Privacy Policy

Afrigay LGBTQ+ Tourism Growth Symposium 2027

Last updated: 25 September 2026.

This Privacy Policy explains how The Travel and Event Company (Pty) Ltd, trading as Afrigay Travel International, collects, uses, stores, shares and protects personal information in relation to the Afrigay LGBTQ+ Tourism Growth Symposium 2027, the event website, ticketing, registration, communication, partner enquiries and event attendance.

For purposes of this Privacy Policy, “Afrigay”, “the organiser”, “we”, “us” and “our” refer to The Travel and Event Company (Pty) Ltd and/or Afrigay Travel International.

By using this website, submitting an enquiry, purchasing a ticket, registering for the event, accepting a complimentary ticket, attending the event, signing up for updates or communicating with us, you agree to the processing of your personal information as described in this Privacy Policy.

1. Responsible party

The responsible party for the processing of personal information is:

The Travel and Event Company (Pty) Ltd
Trading as Afrigay Travel International
Cape Town, South Africa
Email: mike@afrigay.com
Website: www.afrigay.com

2. Information officer

Privacy and POPIA-related enquiries may be directed to:

Information Officer: Michael Gladwin
Email: mike@afrigay.com

3. What personal information we collect

We may collect personal information directly from you when you use the website, complete a form, buy a ticket, register for the event, contact us, sign up for updates or attend the event.

This may include:

Full name
Company or organisation name
Job title
Email address
Mobile or telephone number
City, province and country
Billing information
Payment confirmation details
Ticket type and registration details
Dietary requirements
Accessibility or mobility requirements
Business sector or industry category
Whether you identify as an SMME, tourism business, LGBTQ+-owned business, community organisation or similar category, where voluntarily provided
Enquiry type and message content
Consent preferences for future communication
Photographs, video footage or event images where applicable
Website usage information, including cookies and analytics data

We do not intentionally collect more personal information than is necessary for the purposes set out in this Privacy Policy.

4. Special personal information

Because this is an LGBTQ+ tourism event, we recognise that registration for, attendance at, or participation in the symposium may reveal or imply sensitive personal information, including information relating to sexual orientation, gender identity or gender expression.

We will treat this information with particular care.

We will not publish or share delegate lists that identify individual attendance at the event without a valid reason and appropriate safeguards. We will also not disclose a person’s LGBTQ+ identity, participation or affiliation without consent, unless required by law or reasonably necessary for event administration, safety, reporting or delivery.

We may also process dietary, accessibility or health-related information where you provide it to us so that we can support your event participation. This information will be used only for relevant event planning, catering, safety and accessibility purposes.

5. How we collect personal information

We may collect personal information when you:

Visit or use the event website
Complete a contact form or partner enquiry form
Register for the symposium
Purchase a ticket
Accept a complimentary or sponsored ticket
Subscribe to event updates
Communicate with us by email, WhatsApp, telephone or social media
Attend the event
Participate in surveys, feedback forms or Learning Lab activities
Engage with event partners, sponsors or service providers where linked to the event
Appear in event photographs, video footage or public event areas

We may also receive personal information from approved third-party platforms or service providers used for ticketing, payments, registration, communication, website hosting or event administration.

6. Why we collect and use personal information

We collect and use personal information for purposes connected to the event and our related business activities, including:

Processing ticket purchases and registrations
Issuing booking confirmations, tickets and event updates
Managing delegate attendance and access control
Communicating important event information
Managing dietary, accessibility and safety requirements
Responding to enquiries
Managing partner, sponsor and media enquiries
Planning and delivering the event
Managing seating, catering, name badges and delegate materials
Conducting surveys, feedback and monitoring and evaluation
Preparing event reports and post-event impact reporting
Communicating with sponsors, partners, suppliers and stakeholders
Sending future updates where permitted or where consent has been provided
Managing website functionality, analytics and performance
Complying with legal, accounting, tax, safety and regulatory obligations
Protecting the rights, safety and legitimate interests of the organiser, delegates, speakers, sponsors, suppliers and venue

7. Legal basis for processing personal information

We process personal information where one or more of the following applies:

You have provided consent
Processing is necessary to conclude or perform a contract with you
Processing is necessary for event registration, ticketing or delivery
Processing is necessary to comply with a legal obligation
Processing protects your legitimate interests or the legitimate interests of another person
Processing is necessary for the legitimate interests of the organiser, provided those interests do not unfairly override your rights
Processing is necessary for safety, security, fraud prevention, record-keeping, reporting or dispute resolution

Where we rely on consent, you may withdraw that consent at any time, subject to legal, contractual or operational limitations.

8. Direct marketing and event updates

We may send you event-related communication where necessary for your booking, registration or attendance.

We may also send marketing communication, future event updates, Afrigay Travel International updates or All Stay LGBTQ+ Education updates where:

You have consented to receive such communication
You have an existing relationship with us and the communication is relevant
The law otherwise permits us to do so

All marketing communication will include a reasonable way to unsubscribe or opt out.

You may unsubscribe from marketing communication at any time by using the unsubscribe link where available or by contacting us at mike@afrigay.com.

