Privacy Policy

At Kaleidoscope Conferences ("we", "us", or "our"), based in Cape Town, South Africa, we are committed to protecting the privacy and security of your personal information. As a specialist Professional Conference Organiser (PCO), we manage event logistics, delegate registration, and conference management for professional associations, academic societies, and membership organisations.

This Privacy Policy describes how we collect, use, process, and disclose your personal information in compliance with the South African Protection of Personal Information Act, No. 4 of 2013 (POPIA) and, where applicable, the General Data Protection Regulation (GDPR) for international delegates and stakeholders.

To deliver seamless conference registration and management services, we may collect the following categories of personal information:

• Identity Information: Name, title, gender, date of birth, and professional credentials.
• Contact Information: Email address, telephone numbers, physical address, and billing address.
• Event and Registration Preferences: Membership details, dietary requirements, accessibility needs, workshop selections, and accommodation arrangements.
• Academic & Professional Details: Institution/company affiliation, job titles, and scientific abstracts or papers submitted for presentation.
• Financial Information: Payment details processed securely through our verified, third-party payment gateways (credit card transactions, billing info, and purchase histories).
• Technical & Usage Data: IP address, browser type, device information, and interaction history on our event platforms and websites.

We process personal information under the following lawful conditions:

• Consent: When you voluntarily register for an event, submit an abstract, or subscribe to our newsletters.
• Contractual Obligation: To fulfill our obligation to register you, manage your attendance, and run the event you are attending.
• Legitimate Interest: To improve our services, monitor web traffic, secure our websites, and maintain association event records.
• Compliance: To satisfy tax, accounting, audit, and legal requirements.

We utilize your information for purposes related to event management, including:

• Processing and managing your registration, booking confirmation, and ticket allocation.
• Managing abstract submission, scientific review, and inclusion in the event agenda.
• Communicating critical event details, reminders, and post-conference surveys.
• Providing relevant on-site amenities, including badges, dietary-compliant meals, and accessibility solutions.
• Administering continuing professional development (CPD) points or certificates of attendance.
• Analyzing delegate engagement and system performance to optimize future conferences.

We do not sell, rent, or trade your personal information. We may share your information only under strict confidentiality agreements with the following parties:

• Client Associations: The organization hosting the conference you are registering for.
• Service Providers & Vendors: Event technology platforms (such as Cvent), catering services, venue partners, transportation and flight reservation agencies, and accommodation providers.
• Payment Processors: Gateways facilitating safe, PCI-compliant billing.
• Regulatory & Legal Authorities: Government departments or industry watchdogs where disclosure is legally required.

We implement robust administrative, physical, and technical safeguards to secure your personal data against unauthorized access, loss, or alteration. All online payment data is encrypted.

We retain your personal information only as long as necessary to fulfill the specific event operations, comply with regulatory audit requirements, or resolve disputes. When personal information is no longer needed, it is deleted or permanently de-identified.

Under POPIA and GDPR, you possess rights concerning your personal information, which include:

• Access: The right to request confirmation of the personal data we hold about you.
• Correction: The right to update or correct inaccurate or outdated information.
• Deletion: The right to request the deletion or destruction of your personal details, subject to legal retention obligations.
• Objection: The right to object to the processing of your data for marketing or profiling purposes.