Privacy Policy

1. Introduction

Conference Venues SA ("we", "us", or "our") operates the website conferencevenues.co.za. We are committed to protecting your privacy and handling your personal information responsibly in accordance with the Protection of Personal Information Act, 2013 (POPIA).

This Privacy Policy explains what information we collect, how we use it, and your rights regarding your personal data.

2. Information We Collect

We collect minimal personal information, limited to what you voluntarily provide through our contact and quote request forms:

• Name — to address you in our response
• Email address — to reply to your enquiry
• Phone number (optional) — if you provide it for follow-up
• Message content — the details of your venue enquiry
• Event details — such as dates, number of delegates, and venue preferences (on quote forms)

We do not require user accounts, logins, or passwords. There is no registration process on this website.

3. How We Collect Information

Information is collected only when you actively submit a form on our website. Our forms are processed by Web3Forms, a third-party form handling service. When you submit a form:

• Your form data is transmitted securely to Web3Forms
• Web3Forms delivers the submission to our email inbox
• Web3Forms' privacy policy applies to their processing of your data — see web3forms.com/privacy

4. How We Use Your Information

We use your personal information solely to:

• Respond to your venue enquiries and quote requests
• Provide venue recommendations relevant to your requirements
• Facilitate communication between you and conference venues

We do not sell, rent, or share your personal information with third parties for marketing purposes.

5. Cookies and Analytics

This website uses Umami Analytics, a privacy-focused analytics tool. Umami:

• Does not use cookies
• Does not collect personal information
• Does not track users across websites
• Collects only anonymous, aggregated usage data (e.g., page views, referral sources)
• Is fully compliant with GDPR, POPIA, and other privacy regulations

We do not use Google Analytics, Facebook Pixel, or any other tracking cookies.

6. Data Retention

Form submissions are retained in our email system for as long as necessary to fulfil your enquiry. We do not maintain a separate database of user information. Once your enquiry has been resolved, we do not actively retain your personal data beyond normal email retention.

7. Data Security

We take reasonable measures to protect your personal information:

• Our website is served over HTTPS (encrypted connection)
• Form submissions are transmitted securely via Web3Forms
• Access to enquiry data is limited to authorised personnel

8. Your Rights Under POPIA

Under the Protection of Personal Information Act (POPIA), you have the right to:

• Access — request confirmation of what personal information we hold about you
• Correction — request correction of inaccurate personal information
• Deletion — request deletion of your personal information
• Object — object to the processing of your personal information
• Complaint — lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, please contact us using the details below.

9. Third-Party Links

Our website may contain links to venue websites and other third-party sites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal information.

10. Children's Privacy

Our service is directed at business professionals and event organisers. We do not knowingly collect personal information from children under 18. If you believe a child has submitted personal information through our forms, please contact us and we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically.

12. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights under POPIA, or have a privacy-related concern, please contact us: