VUKA GROUP PRIVACY NOTICE
Version: 2.3
Privacy notice pertaining to all data subjects and all data processing of VUKA Group. Changes to be published on all VUKA websites. Links to this notice to be included in all correspondence.
INTRODUCTION
This privacy notice (“Privacy Notice”) sets out the manner in which all members of the VUKA Group, consisting of the following entities:
- Spintelligent (Pty) Ltd (Registration Number: 1995/0085/07);
- VUKA Events and Management Services (Pty) Ltd (Registration Number: 2020/863190/07);
- Kinetic Events (SA) (Registration Number: 2013/147214/07);
(“VUKA”) obtain, use and disclose your personal information, in accordance primarily with the requirements of POPIA (as defined below) and any other relevant legislation.
INTERPRETATION
In this Privacy Notice:
- ‘app’, ‘platform’ or ‘portal’ means our digital services, social media, forms and functions on our site, our surveys, login facilities or any similar data collection points provided by us;
- ‘controller’ is used as defined in the GDPR;
- ‘direct marketing’ shall have the meaning assigned thereto in POPIA;
- ‘‘electronic communication’’ shall have the meaning assigned thereto in POPIA (means any text, voice, sound or image message sent over an electronic communications network which is stored in the network or in the recipient’s terminal equipment until it is collected by the recipient);
- ‘GDPR’ means the General Data Protection Regulation, being the European Union regulation on information privacy in the European Union and the European Economic Area (‘EEA’);
- ‘PAIA’ means the Promotion of Access to Information Act, 2000;
- ‘personal information’ means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, which includes (but is not limited to) the categories listed in section 1 of POPIA;
- ‘POPIA’ means the Protection of Personal information Act, 2013, including any regulations and/or code of conduct made thereunder;
- ‘process’ shall have the meaning assigned thereto in POPIA;
- ‘processor’ is used as defined in the GDPR and is used to refer to an operator as defined within POPIA;
- ‘the site’ means any of the VUKA websites that you are visiting or engaging with;
- ‘we’, ‘us’ or ‘our’ means the ‘Responsible Party’ as defined in POPIA, being in this instance any one or all of the entities forming part of VUKA (as described above), with which you are interacting. This may be, for example, the VUKA entity organising the event you are attending, or managing the website you are using. You will be made aware of which entity you are dealing with at all times;
- ‘you’ and ‘your’ and “data subject” means you, the person engaging with us, registering for our events or services or visiting our site.
RECORDAL
The VUKA Group aims to ensure that all personal information processed by it is handled responsibly, protecting you from the unauthorized use or disclosure of your personal information.
In accordance with POPIA and any other relevant data privacy laws, please take note of this Privacy Notice, as it describes how we process your personal information, including the receipt, collection, use, disclosure, sharing, retention and protection of your personal information.
This Privacy Notice also asks that you provide us with your consent to process your personal information, where this is required, which consent will be deemed to have been given by yourself, when you provide us with your personal information for processing.
CATEGORIES OF DATA SUBJECTS
This Privacy Notice applies to the person engaging with us (whether natural or juristic), registering for our events or services, visiting any of our sites, or using any online platforms, apps or digital portals made available by us.
In the context of one of our events, data subjects include registered event attendees, event exhibitors, event sponsors, suppliers and other companies involved in the event under instruction of VUKA.
COLLECTION OF PERSONAL INFORMATION
How do we collect personal information?
- We collect all personal information supplied to us through a number of mechanisms. This includes, for example, through the submission of registration forms, registration of an account, submission of credit card information for payment, your attendance at an event (including scanning your access badge), subscription to our mailing list, etc.
Is the supply of personal information optional or mandatory?
- Where possible, we will inform you what personal information you are required to provide to us and what personal information is optional.
