IT Event Management
Date
Created: 2024/01/18
Date
Reviewed: 2026/01/23
Next
Review Date: 2026/07/23
Contents
7 Access to your personal data
8 Correction of your personal
data
We
respect the privacy of everyone who visits this website or use makes of any
other IT Event Management product or service. As a result, we would like to
inform you regarding the way we would use your Personal data. We recommend you read
this Privacy Notice and Consent so that you understand our approach towards the
use of your Personal data. By submitting your Personal data to us, you will be
treated as having given your permission – where necessary and appropriate – for
disclosures referred to in this policy. By using this web site or service and
products from IT Event Management, you acknowledge that you have reviewed the
terms of this Privacy Notice and Consent to Use of Personal data (the “Privacy
Notice and Consent”) and agree that we may collect, use and transfer your
Personal data in accordance therewith.
If you
do not agree with these terms, you may choose not to provide any Personal data,
but this may impact on our ability to support you as a customer or
supplier. This Privacy Notice and Consent forms part of our Terms and Conditions of Use and such shall be governed by and construed
in accordance with the relevant laws. This Notice explains how we obtain, use
and disclose your personal data, as is required by the General Data Protection
Regulation. At IT EVENT MANAGEMENT we are committed to protecting your privacy
impact and to ensure that your Personal data is collected and used properly,
lawfully and openly.
IT Event Management (IT-EM) was founded in
2002 by a group of young, energetic university graduates who wanted to change
the face of events management in South Africa.
Consequently,
they set about developing a range of state-of-the-art IT solutions aimed at the
events and exhibitions market. By designing unique, customised, easy-to-use
systems and programmes, IT-EM provides cost-effective IT solutions for any
event, exhibition, conference, gala dinner or meeting.
Because
all services are provided on site, IT-EM ensures that organisers of these
events can sit back and relax while every technological component – from
registration and delegate tracking to internet connectivity and plasma displays
– is taken care of professionally.
Collection
of Personal data
We
collect and process your Personal data mainly to provide you with access to our
services and products, to help us improve our offerings to you, to support our
contractual relationship with you and for certain other purposes explained
below. The type of data we collect will depend on the purpose for which it is
collected and used. We will only collect data that we need for that purpose.
We
collect data directly from you where you provide us with your personal details,
for example when you purchase or supply a product or services to or from us or
when you submit enquiries to us or contact us. Where possible, we will inform
you what data you are required to provide to us and what data is optional.
Examples
of data we collect from you are:
·
name
·
address
·
email
address
·
telephone/cell
number
·
Government
ID/Passport Details
·
Medical and
disability
·
Gender
·
Foto’s and
other biometric data
·
user-generated
content, posts and other content you submit to our web site
We
also collect data about you from other sources as explained below:
Data
contained in CRM, Marketing, Accounts and Exhibition and event
specific Databases received from our clients (typically event organizers)
in their role as the Responsible party (Controller).
With
your consent, we may also supplement the data that you provide to us with data
we receive from other companies in our industry in order to offer you a more
consistent and personalized experience in your interactions with IT EVENT
MANAGEMENT.
Collection
of Non-Personal data
We may automatically collect
non-Personal data about you such as the type of internet browsers you use or
the website from which you linked to our website. We may also aggregate details
which you have submitted to the site (for example, the products or services you
are interested in). You cannot be identified from this data
and it is only used to assist us in providing an effective service on this web
site. We may from time to time supply third parties
with this non-personal or aggregated data for uses in connection with this
website.
Cookies
policy
We use the term “cookies” to refer to cookies and
other similar technologies covered by the POPI Act on privacy in electronic
communications.
·
What is a
cookie?
Cookies are small data files that your browser
places on your computer or device. Cookies help your browser navigate a
website and the cookies themselves cannot collect any data stored on your
computer or your files. When a server uses a web browser to read cookies, they
can help a website deliver a more user-friendly service. To protect your
privacy, your browser only gives a website access to the cookies it has already
sent to you.
·
Why do we
use cookies?
We use cookies to learn more about the way you
interact with our content and help us to improve your experience when visiting
our website. Cookies remember the type of browser you use and which additional
browser software you have installed. They also remember your preferences, such
as language and region, which remain as your default settings when you revisit
the website. Cookies also allow you to rate pages and fill in comment forms.
Some of the cookies we use are session cookies and only last until you close
your browser, others are persistent cookies which are stored on your computer
for longer.
·
How are
third party cookies used?
For some of the functions within our websites we
use third party suppliers, for example, when you visit a page with videos
embedded from or links to YouTube. These videos or links (and any other content
from third party suppliers) may contain third party cookies and you may wish to
consult the policies of these third-party websites for data regarding their use
of cookies.
·
How do I
reject and delete cookies?
We will not use cookies to collect personally
identifiable data about you. However, should you wish to do so, you can choose
to reject or block the cookies set by the websites of any third-party suppliers
by changing your browser settings – see the Help function within your browser
for further details. Please note that most browsers automatically accept
cookies so if you do not wish cookies to be used you may need to actively
delete or block the cookies.
