Effective date: [1 March 2021]

This privacy policy of Africa for Africa Women’s Annual Conferences and Summits with
registered address at East London, South Africa (subsequently referred to as “we,” “our,” or
“us”) regulates privacy matters of the Africa for Africa Women’s Conference events
conducted online and in person, the Pan Africa Women Empowerment Summit (PAWES),
International Women in Leadership (IWIL) Conference and Annual Pan African
Transformational Leadership Summit and other similar events is based on data protection
laws of the South African Protection of Personal Information Act. 2013 (act 4 of 2013)
(POPIA). This privacy policy discloses what we collect and how we use, disclose, transfer,
and store your information. By registering for our events Online, you agree to the terms of
processing of your personal data below.
Definitions.

The terms listed below have the meanings assigned to them in the POPIA

 

 

 

1. 1.Personal data means an identifiable natural person is one who can be identified,
   directly or indirectly, in particular by reference to an identifier such as a name, an
   identification number, location data, etc.;
   2.Processing means any operation or set of operations which is performed on
   personal data, such as collection, recording, organization, structuring, storage,
   adaptation or destruction;
   3.Data subject (or you) is an identified or identifiable natural person who can be
   identified, directly or indirectly, based on particular Personal Data.
   Data Collected
   You agree that we will be data controller of your personal data and may collect,
   process, use, and save your personal data when you are registering and visiting our
   Online Event. Your consent may be collected when you register for Online Event.
   Otherwise, we may ask you for a declaration of consent under data protection law
   when you decide to register for Online Event. This consent can be withdrawn at any
   time.
2. Personal data includes the following:
3. Account registration data: name and surname, role of the user
   2.Contact details: company name, phone number.
   3.Content uploaded during Online Event – images, videos, presentations, and other
   files where you’re personal data is mentioned.
4. Statistical data: for example the number of users visiting the event, number users
   visiting a particular exhibitor panel.

 

 

Use of the Data
We use, process and store your personal data for the following purposes:

 

 

1. To collate registration list of delegates for our events hosted in person, as a hybrid
   event or online
2. To provide Online Event that we organised. For this purpose, we process account
   registration data. For example, we will use this data to register you for Online Event.
   We will use your communication data for your participation in event (for example
   when you participate in event chant). Please note that some of your profile data (the
   name you provide to us may be shared with other users whom you connected to, and
   that your profile data will be made searchable by other Online Event participants.
3. To inform you about Online Event you registered for and about upcoming Online
   Events.
4. For legal purposes. We may use any type of personal data when processing is
   required by the applicable law.

 

 

Legal basis
We process EEA-based User’s Personally identifiable data under the following legal
bases:

 

 

1. To perform our contract with users – on the basis of POPIA. Under this legal basis
   we
   (1) provide Online Event to you;
   (2) manage your accounts and provide you with customer support;
   (3) communicate with you regarding any of our events marketed or hosted Online;
   (4) allow you to become an exhibitor for the event.
   2.For other legitimate interests, unless those interests are overridden by user’s interests or
   fundamental rights and freedoms that require protection of personal data. For example, we
   rely on our legitimate interest when it comes to
   (1) diagnostic analytics to assess the number of visitors, exhibitors, posts, page
   views, etc.;
   (2) optimization of our visitors’ experience;
   (3) fraud prevention;
   (4) network and information security,
   (5) analysing customer satisfaction.

 

 

How do we protect your data
We process personal data in a way that assures an appropriate level of security, including
protection against unauthorized Processing, destruction, accidental loss, or damage while
applying suitable organizational and technical measures under industry standards.
Our physical security complies with industry standards such as ISO 27001 for physical
security and availability. All data transits are encrypted to align with best practices with
Secure Socket Layer technology. We are using industry-standard data transport protocols.
We never store personal data on devices like USB or CD. We are using security reports to
monitor access patterns and to proactively identify and mitigate potential threats.
All our personnel and contractors are subject to confidentiality agreements. Only authorized
personnel has granted minimum access on a need-to-have basis to personal data.

