Exhibition & Event Services cc - Privacy Note

Introduction:
This Notice explains how we obtain, use and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act ("POPIA").

Exhibition & Event Services (www.ees-sa.com, www.exhibitionandeventservices.com and any registration portal that we create for an event) are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently.


Who we are:
Exhibition & Event Services has been providing registration services to exhibitions, conferences and events since 1996. We manage all aspects of the Visitor/Delegate and Exhibitor experience, from pre-registering for an event to onsite arrival and issuing of credentials.
We create online registration portals to collect information about the participants.


The type of personal information we collect:
We currently collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details)
• Medical information (for some events you may need to sign an indemnity and personal medical risks and insurance information may be required)
• Personal preferences (for example, dietary requirements)

We collect and process your personal information mainly to contact you for the purposes of the event you will be taking part in. We may also collect your preferences in order to cater for your specific needs. For this purpose we will collect contact details including your name and organisation, contact information and preferences.

We collect information directly from you where you provide us with your personal details. Where possible, we will inform you what information you are required to provide to us and what information is optional.


How we get the personal information and what we use it for:
Most of the personal information we process is provided to us directly by you for one of the following reasons:
Attending, participating in or viewing an exhibition, conference, launch or any other event.

We will use your personal information only for the purposes for which it was collected and agreed with you. In addition, where necessary your information may be retained for legal or user experience optimisation purposes.

We also receive personal information indirectly, from the following sources in the following scenarios:

• The organiser of the event may provide us with a list of previous participants or their list of potential participants for a specific event.
• One of your colleagues or friends may provide your information as a possible replacement or extra guest for a specific event.

We use the information that you have given us in order to:

• Prepare for the event.
• Enhance your experience at the event by catering for or taking your specific requirements in account.

We may share this information with:

• We may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We have agreements in place to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.
• We may also disclose your information:
  • 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.

Collection of Information by "Cookies"
You are aware that information and data is automatically collected through the standard operation of the Internet servers and through the use of "cookies." "Cookies" are small text files a Website can use to recognise repeat users, facilitate the user's ongoing access to and use of the Website and allow a Website to track usage behaviour and compile aggregate data that will allow content improvements and targeted advertising. Cookies are not programs that come onto your system and damage files. Generally, cookies work by assigning a unique number to you that has no meaning outside the assigning site. If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to deny or accept the cookie feature; however, you should note that cookies may be necessary to provide you with certain features (e.g., customized delivery of information) available on our Websites.


When will we process your personal information:
In terms of the Protection of Personal Information Act (POPIA), the justification ground which we base our processing on consist out of the following:

• The data subject or a competent person where the data subject is a child consents to the processing. Kindly note that you have the right to withdraw your consent
• The processing is necessary to carry out actions for the conclusion or performance of a contract to which the data subject is a party
• The processing complies with an obligation imposed by law on the business
• The processing protects a legitimate interest of the data subject
• The processing is necessary for the proper performance of a public law duty by the business
• The processing is necessary for pursuing the legitimate interests of the business or of a third party to whom the information is supplied.

How we store your personal information:
Your information is securely stored:

• Our server is hosted in Germany at IONOS.
• It is on a dedicated virtual Windows server that is managed by our ISP.
• Only our ISP Support team has access to the server itself.
• We have SQL access to manage the data.
• The server sits behind a Cisco Firewall managed by IONOS. Only required ports are opened by us.

We keep your information for a maximum of 5 years.
We will then dispose of your information by removing it from our servers and any other storage devices where a copy may reside.


Your data protection rights:

• You are entitled to access your personal data by sending a written request to [email protected]. We may charge you a fee for this service as set out in terms of Condition 8 of POPIA.
• You may also request Exhibition & Event Services to correct or supplement any of your personal data which Exhibition & Event Services will undertake as soon as practicable.
• Request the destruction of your personal data. Cedric Mileham will consider your request in light of any other laws or regulations prohibiting Exhibition & Event Services from destroying your personal data.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at [email protected] if you wish to make a request.


Contact details:
Name: Cedric Mileham
Phone Number: +27 (11) 7895577
E-mail: [email protected]


How to complain:
If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected].

You can also complain to the Information Regulator if you are unhappy with how we have used your Information.

Their contact details are as follows:
The Information Regulator (South Africa)
33 Hoofd Street
Forum III, 3rd Floor Braampark
P.O Box 31533 Braamfontein, Johannesburg, 2017

Complaints email: [email protected]