9. Sharing personal information

We may share personal information with selected third parties where necessary for the purposes described in this Privacy Policy.

These may include:

Website hosting providers
Ticketing and registration platforms
Payment processors
Email communication platforms
Event administration service providers
Venue and catering teams
Security or access control providers
AV, photography and event production suppliers
Professional advisers, accountants or legal advisers
Sponsors or partners, but only where appropriate, limited and lawful
Public authorities or regulators where required by law

We will not sell your personal information.

We will not provide sponsors or partners with a full identifiable delegate database for marketing purposes without consent or another lawful basis.

Where sponsors or partners receive aggregated reporting, we will aim to use non-identifiable information wherever possible, such as total attendance, delegate sectors, business categories, geographic spread and feedback themes.

10. Event photography and video

Photography and video recording may take place during the event for documentation, marketing, media, reporting and future promotional purposes.

By attending the event, you acknowledge that you may be photographed or filmed in public event areas.

We may use general event photographs, video footage and crowd images for event-related communication, social media, reporting and future marketing.

Given the nature of the event, we will take reasonable care when using close-up images of individual attendees. If you do not wish to be photographed or filmed, please notify us in writing before the event or advise the registration desk on arrival.

We will make reasonable efforts to accommodate such requests, but cannot guarantee that you will not appear incidentally in background, crowd or wide-angle images.

11. Cookies and website analytics

The website may use cookies and similar technologies to improve functionality, measure website performance, understand visitor behaviour and support marketing or communication activity.

Cookies may collect information such as:

Browser type
Device type
Pages visited
Time spent on the website
Referring websites
Approximate location
Click behaviour
Technical usage data

You can adjust your browser settings to refuse or delete cookies. Some parts of the website may not function properly if cookies are disabled.

Where required, we will request consent for non-essential cookies.

12. Payment information

Payments may be processed through third-party payment providers.

We do not store full card details on our own systems unless expressly stated. Payment providers may process payment information in accordance with their own privacy policies and security standards.

You should review the privacy policy and terms of any payment platform used when purchasing a ticket.

13. International transfers of personal information

Some service providers used for website hosting, email communication, ticketing, payments, analytics or cloud storage may be located outside South Africa or may store information on servers outside South Africa.

Where personal information is transferred outside South Africa, we will take reasonable steps to ensure that the information is protected through appropriate safeguards, contractual measures or lawful transfer mechanisms.

14. How long we keep personal information

We will keep personal information only for as long as reasonably necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

This may include retention for:

Ticketing and registration administration
Event delivery and follow-up communication
Financial, accounting and tax records
Legal, contractual or dispute resolution purposes
Monitoring, evaluation and reporting
Future event communication where consent or a lawful basis exists

When personal information is no longer required, we will delete, destroy, de-identify or archive it in a secure and appropriate manner.

15. How we protect personal information

We take reasonable technical, organisational and administrative steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

These measures may include:

Limiting access to personal information
Using password-protected systems
Using reputable service providers
Applying reasonable administrative safeguards
Restricting personal information to those who need it for event delivery
Reviewing data access where appropriate
Taking reasonable care when sharing event-related information

No system is completely secure. However, we will take reasonable steps to protect the personal information under our control.

16. Data breaches

If we become aware of unauthorised access to, loss of, or compromise of personal information under our control, we will take reasonable steps to investigate and respond.

Where required by law, we will notify the Information Regulator and affected individuals.

17. Your rights

Subject to applicable law, you may have the right to:

Ask what personal information we hold about you
Request access to your personal information
Request correction or updating of your personal information
Request deletion or destruction of personal information where legally permitted
Object to certain processing of your personal information
Withdraw consent where processing is based on consent
Opt out of direct marketing
Lodge a complaint with the Information Regulator

To exercise any of these rights, please contact us at mike@afrigay.com.

We may need to verify your identity before responding to a request.

18. Accuracy of personal information

You are responsible for ensuring that the personal information you provide to us is accurate, complete and up to date.

Please notify us if your details change or if you believe that any information we hold is incorrect.

19. Children

The event is intended for adults and tourism industry participants.

We do not knowingly collect personal information from children under the age of 18 without appropriate consent from a parent or legal guardian.

20. Links to third-party websites

The website may contain links to third-party websites, platforms, ticketing providers, payment processors, sponsors, partners or social media pages.

We are not responsible for the privacy practices, content or security of third-party websites or platforms.

You should review the privacy policies of any third-party websites or services you use.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be published on the website with a revised “Last updated” date.

Continued use of the website, ticketing platform or event services after changes have been published will be regarded as acceptance of the updated Privacy Policy.

22. Contact details

For privacy, POPIA or personal information queries, please contact:

Afrigay Travel International
Attention: Information Officer
Email: mike@afrigay.com
Website: www.afrigay.com

23. Information Regulator

If you believe that your personal information has been processed unlawfully or that your rights under POPIA have been infringed, you may contact the Information Regulator South Africa.

Information Regulator South Africa
Website: www.inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za

24. Acceptance

By using this website, submitting personal information, purchasing a ticket, registering for the event, attending the event or communicating with us, you confirm that you have read and understood this Privacy Policy.