Privacy Policy

Eventora is operated by Code Infinity (Pty) Ltd ("we", "us", "our"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use the Eventora platform and this website. It is written to comply with the Protection of Personal Information Act, 4 of 2013 (POPIA) and the Electronic Communications and Transactions Act, 25 of 2002 (ECTA).

1. Who this policy applies to

This policy applies to:

• Visitors to eventora.co.za
• Organisations that subscribe to the Eventora platform ("Clients")
• Staff, managers, and approvers who use the platform on behalf of a Client
• External hirers who submit booking requests through a Client's public hire portal

2. Information we collect

2.1 Information you give us directly

• Contact enquiries: name, email address, organisation name, and message content submitted via the contact form on this website.
• Platform accounts: name, email address, job title, and contact number provided during account creation or profile updates.
• Booking submissions: event details, attendee counts, equipment requests, and the name and contact details of the person responsible for the event.
• External hire requests: name, organisation, contact details, and any information entered in the external hire portal, including POPIA consent acknowledgement with timestamp.

2.2 Information collected automatically

• Server logs: IP address, browser type, pages visited, and timestamps — retained for up to 90 days for security and debugging purposes.
• Session data: a session cookie used to maintain your logged-in state. No cross-site tracking cookies are set.

2.3 Information we do not collect

We do not collect payment card details directly. Any payment processing is handled by integrated third-party providers (PayFast, SnapScan) subject to their own privacy policies. We do not sell or rent your personal information to any third party.

3. How we use your information

Purpose	Lawful basis (POPIA)
Responding to contact enquiries	Consent / Legitimate interest
Creating and managing platform accounts	Contract
Processing and approving event bookings	Contract
Sending booking confirmations and notifications	Contract
Generating invoices for external hire	Contract / Legal obligation
Improving platform features and fixing bugs	Legitimate interest
Complying with legal obligations	Legal obligation

4. Sharing your information

We share personal information only where necessary:

• Within your organisation: booking information is visible to other authorised staff and managers of the same Client account.
• Email delivery: we use a transactional email service (SMTP provider) to send system notifications. Email content is not retained by the provider beyond delivery.
• Payment providers: PayFast and SnapScan receive only the minimum data required to process a transaction. We do not store card details.
• Legal requirements: we may disclose personal information if required to do so by law, regulation, or court order.

We do not transfer personal information outside the Republic of South Africa unless the recipient is subject to a law that provides substantially similar protection to POPIA, or with your explicit consent.

5. Your rights under POPIA

You have the right to:

• Access — request a copy of the personal information we hold about you.
• Correction — request that inaccurate or incomplete information be corrected.
• Deletion — request that your personal information be deleted where we no longer have a lawful basis to retain it.
• Objection — object to processing based on legitimate interest.
• Withdrawal of consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Lodge a complaint — you may lodge a complaint with the Information Regulator (South Africa) at inforegulator.org.za.

To exercise any of these rights, email us at info@eventora.co.za. We will respond within 30 days.

6. Data retention

We retain personal information for as long as your account is active, or as required to fulfil the purposes described in this policy. Booking records are retained for a minimum of five years to satisfy financial record-keeping obligations. Contact enquiry data is deleted within 12 months of the last interaction if no account is created.

7. Security

We implement reasonable technical and organisational measures to protect personal information against loss, unauthorised access, disclosure, or destruction. These include encrypted connections (HTTPS), access controls, and regular security reviews. No system is completely secure; please notify us immediately if you suspect unauthorised access to your account.

8. Cookies

This website uses only a strictly necessary session cookie to maintain your logged-in state on the platform. We do not use analytics, advertising, or tracking cookies. No consent banner is required for strictly necessary cookies under POPIA and ECTA.

9. Children

The Eventora platform is not directed at children under the age of 18. We do not knowingly collect personal information from minors without verifiable parental consent.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Where changes are material, we will notify active Client accounts by email.

11. Contact

If you have questions about this policy or wish to exercise your rights, contact our Information Officer:

Code Infinity (Pty) Ltd
South Africa
Email: info@eventora.co.za