Privacy Policy
Last Updated: January 28, 2025
Welcome to Eventra Group (Pty) Ltd ("we", "our", or "us"). This Privacy Policy is designed to help you understand how we collect, use, disclose, and safeguard your personal information when you use our website and related services.
3. What Personal Information We Collect
4. How We Collect Personal Information
6. How We Use Your Personal Information
7. Special Personal Information
8. Who We Share Your Information With
13. Website and Third-Party Links
15. Changes to This Privacy Policy
1. Who We Are
Eventra Group (Pty) Ltd ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services, in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African data protection laws.
Data Controller:
Eventra Group (Pty) Ltd
Registration Number: 2023/183233
Email: colin@eventragroup.com
Phone: +27 72 743 6700
2. Our Business Divisions
Eventra Group operates three distinct divisions:
Eventra Events: High-end international sports tours and exclusive experiences
Eventra Festivals: Premier youth sports festivals in South Africa
Eventra Academy: World-class sports, leadership, and wilderness academy (in development)
3. What Personal Information We Collect
We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as described in this Privacy Policy. We may share information with trusted third-party service providers who assist us in operating our website or conducting our business.
We may collect and process the following categories of personal information:
Identity Information
Full name, date of birth, gender, nationality
Identity and passport numbers
Company name and registration details (for corporate clients)
Contact Information
Physical addresses, postal addresses
Email addresses, telephone and mobile numbers
Emergency contact details
Inquiry and Booking Information
Details of inquiries about our events, tours, and services
Booking preferences, special requirements
Travel dates, group sizes, accommodation preferences
Dietary requirements, accessibility needs
Health and medical information relevant to planned activities
Financial Information
Payment details and transaction history
Credit card information (processed through secure third-party providers)
Invoicing and billing information
Communication Records
Correspondence via email, phone, or other channels
Customer service interactions
Feedback and testimonials
Technical Information
IP address, browser type, device information
Website usage data, pages visited, time spent
Location data (with your consent)
4. How We Collect Personal Information
We collect personal information through:
Direct Collection
Inquiry forms on our website
Email and telephone communications
Event registration and booking processes
Face-to-face interactions at events or meetings
Customer surveys and feedback forms
Automated Collection
Website cookies and similar technologies
Analytics tools to understand website usage
Social media interactions
Third-Party Sources
Partner organizations and event suppliers
Travel agencies and booking platforms
Payment processors and financial institutions
Social media platforms (with your consent)
5. Legal Basis for Processing
We process your personal information based on:
Consent: When you voluntarily provide information or consent to marketing communications
Contract: To perform our obligations under agreements with you
Legitimate Interests: To operate our business, improve our services, and maintain customer relationships
Legal Obligations: To comply with applicable laws and regulations
6. How We Use Your Personal Information
We use your personal information to:
Service Delivery
Process inquiries and provide information about our services
Arrange and deliver events, tours, and experiences
Coordinate travel arrangements, accommodation, and activities
Provide customer support and assistance
Business Operations
Maintain customer records and communication history
Process payments and manage financial transactions
Conduct quality assurance and service improvement
Analyze usage patterns to enhance our offerings
Marketing and Communications
Send information about new events, tours, and services (with consent)
Share relevant industry news and updates
Conduct market research and customer surveys
Maintain relationships with past and potential customers
Legal and Regulatory Compliance
Meet tax, accounting, and regulatory requirements
Respond to legal requests and protect our rights
Prevent fraud and ensure security
7. Special Personal Information
Where we process special personal information (such as health data, dietary requirements, or religious preferences), we do so:
With your explicit consent
For the provision of our services where necessary
In compliance with applicable data protection laws
With appropriate security measures in place
8. Who We Share Your Information With
We may share your personal information with:
Service Providers and Partners
Travel suppliers (hotels, airlines, transport providers)
Event venues and activity providers
Tour guides and local operators
Insurance providers
Professional Service Providers
IT support and hosting providers
Payment processors
Marketing and communications agencies
Legal and professional advisors
Regulatory Bodies
Government agencies when required by law
Tax authorities
Law enforcement (where legally required)
International Transfers
For international events and tours, we may transfer your personal information to countries outside South Africa. We ensure appropriate safeguards are in place through:
Adequacy decisions by relevant authorities
Standard contractual clauses
Certification schemes where available
9. Data Retention
We retain your personal information for as long as necessary to:
Fulfill the purposes for which it was collected
Comply with legal and regulatory requirements
Resolve disputes and enforce agreements
Retention periods:
Customer inquiries: 2 years from last contact
Booking and event records: 7 years for tax and legal compliance
Marketing communications: Until you withdraw consent
Website analytics: 26 months (anonymized data)
10. Your Rights Under POPIA
You have the right to:
Access
Request access to personal information we hold about you
Correction
Request correction of inaccurate or incomplete information
Deletion
Request deletion of your personal information (subject to legal requirements)
Objection
Object to processing based on legitimate interests
Restriction
Request restriction of processing in certain circumstances
Portability
Request your data in a portable format
Withdraw Consent
Withdraw consent for processing (where applicable)
To exercise these rights, contact us using the details in Section 1. We will respond within 30 days and may require verification of your identity.
11. Data Security
We implement appropriate technical and organizational measures to protect your personal information:
SSL encryption for data transmission
Secure servers and databases
Access controls and user authentication
Regular security assessments
Staff training on data protection
Despite our efforts, no system is completely secure. We cannot guarantee absolute security but will notify you of any material breaches as required by law.
12. Direct Marketing
We may send you marketing communications about our services if:
You have consented to receive them
You are an existing customer and we are marketing similar services
You have not opted out
You can opt out of marketing communications at any time by:
Clicking unsubscribe links in emails
Contacting us directly
Updating your preferences on our website
13. Website and Third-Party Links
Our website may contain links to third-party websites. This Privacy Policy does not apply to those sites. We encourage you to read their privacy policies before providing any personal information.
14. Children's Privacy
Our services are primarily aimed at adults. We do not knowingly collect personal information from children under 18 without parental consent. For youth sports festivals, we require parental consent before collecting any information about minors.
15. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Changes will be posted on our website with a revised "Last Updated" date. For material changes, we will provide additional notice via email or website notification.
16. Contact Information
For questions about this Privacy Policy or to exercise your rights:
Information Officer
Eventra Group (Pty) Ltd
Email: colin@eventragroup.com
Phone: +27 72 743 6700
17. Complaints
If you believe we have not handled your personal information in accordance with this Privacy Policy or applicable laws, you can lodge a complaint with:
Information Regulator South Africa
Website: https://www.justice.gov.za/inforeg/
Email: inforeg@justice.gov.za
Phone: +27 12 406 4818
This Privacy Policy is governed by South African law and complies with the Protection of Personal Information Act 4 of 2013 (POPIA).