the mobile application. Card details entered during a top-up are handled by Payfast through its hosted checkout and are not stored by SmartClub.

Why we use it

We use personal information to create and protect accounts, connect customers to the clubs they explicitly select, operate wallets and clubhouse services, process payments, issue financial records, prevent fraud, support customers, and meet legal obligations.

Existing club balances or dependant records are not attached through an email match alone. Additional proof or an authorised club action is required.

Service providers and cross-border processing

We use carefully selected providers for cloud hosting, databases, authentication, application delivery, and payments. Some providers may process information outside South Africa. Where that happens, we use contractual, technical, and organisational safeguards appropriate to the information and applicable law. Providers may use information only to deliver their contracted service.

Retention and security

We retain information only for as long as it is needed for the service, a legitimate security or fraud-prevention purpose, or a legal, tax, accounting, and audit obligation. Posted ledger entries and associated audit records are not rewritten or deleted; where correction is required, SmartClub records an explicit reversal. Access is restricted, tenant-owned information is scoped to its organisation, and credentials are protected in secure storage.

Your choices and rights

Subject to applicable law, you may ask to access or correct your personal information, object to certain processing, withdraw consent where consent is the basis, or request deletion. You can submit an authenticated deletion request from the SmartClub Wallet account screen and review the full process on the account deletion page.

You may also lodge a complaint with South Africa's Information Regulator. We encourage you to contact us first so that we can investigate promptly.

Updates to this policy

We may update this policy when the service, providers, or legal requirements change. The effective date above identifies the current version. Material changes will be communicated through an appropriate SmartClub channel.