We
will use your Personal and Non-Personal data only for the purposes for which it
was collected or agreed with you, for example:
·
RSVP
Management of a Client Event/Exhibition/Roadshow
·
Onsite
Registration at Client Event/Exhibition/Roadshow
·
Provision of
Matchmaking Services
·
Communications
of Above including newsflashes and invitations and support
·
Analyse the
effectiveness of our advertisements, competitions and promotions
·
Collect data
about the device you are using to view the site, such as your IP address or the
type of Internet browser or operating system you are using, and link this to
your Personal data so as to ensure that the site presents the best web
experience for you
·
Evaluate the
use of the site, products and services
·
For audit
and record keeping purposes
·
For market
research purposes
·
For
monitoring and auditing site usage
·
Help speed
up your future activities and experience on the site. For example, a site can
recognise that you have provided your Personal data and will not request the
same data a second time.
·
In
connection with legal proceedings
·
Make the
site easier to use and to better tailor the site and our products to your
interests and needs
·
Offer you
the opportunity to take part in competitions or promotions
·
Personalise
your website experience, as well as to evaluate (anonymously and in the
aggregate) statistics on website activity, such as what time you visited it,
whether you’ve visited it before and what site referred you to it
·
Suggest
products or services (including those of relevant third parties) which we think
may be of interest to you
·
To assist
with business development
·
To carry out
our obligations arising from any contracts entered into between you and us.
·
To conduct
market or customer satisfaction research or for statistical analysis
·
To confirm
and verify your identity or to verify that you are an authorised customer for
security purposes
·
To contact
you regarding products and services which may be of interest to you, provided
you have given us consent to do so or you have previously requested a product
or service from us and the communication is relevant or related to that prior
request and made within any timeframes established by applicable laws.
·
To notify
you about changes to our service
·
To respond
to your queries or comments
·
We will also
use your Personal data to comply with legal and regulatory requirements or
industry codes to which we subscribe, or which apply to us, or when it is
otherwise allowed by law.
·
Where we
collect Personal data for a specific purpose, we will not keep it for longer
than is necessary to fulfil that purpose, unless we must keep it for legitimate
business or legal reasons. In order to protect data from accidental or
malicious destruction, when we delete data from our services, we may not
immediately delete residual copies from our servers or remove data from our
backup systems.
·
You can opt
out of receiving communications from us at any time. Any direct marketing
communications that we send to you will provide you with the data and means
necessary to opt out.
We
may disclose your Personal data to our business partners who are involved in
the delivery of products or services to you. We have agreements in place to
ensure that they comply with these privacy terms.
We
may share your Personal data with, and obtain data about you from:
·
Third
parties for the purposes listed above;
·
Other
companies in our industry when we believe it will enhance the services and products,
we can offer to you, but only where you have not objected to such sharing;
·
Other third
parties from whom you have chosen to receive marketing data.
We
may also disclose your data:
·
Where we
have a duty or a right to disclose in terms of law or industry codes;
·
Where we
believe it is necessary to protect our rights.
We
are legally obliged to provide adequate protection for the Personal
data we hold and to stop unauthorised access and use of personal data. We will,
on an on-going basis, continue to review our security controls and related
processes to ensure that your Personal data is secure.
Our
security policies and procedures cover:
·
Acceptable
usage of personal data;
·
Access to
personal data;
·
Computer and
network security;
·
Governance
and regulatory issues;
·
Investigating
and reacting to security incidents.
·
Monitoring
access and usage of personal data;
·
Physical security;
·
Retention
and disposal of data;
·
Secure communications;
·
Security in
contracting out activities or functions;
When
we contract with third parties, we impose appropriate security, privacy and
confidentiality obligations on them to ensure that Personal data that we remain
responsible for, is kept secure.
We
will ensure that anyone to whom we pass your Personal data agrees to treat your
data with the same level of protection as we are obliged to.
You
have the right to request a copy of the Personal data
we hold about you. To do this, simply contact us at the numbers/addresses
listed on our home page and specify what data you would like. We will take all
reasonable steps to confirm your identity before providing details of your
personal data.
Please
note that any such access request may be subject to a payment of a legally
allowable fee, as laid down in our POPI Act Policy.
You
have the right to ask us to update, correct or delete your personal data. We
will take all reasonable steps to confirm your identity before making changes
to Personal data we may hold about you. We would appreciate it if you would
take the necessary steps to keep your Personal data accurate and up to date by
notifying us of any changes, we need to be aware of.
According to the POPI Act ‘‘Personal data’’ means data
relating to an identifiable, living, natural person, and where it is
applicable, an identifiable, existing juristic person. The POPI Act, which has
more specific examples if you need them, can be found at the following link: https://www.gov.za/documents/protection-personal-information-act
Please
note that we may amend this notice from time to time. Please check our website
periodically to inform yourself of any changes.
If
you have any queries about this notice or believe we have not adhered to it or
need further data about our privacy practices or wish to give or withdraw
consent, exercise preferences or access or correct your personal data, please
contact us at the numbers/addresses listed on our website www.it-em.co.za in the IT EVENT MANAGEMENT PAIA Manual.
The address of the Information Regulator is as follows:
Woodmead North Office Park,
54 Maxwell Drive,
Woodmead,
Johannesburg