Categories of personal information:
- Your name, including business name where applicable;
- Contact details, including physical address, email address, and telephone and/or cellular numbers;
- Banking details;
- Identity Number or business registration number;
- Account log on details, including password or identifiers and security questions, which may have been allocated to you;
- Medical history (if required for legal reasons);
- Dietary requirements;
- Various types of preferences;
- Location information;
- Device and browser information, such as network and connection information (including internet service provider (ISP) and Internet Protocol (IP) addresses), device and browser identifiers and information, advertising identifiers, cookie identifiers and information;
- Usage information and browsing history, such as usage metrics, content interactions and user journey history;
- Demographic information, such as your nationality, country of residence, preferred language, age and date of birth, marital status, gender, physical characteristics;
- Social media and online content;
- Professional business information (such as job title, employer, roles and responsibilities);
- Survey information;
- Comments, feedback, posts and any other content submitted;
- In respect of badged access in relation to any of our events, we may collect information about your location in and engagement, within the event. This may include information relating to when you enter the event and which exhibitors or sponsors you have engaged with;
- Photos and video recordings at our events.
Collection of personal information from third parties:
- We may collect/purchase information about you from third parties, who we work closely with for the purposes of delivering to you the services that you request from us. These third parties will collect information directly from you on our behalf.
- We will inform you whenever we collect personal information about you from third party sources. You will be given the opportunity to object to our processing of your information.
- If you object or do not respond to our query, we will delete your personal information (excluding the stub of data we need to in order to add you to our Do Not Contact list).
Direct marketing:
VUKA Group shall only process your personal information for purposes of direct marketing by means of electronic communication if:
- you have expressly consented thereto;
- you are, subject to section 69(3) of POPIA, a customer of VUKA Group.
By submitting your details to us, you consent to VUKA Group processing your personal information as provided, for the purposes of direct marketing by means of electronic communication, in respect of events or services offered by VUKA Group.
To keep in contact with you about other similar events or services of ours that may be of interest to you, we may send you direct marketing messages on related services, products and offerings provided by us, subject to you being given a reasonable opportunity to object to our use of your electronic details.
Should you opt in to receiving any direct marketing and you change your mind at any time, you are always able to opt out of a specific category of direct marketing by:
- making use of the unsubscribe link provided in the footer of the electronic communication received;
- contacting us directly (see clause 12 below).
Where we wish to promote to you the products or services of a third-party (“Third Party Promotion”), we will first ask you to actively opt-in.
CONSEQUENCES OF FAILING TO PROVIDE PERSONAL INFORMATION REQUESTED
Failing to provide compulsory personal information may lead to our inability to carry out the functions necessary to perform our obligations as your service provider.
THE PURPOSE FOR WHICH WE COLLECT AND PROCESS PERSONAL INFORMATION
We primarily collect and process your personal information to engage with you for the purposes of understanding your requirements and delivering services accordingly.
We further process your personal information in order to/for:
- gather contact information;
- confirm and verify your identity or to verify that you are an authorised user for security purposes;
- conduct market or customer satisfaction research or for statistical analysis;
- audit and record keeping purposes;
- legal proceedings;
- the performance of contractual terms or the enforcement of contractual rights;
- provide you with details of our terms, conditions, policies and procedures and to enforce and apply same;
- provide, maintain and protect our sites;
- deliver targeted advertising, marketing or information to you which may be useful to you, based on your use of the site, in your capacity as our customer;
- comply with legally mandated disclosure and verification obligations;
- assist with VISA applications;
- general administration and organisation of our events;
- assess the activity of attendees at our events (including location and engagement of attendees), in order to improve and enhance the events, provide statistical analysis to event sponsors and exhibitors;
- physical security at our events (i.e. to track authorised access);
- share data sharing with exhibitors and sponsors;
- enhance your event experience;
- share your personal information with our network application provider to create an account in respect of our digital services offering;
- delivery of physical media (to post, deliver or courier printed publications);
- health and safety; and
- any other legitimate business purposes.
SHARING OF YOUR PERSONAL INFORMATION WITH THIRD PARTIES
We may disclose your personal information to our sub-contractors and/or 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 POPIA.
General disclosure:
- We may also disclose your personal 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.
