Estate team responsibilities

Set up the estate

• Keep the estate’s identity, support contact, court hours, fees, booking rules and cancellation settings accurate. Give residents a way to contact the estate for local issues.
• Verify resident applications and assign administrator access only to authorised staff. Give each administrator their own account and remove access promptly when responsibilities change.
• Maintain the premises and equipment, communicate local and guest rules, and block unavailable courts. Notify affected players promptly if a booking cannot go ahead.

Handle cancellations and refunds

Use the Cancellation policy and the deadline saved with each booking. Review late and exceptional requests on their facts, including any statutory rights. Record the reason for an override or cancellation and use only the minimum evidence needed.

When the estate cannot supply a court, communicate the available replacement or refund and check what is due to each original payer. If a booking fee must also be returned, send NexaForge the transaction reference so it can review that amount. For a payment collected directly by the estate, the estate pays any refund due and records it once the transfer has been made.

Reconcile payments and transfers

Record payments received outside EstateSports only after receipt and keep the reference. Reconcile the estate’s statement against confirmed payments, refunds and recorded bank transfers. Check pending transactions before making duplicate refunds or external payments. Report discrepancies to NexaForge with the EstateSports reference.

Protect resident and guest information

Use information from EstateSports only for lawful estate administration. Limit staff access to what they need, secure exported reports and keep them only as long as necessary. Give residents the estate’s own privacy contact and notice for estate-controlled processing. Refer to the EstateSports Privacy notice for platform processing.

Coordinate privacy requests and suspected security incidents with NexaForge promptly. Where NexaForge processes information on the estate’s behalf, the parties should record the instructions, safeguards, incident handling and end-of-service data arrangements in a written operator agreement as required by POPIA.

The estate’s service agreement

This page describes operational responsibilities. Pricing, commission, settlement schedules, support commitments, service suspension, termination and data handling at the end of service belong in the estate’s agreement with NexaForge. Confirm those terms with NexaForge before onboarding.

For onboarding, platform support or settlement queries, email hello@nexaforgetech.co.za. Include the estate name and any relevant booking or transaction reference.