 

 

Service providers.
Our service providers acting as processors based in the EEA
1.We use Eventbrite, Zoom or Google Meet online event hosting services as a data
processor with regards to personal data collected. To find more about Zoom or Google Meet
please refer to their privacy policy available here.
We will never sell your personal data to third parties.
The information we provide to you may be transferred to and processed on our servers, or
servers of third-party providers. If such third-party providers are located outside EEA, we
either enter into standard (“model”) contractual clauses or ensure that the transfer is
pursuant to another valid mechanism under Its country or origin’s legislative framework.

 

 

Your Privacy Options
According to POPIA, you have the following rights:

 

 

1. Right to rectification. You have the right to request to rectify, without undue delay, any
   incorrect data pertaining to you.
2. Right to limitation of processing. You can limit the use of personal data processed.
3. Right of access. You may request a copy of personal data we collected during the event.
4. Objecting to or restricting the use of Personal Data. You can ask to stop using all or some
   portion of Personal Data or limit use thereof by requesting its erasure as described above or
   sending us a request
5. The right to lodge a complaint with supervisory authority. You have the right to lodge a
   complaint with a competent data protection supervisory authority.
6. The right to data portability. You can receive personal data in a machine-readable format
   by sending respective request at info@aimcongress.com
   Exercise of rights
   To exercise your right to access you have a right to send us a request. Upon request, we will
   endeavour provide information free of charge. If we are data controllers with regards to
   personal data collected we will provide a response. We may charge a reasonable fee if
   request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply
   with your request in these circumstances.
   If we are data controllers, we shall review and pronounce on the request within 1 month as
   of its filing. This period may be extended by further two months, if necessary, for example, if
   your request is particularly complex or you have made a number of requests. We shall
   inform you as to any such extension within 1 month as of receipt of the request, stating the
   reasons for the delay. When you file a request by electronic means, the information is
   provided electronically, if possible, unless you have requested otherwise.
   Upon the filing of a request by an authorized person, the notarized power of attorney must
   be attached to the request. In case of death of the natural person, his / her rights are
   exercised by his / her heirs and the certificate of heirs shall be attached to the request. The
   heritage should be confirmed by respective certificate, issued in the dead person’s
   jurisdiction.
   Where data do not exist or their provision is forbidden by law, access of the requesting party
   to such data is refused.

 

 

Third-party links
Our Online Event may contain links to other websites, services, and web addresses. This
privacy policy applies only to Online Events you registered for, not those external websites,
services and web addresses that we link to. Those websites, services, and web addresses
have their own privacy policies. We are not responsible for these external websites and
services and their privacy policies and practices, as well as their compliance with applicable
data protection laws. In addition, if you linked to Online Event from an external site, we
cannot be responsible for the privacy policies and practices of the owners and operators of
that external website and recommend that you check the privacy policy of that external
website.

 

 

Retention [decided solely by event organiser]
We will store personal data for as long as it is reasonably necessary for achieving the
purposes set forth in this Privacy Policy which includes (but is not limited to) the period
during Online Event, unless stipulated otherwise in our agreement with you. We may also
retain and use personal data as necessary to comply with legal obligations, resolve disputes,
and enforce agreements.

 

 

Age Limitation
Our Online Event is not for users who are under 18 years old. We do not knowingly process
any personal data from persons under 18 years of age, and any such data shall be
immediately deleted upon detection. If you learn that anyone younger than 18 has provided
us with personal data, please contact us at info@africa4africawomen.org

 

 

Privacy Policy Changes
We may amend this Privacy Policy from time to time, and we shall inform you about any
such amendments in the future. The use of data we collect, process, and save now is
subject to the version of this Privacy Policy that is in effect at the time users provide such
data.

 

 

Supervisory Authority
We’re regulated by the South African Promotion of Administrative Justice Act. 2000 (PAIJA )
(act 3 of 2000), Promotion of Access to Information Act (PAIA) (act 2 of 2000) and POPIA.
How To Contact Us
If you have any questions or requests regarding your policy, please send your request to
info@africa4africawomen.org