Categories of recipients to whom we may share your personal information:
- An exhibitor or sponsor at an event;
- The other entities in VUKA (as described above).
- Any selected third party with whom you have specifically consented to the sharing of personal information;
- Some of our events and products are co-branded, co-delivered or sponsored by third party exhibitors or sponsors. In these instances we act as “joint controllers” under a Data Sharing Agreement. We may share your details with these third-party partners. The third-party partner’s use of your details will be in accordance with their notice provided and its privacy policy and is not covered by this Privacy Notice.
- In the event that we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets.
- In the event of a sale, merger, acquisition, partnership, joint venture, collaboration, or negotiations related to the same with respect to all or part of our business, including the Securities Exchange.
- If we or substantially all of our assets are acquired by a third party, in which case personal information held by us about our customers will be one of the transferred assets.
SOCIAL MEDIA / THIRD PARTY SITES
Our social networks page(s) may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs. You are advised to take caution and exercise good judgement before clicking any shortened URLs published on social media platforms by this website. Despite our best efforts to ensure only genuine URLs are published, many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please verify these policies before you submit any personal information to these websites.
STORAGE OF YOUR PERSONAL INFORMATION
We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorized access and use of personal information. We will, on an on-going basis, continue to review our security controls and related processes to ensure that your personal information remains secure.
We will retain your personal information for only as long as is necessary to provide you with the services that you have requested from us, or for as long as the law otherwise permits. Where you have not participated, attended or registered to attend or participate in one of our events, or otherwise engaged with us for a period of 4 (four) years, we will delete your personal information, unless we have an obligation to retain it for longer (for example for taxation purposes).
By virtue of where our servers are located, we may, where applicable, transfer your personal information outside of South Africa. We confirm that the level of protection afforded to your personal information by such a country or international organisation will be equal to the protection afforded by POPIA. We further confirm that any transfer of personal information will be in full compliance with section 72 of POPIA.
YOUR RIGHTS AS A DATA SUBJECT
If we process personal information based on any one of the following grounds, then you have the right to, at any time, object to the processing of such personal information:
- processing protects a legitimate interest of the data subject;
- processing is necessary for the proper performance of a public law duty by a public body; or
- processing is necessary for pursuing the legitimate interests of the responsible party or of a third party to whom the information is supplied.
Where a breach of personal information occurs we will notify the Information Regulator and affected individuals as required. We will aim to provide you with timely advice to ensure you are able to manage any loss—financial or otherwise—that could result from the breach.
If you feel we are not dealing with your personal information fairly and lawfully, you may complain to the South African Information Regulator, instructions on how to do this are available online at inforegulator.org.za/complaints .
Please first give us a chance to resolve any complaint by contacting us at the details below. Your complaint should include a brief description of what happened, when it happened and what personal information was affected.
You further have the right to:
- request access to your personal information;
- request correction of your personal information;
- in certain circumstances, to request the erasure of your personal information;
- request restriction of processing your personal information on reasonable grounds;
- request transfer of your personal information;
- object to direct marketing;
- withdraw consent to the processing of personal information.
If you are a resident of the EEA or the United Kingdom, South African privacy legislation applies.
Refer to our PAIA manual (Promotion of Access to Information) for details on how to exercise your rights.
CONTACT DETAILS FOR VUKA
Group address: The Information Officer, VUKA Group, Ground Floor, Ebden House, Belmont Park, Rondebosch. 7700, Cape Town, South Africa | PO Box 321, Steenberg, 7947, South Africa
Email: [email protected]
CHANGES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time. Updated privacy policies will be updated on the relevant event website and corporate websites, or provided to you at your request. This Privacy Notice was last amended on 11 July 2024
ANNEX
Data Controllers (or such analogous designation as may be applicable in territories outside of the European Union) within the VUKA Group:
| Entity Name | Registration No: | Country of Incorporation |
| VUKA Events and Management Services (Pty) Ltd | 2020 / 863190 / 07 | South Africa |
| Positive Mobility | 13627514 | United Kingdom |
| Kinetic Events | 2013/147214/07 | South Africa |