EventPress Privacy Policy
Last Updated: June 29, 2021
EventPress is a product of Hotpress Media (Pty) Ltd.
EventPress - Online RSVP and Event Management System. Refered to in this document as “EventPress”.
Please read this policy carefully, as it describes EventPress’s use of your Personal Information. By accessing and using the Products, you are agreeing to this Privacy Policy, and are hereby consenting to our use of your Personal Information as set forth herein. You may withdraw consent at any time by contacting HotPress at info@hotpress.co.za. We may update this policy from time to time. If any changes are material or apply to information we have already collected, we may provide additional notice and/or request additional consents as appropriate under the circumstances. Your continued use of the EventPress products or website constitutes your acceptance of the updated terms. If you do not agree with this Privacy Policy, you must discontinue use of the EventPress system and website.
1. What personal data do we collect from you?
Personal data you provide to us
When using EventPress, you may provide us with personal data. Personal data includes all personally identifiable information (“PII”) and data that directly or indirectly identifies you such as your name, email address, phone number and location data. You control how much information you provide through the EventPress product. To use EventPress, you must provide your name, and email address. If you did not submit this information yourself, we may have received this information from the event organizer to invite you to use the products and to prepopulate certain fields on EventPress. EventPress may request additional information about you beyond a name and email address. It is up to you how much additional personal information you share with us, the event organiser, and the other attendees. If you are an event organiser, you may also provide us with conference agendas, customer lists, exhibitor lists, and other information.
Personal data we collect through your use of our EventPress or Website
We collect limited personal data from you through your use of EventPress or Website. The only data we actively collect from you beyond that which you choose to provide are your IP address, browser software, operating system, and the time and date on which you visited EventPress or Website. In addition, we may also track your usage of EventPress for statistical and research purposes by means of cookies.
2. For what purpose do we use or process your personal data?
We process your personal data for the following purposes:
- Providing you with information about the event that you are attending or invited to;
- Performing our services;
- Enabling Product features such as "check-ins", surveys/polls, messaging, channels, agenda sessions, exhibitors, recommendations, speakers and locations;
- Prepopulating Product fields such as conference agendas, attendee lists, speaker lists, exhibitor lists, and location information;
- Showing your Product contributions on the activity feeds in the event Product;
- For analytics to help improve our services;
- Sending emails or push notifications in relation to the event; and,
- Processing complaints or customer service inquiries, handling disputes, performing audits and meeting statutory requirements.
We do not use automated decision-making when processing personal information.
3. With whom do we share your personal data?
We do not share your personal data with third parties except where doing so is required to perform services rendered by EventPress.
Event Organisers
We share your information, posts, comments, surveys, messages, and polls with the event organisers or their authorised agents. In accordance with our legal obligations, we have agreed to safeguard the protection of your personal data in agreements with the event organisers. We recommend that you read and review the privacy policy of the event organiser (our client) carefully to ensure you are fully aware of all the purposes for which your data is being used by the event organiser or processed by us.
Attendees
Apart from the first and last name on your profile, we do not share your personal data with other attendees.
External Partnerships
We may provide personal information to our affiliates or other trusted businesses or persons to process that information for us, based on our instructions and in compliance with our Privacy Policy and any other applicable confidentiality and security measures. For example, we might use data processors to handle complaints, to resolve customer service inquiries from you or event organisers, to facilitate internal support operations for EventPress, to send newsletters or other event information on our or the event organiser’s behalf, or to share information with third parties in other similar cases if you have provided your consent to such data sharing. We will not sell to any third party the personal information or data that you provide to us.
Legal Requirements and Law Enforcement
We will share personal information where we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to meet any applicable law, regulation, legal process or enforceable governmental request, detect, prevent, or otherwise address fraud, security or technical issues; or protect against harm to the rights, property or safety of EventPress, our users or the public as required or permitted by law.
Corporate Organisation
In addition, in the event of a merger, acquisition, reorganisation, bankruptcy, or other similar events, we will continue to ensure the confidentiality of any personal information and give affected users notice before personal information is transferred or becomes subject to a different privacy policy.
4. Security of your personal information
In accordance with the applicable laws and regulations, we have taken adequate technical and organisational measures to safeguard the security of your personal information. We store the personal information that we process on a secure database that is protected by technical access controls. We periodically review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
We restrict access to personal information to employees, contractors and agents who need to know that information in order to process it for us, and who are subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.
5. What are your rights?
In compliance with the privacy of personal information, EventPress commits to resolving complaints about our collection or use of your personal information. Individuals with inquiries or complaints regarding our privacy policy should first contact HotPress by email by including your full name and sending it to info@hotpress.co.za. We will contact you within no more than thirty (30) business days after receipt of a request to review, change, or remove your personal data.
You may: withdraw consent for processing your personal information at any time; object to or restrict processing; or request EventPress to provide you a copy of your personal information, information about processing, or a correction or deletion of your personal information.
6. Cookies and similar technologies
We use cookies on EventPress and on our Website. A cookie is a small text file that is delivered by EventPress and which is stored by your browser on the hard drive of your computer or on your smartphone. Cookies have various functions, for example, a cookie can store a password token which helps EventPress keep track of logged in users. Cookies do not store any personally identifiable data and are not accessible outside of the EventPress system.
7. Additional Information and Contacts
Children Under the Age of 13
Our services are directed to the general public. We do not knowingly collect information from children under 13 years of age or have any reasonable grounds for believing that children under the age of 13 are accessing our Website or using our Products or services. If we learn that we have inadvertently collected personal information from a child under age 13, we will delete that information as quickly as possible. If you believe that we might have any information from a child under age 13, or if you wish to remove publicly available content, please contact us at info@hotpress.co.za.
Retention Period
We will retain your personal information for the period necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law.
Limitations of Privacy Policy
Our Privacy Policy does not apply to services offered by other companies or individuals, including products or sites that may be displayed to you in the Products or services, or at an event or function supported by EventPress technologies. Our Privacy Policy does not cover the information practices of other companies and organisations who may display information through our products.
If you have questions about our use of your personal data, please contact us at: info@hotpress.co.za
If you have questions about the event organiser’s use of your personal data, we recommend that you read and review the privacy policy of the event organiser and contact the event organiser if you still have questions.
Appendix 1: Cookies and Purpose
We use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your device for a set period of time or until you delete them). We use the following types of cookies for the purposes explained in this chart:
| Cookie Type | Purpose |
|---|---|
| Essential operation | These cookies are necessary in order for you to move around the service as you request. It allows us to recognise what type of attendee or other subscriber you are so that we can then accordingly provide services. |
| Functional | These cookies allow us to use certain features of the service in accordance with the choices that you make. These cookies mean that if you continue to use the services or return to the services, we can then provide services tailored for you based on the choices you have made or asked us to hold like your username or your customisations. |