Privacy Policy
PRIVACY POLICY
Last updated: June 2026
1. INTRODUCTION
Events Guys our Company is committed to protecting your privacy and ensuring transparency in how we handle your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (https://www.eventsguys.co.za) or use our event management, equipment rental, and technical services.
Data Controller: Events Guys is the data controller responsible for your personal information under the Protection of Personal Information Act (POPIA), 2013.
2. INFORMATION WE COLLECT
We collect personal information in the following categories:
A. Information You Voluntarily Provide:
- Name, email address, phone number, company name, and job title
- Event details (date, location, type, guest count, budget)
- Technical requirements and equipment specifications
- Delivery and invoicing addresses
- Payment information (processed securely through third-party providers)
B. Information Collected Automatically:
- IP address and device identifiers
- Browser type, operating system, and device type
- Pages visited, time spent on site, referral sources, and navigation patterns
- Location data (approximate, based on IP address)
- Cookies and similar tracking technologies
C. Information from Contact Forms:
- Quote request forms
- Event inquiry submissions
- Newsletter signup information
- General contact form submissions
3. HOW WE USE YOUR INFORMATION
We use your personal information for the following lawful purposes:
| Purpose | Lawful Basis |
|---|---|
| Providing event management, equipment rental, and technical services | Contract performance |
| Processing quotes, bookings, and payments | Contract performance & Legal obligation |
| Communicating event details, timelines, confirmations, and updates | Contract performance & Legitimate interest |
| Sending service follow-ups and project completion communications | Contract performance & Legitimate interest |
| Marketing communications and promotional content | Consent (via opt-in) |
| Improving website functionality and user experience | Legitimate interest |
| Analyzing website usage, trends, and performance metrics | Legitimate interest |
| Detecting and preventing fraud or security breaches | Legitimate interest & Legal obligation |
| Complying with tax, accounting, and legal obligations | Legal obligation |
| Managing vendor relationships, subcontractors, and staff coordination | Legitimate interest & Contract performance |
Consent: We will only send marketing communications if you have actively opted in. You can withdraw consent at any time by unsubscribing or contacting us directly.
4. LAWFUL BASIS FOR PROCESSING
Under POPIA, we process your information based on one or more of the following lawful bases:
- Contract: Processing is necessary to perform our service agreement with you
- Consent: You have explicitly given permission (e.g., marketing opt-in, cookies)
- Legal Obligation: Processing is required by South African law (tax, financial records, compliance)
- Legitimate Interest: Processing serves our legitimate business interests without prejudicing your rights (website analytics, security, service improvement)
5. WHO WE SHARE YOUR INFORMATION WITH
We do not sell your personal information. We may share your information with:
- Service Providers & Subcontractors: Technicians, equipment suppliers, venue coordinators, installation crews, and logistics partners necessary to deliver your event
- Payment Processors: Third-party payment gateways for secure transaction processing
- Legal & Regulatory Authorities: When required by law, court order, or government request
- Business Partners: In connection with a business sale, merger, acquisition, or reorganization (with prior notice)
All third parties are contractually obligated to maintain confidentiality and process data in accordance with POPIA.
6. DATA RETENTION
We retain your personal information for the following periods:
| Data Category | Retention Period | Reason |
|---|---|---|
| Customer contact information (after event completion) | 1 year | Service follow-up, dispute resolution, and relationship management |
| Financial and booking records | 7 years | Tax compliance and legal obligations under South African law |
| Email marketing lists | 1 year (or until unsubscribe) | Marketing communications (consent-based) |
| Website analytics data (Google Analytics) | 26 months | Website performance optimization |
| Cookies and tracking data | Per cookie settings (typically 1-2 years) | Site functionality and user experience |
After the retention period expires, we securely delete or anonymize your information. If you request deletion before the retention period ends, we will comply unless a legal obligation requires us to retain your data.
7. YOUR RIGHTS AND CHOICES
Under POPIA and general privacy law, you have the right to:
- Access: Request a copy of your personal information and how it is processed
- Correction: Update or correct inaccurate or incomplete information
- Deletion: Request erasure of your information (subject to legal retention obligations)
- Opt-Out: Unsubscribe from marketing communications at any time
- Data Portability: Request your information in a structured, machine-readable format
- Restrict Processing: Request limitation of how your data is used
- Withdraw Consent: Revoke consent for cookie tracking or marketing at any time
To exercise these rights, contact our Information Officer (see Section 10).
8. COOKIES AND TRACKING TECHNOLOGIES
Our website uses the following cookies:
A. Essential Cookies (Functionality)
- Required for website operation, security, and basic functionality
- Cannot be disabled without affecting site performance
- Examples: session tokens, security verification, form data retention
B. Analytics Cookies (Google Analytics)
- We use Google Analytics to understand how visitors use our website
- Collects anonymous data on page views, user behavior, and traffic patterns
- Helps us improve website performance and user experience
- Data is aggregated and does not identify individuals
- Retention: 26 months (Google Analytics default)
- You can opt-out via Google Analytics Opt-Out Browser Add-on
Cookie Consent: By using our website, you consent to our use of essential and analytics cookies. You can disable non-essential cookies through your browser settings:
- Chrome: Settings > Privacy and Security > Cookies and other site data
- Firefox: Preferences > Privacy & Security > Cookies and Site Data
- Safari: Preferences > Privacy > Manage Website Data
Disabling cookies may affect website functionality.
9. SECURITY MEASURES
We implement reasonable security measures to protect your personal information, including:
- SSL/TLS encryption for data transmitted over the internet
- Secure servers and password-protected access controls
- Regular security audits and vulnerability assessments
- Restricted access to personal information (staff training on confidentiality)
- Secure payment processing through certified third-party providers
Limitation: No method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You use our website and services at your own risk.
10. INFORMATION OFFICER CONTACT DETAILS
For questions about this Privacy Policy, to exercise your rights, or to lodge a complaint about our data handling practices, contact:
Wynand (Information Officer)
Phone: 072 444 2099 | 073 351 2247
Email: wynand@eventsguys.co.za
Website: www.eventsguys.co.za
Alternative Contact:
Email: paul@eventsguys.co.za
Response Time: We aim to respond to data requests within 15 working days.
11. CONTACT FORMS AND DATA COLLECTION
The following forms on our website collect personal information in accordance with this policy:
- Quote Request Form – Collects event details, budget, and contact information to provide accurate pricing and service proposals
- Event Inquiry Form – Gathers specific event requirements to tailor our services
- Newsletter Signup – Requires explicit consent for marketing communications
- General Contact Form – Allows visitors to submit questions or requests
All form submissions are processed securely and used only for the stated purposes.
12. THIRD-PARTY LINKS
Our website may contain links to third-party websites and services. We are not responsible for their privacy practices, data handling, or content. Please review their privacy policies independently before providing personal information.
13. UPDATES TO THIS PRIVACY POLICY
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you by:
- Posting the updated policy on this page with a new “Last updated” date
- Sending you an email notification for material changes
- Requesting your consent if required by law
Your continued use of our website and services constitutes acceptance of the updated Privacy Policy.
14. COMPLAINT PROCEDURE
If you believe we have violated your privacy rights under POPIA, you have the right to lodge a complaint with the Information Regulator of South Africa:
Information Regulator (South Africa)
Website: www.inforegulator.org.za
Email: enquiries@inforegulator.org.za
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
15. CONTACT US
For any questions about this Privacy Policy or our data practices:
Events Guys
Phone: 072 444 2099 | 073 351 2247
Email: wynand@eventsguys.co.za | paul@eventsguys.co.za
Website: www.eventsguys.co.za