Privacy Policy
Updated 23 June 2025
Introduction
Welcome to our privacy policy. This is our plan of action when it comes to protecting your privacy. We respect your privacy and take the protection of personal data very seriously.
Purpose
The purpose of this Policy is to balance our legitimate business requirements in collecting and using information with the reasonable expectation of privacy and security which may be held by those providing such information.
Data Collection
It is necessary for us to collect and store information to provide requested communication and related services and for billing purposes. At EASTERN SUN EVENTS we collect data via four methods: conference registration, event activities, vendor partnerships, and purchases.
Conference Registration Information & Event Activities
We collect key information for operational effectiveness. Members provide data directly when creating a registration profile.
We may collect these types of data:
- Name and contact data. We collect your first and last name, phone number, address, email address, and other related data.
- Demographic data. We collect data about you such as your gender, association membership, and country.
- Payment data. We may collect data necessary to process payments.
- Credentials. Our third-party event software collects passwords, and similar security information used for authentication of accounts.
- your HPCSA number / medical ID number for Health Care Professionals
Vendor Partnerships
We partner with third-party vendors who provide additional services such as event management systems, payment gateways, speaker contracting and surveys. These partners may maintain attendee data specific to their provided service.
These vendors have been vetted to ensure they have proper data privacy and security procedures.
Data Privacy Options
You have choices about the data we collect. You may choose to correct or update the personal data you have submitted to us. To request anonymisation or deletion of your data, please fill out this form. EASTERN SUN EVENTS will ensure the request is fulfilled within 30 days excluding any data EASTERN SUN EVENTS is required by law to retain.
Security
The security of data is very important to us, and we are committed to protecting the information we collect. We collect information only in a manner deemed reasonably necessary to serve our legitimate business purposes and comply with our legal obligations. We use commercially reasonable efforts to make our collection of information consistent with all applicable laws and regulations. We exercise care in providing secure transmission and storage of information.
Unfortunately, no data transmission or storage is 100% secure. We cannot warrant that all data we transmit, store and collect will be completely secure. We take commercially reasonable efforts to create and maintain firewalls, and other appropriate safeguards to ensure that, to the extent we control information, it is used only as authorised by us and consistent with this Policy, and that information is not improperly altered or destroyed. In addition, within EASTERN SUN
EVENTS we limit data access to only what is required for a role to complete their responsibilities. Our privacy protection practices help us maintain accurate, timely, complete and relevant information for our business purposes. Our communication system, software and database practices have been designed to aid us in supporting authenticity, integrity and confidentiality.
Data Breach Policy
We want to ensure that your identity and data stays secure; therefore, if an incident does occur, and for incidents that occur at our third-party vendors, we will promptly inform affected individuals as may be required by law or our policies.
Data Use
We may use your information to offer services we believe will be of value. We may use contact data to inquire or survey about conference experiences and education opportunities. We may also create and use aggregate information that is not personally identifiable to understand more about the common profiles and interests of our attendees. We will not sell personal data. No personal data will be disclosed to anyone except as provided in this privacy policy
Vendor Partners
EASTERN SUN EVENTS shares personal data with vendors working on our behalf for the purposes described in this statement. For example, vendors securing our systems and services may need access to personal data to provide those functions. In such cases, these companies must abide by the EASTERN SUN EVENTS Data Privacy Policy and are contractually prohibited from using personal data they obtain for any other purpose.
Links
Our website may contain links to other websites. Please note that we are not responsible and cannot be held liable for the privacy practices of third-party websites or the manner in which they use cookies and advise you to read the privacy statements of each website you visit which collects personal information.
Cookies
We make use of temporary ‘cookies’ when you visit our website. You can find out more about them at www.allaboutcookies.org. Some of our business partners use their own cookies or widgets on our website. We have no access to or control over them. Information collected by any of those cookies or widgets is governed by the privacy policy of the company that
created it, and not by us.
Deemed acceptance
By accepting this policy, you are deemed to have read, understood, accepted, and agreed to be bound by all of its terms.
Compliance with Law
We may disclose certain information to law enforcement agencies or may be required to disclose it during the discovery process in litigation, pursuant to a court order, or in compliance with any applicable law, regulation, rule or ordinance.
Copyright and Trademark Notices
All contents of this website are privileged. Any unauthorised use is strictly prohibited and may subject a violator to civil and criminal penalties. All rights reserved.
Privacy Protection Policy Changes
In the future, we may need to change this policy. EASTERN SUN EVENTS reserves the right to modify this Data Privacy Policy at any time without prior notice. All changes will be included on this Website so that you will always know what information we gather, how we might use that information and whether we will disclose it to anyone. This Policy was last updated on June 23, 2025.
Questions or Comments
Any questions or comments that relate to the EASTERN SUN EVENTS Privacy Protection Policy may be directed to us at
lizl@easternsun.co.za