For purposes of this Policy: • “Personal Information” means information relating to an identifiable, living natural person and, where applicable, an identifiable juristic person, as defined under POPIA. • “Data Subject” means the person to whom personal information relates. • “Processing” means any operation or activity concerning personal information, including collection, recording, storage, updating, retrieval, dissemination, or destruction. • “Operator” means a third party who processes personal information on our behalf.
We process personal information for the following purposes: • To register and accredit individuals for events • To verify identity and eligibility • To generate event access credentials • To manage venue access control and security • To communicate important event information • To comply with legal and safety requirements • To maintain event records and audit trails • To prevent fraud and ensure event safety We will only process personal information for specific, explicitly defined, and lawful purposes.
We process personal information based on: • Consent of the data subject • Performance of a contract • Compliance with legal obligations • Legitimate interests (such as event security and operational management)
Where required under POPIA: • Consent will be obtained explicitly and voluntarily. • Data subjects may withdraw consent at any time, subject to legal or contractual limitations.
We may share personal information with: • Event organisers • Venue management • Security providers • IT service providers (operators) • Regulatory authorities (where legally required) All operators are contractually required to maintain appropriate security safeguards in accordance with POPIA. We do not sell personal information.
If personal information is transferred outside South Africa: • We will ensure the recipient country has adequate data protection laws; or • We will enter into binding agreements to ensure compliance with POPIA; or • We will obtain the data subject’s consent.
We implement appropriate, reasonable technical and organisational measures to protect personal information against: • Loss • Unauthorised access • Unlawful processing • Damage or destruction Security measures may include: • Encryption • Secure cloud hosting • Access controls • Password protection • Audit logs • Data minimisation practices
We retain personal information only for as long as necessary to: • Fulfil the purposes for which it was collected • Comply with legal, regulatory, or contractual obligations • Resolve disputes or enforce agreements After this period, personal information will be securely deleted or de-identified.
In terms of POPIA, data subjects have the right to: • Access their personal information • Request correction or deletion • Object to processing • Withdraw consent • Lodge a complaint with the Information Regulator Requests may be submitted to: The contact information provided and clearly indicating the purpose of the email.
If you believe your personal information has been processed unlawfully, you may lodge a complaint with: The Information Regulator (South Africa) Website: https://www.justice.gov.za/inforeg/ Email: inforeg@justice.gov.za
Our system may use cookies or similar technologies to: • Authenticate users • Improve system performance • Monitor usage analytics Users may adjust browser settings to refuse cookies; however, this may affect system functionality.
Certain information is mandatory for accreditation. Failure to provide required information may result in: • Inability to issue accreditation • Denial of event access Optional information will be clearly indicated.
If the system processes information relating to minors under 18 years: • We will obtain consent from a competent person (e.g., parent or guardian), unless otherwise permitted by law.
In the event of a security compromise: • We will notify affected data subjects as soon as reasonably possible. • We will notify the Information Regulator where required by law.
We may update this Privacy Policy from time to time. The updated version will be published on our website with the revised effective date.
We may suspend or terminate access to the System: • For breach of these Terms • For security concerns • At the direction of the Event Organiser
By using the Online Event Accreditation System, you:
(a) Confirm that you have read and understood these Terms and Conditions
(b) Consent to the processing of your personal information in accordance with this Privacy Policy