This notice explains what personal information we collect when you register for this workshop, why we need it, who sees it and how long we keep it. It is written to meet our obligations under the Protection of Personal Information Act, 2013 (POPIA).
Who is responsible
Promote Balance is the responsible party for the information you give us on this booking form. You can reach us at admin@promotebalance.co.za or 011 465 0726.
What we collect, and why
We only ask for what the workshop actually needs:
| Information | Why we need it |
|---|---|
| Name and surname | To register you, print your name badge and issue your CPD certificate. |
| Email address | To send your confirmation, calendar invitation, joining instructions and CPD certificate. |
| Mobile number | To reach you quickly about a change on the day, such as a venue or timing change. |
| Organisation and job title | To understand who is in the room, tailor the case material and print your badge. |
| Profession, professional body and registration number | To allocate CPD points correctly and issue a certificate your professional body will accept. Optional, but points cannot be allocated without it. |
| Breakaway track | To size the two breakaway rooms and prepare the right case material. |
| Dietary requirements | To brief the caterer. See the section below, as some choices reveal religious belief. |
| Access and accommodation needs | To arrange what you need with the venue. Optional. See the section below, as this may reveal health information. |
| Billing details and purchase order reference | To raise a valid tax invoice where your organisation pays by EFT. |
| Payment reference, amount and status | To reconcile your booking and meet our tax record-keeping obligations. |
Two fields that need extra care
POPIA treats some information as special personal information, which we may only process with your consent or where the law otherwise allows it. Two of our fields fall into that category:
- Dietary requirements. Choosing Halaal or Kosher can reveal your religious belief.
- Access and accommodation needs. What you tell us here may reveal information about your health or a disability.
Both fields are optional in substance: you can leave the access field blank and choose No dietary requirements. If you do complete them, you are giving us your consent to use that information for the single purpose of making the arrangements you have asked for. We share it only with the venue and caterer to the extent needed to put those arrangements in place, we do not use it for anything else, and we delete it sooner than the rest of your booking. You may withdraw that consent at any time by emailing us, though we may then be unable to make the arrangement.
Who we share it with
We do not sell your information, and we do not share it for anyone else's marketing.
- Stripe. Processes card payments. They receive your name, email and the amount. Your card details go to them directly and never reach us.
- Our email provider. Delivers your confirmation and joining instructions.
- The venue and caterer. Receive the attendee list, dietary requirements and any access arrangements, shortly before the event and only for that event.
- The CPD accrediting body. Receives attendance records and registration numbers where required to allocate your points.
- Our accountants and, where the law requires it, SARS. Receive payment records as part of normal financial record keeping.
Some of these providers process information outside South Africa. Where that happens, we rely on their contractual commitments to protect your information to a standard comparable to POPIA.
Card payments
Card details are entered directly into Stripe's payment form and are never seen by, sent to, or stored on our systems. We keep only the payment reference, the amount and whether it succeeded.
How long we keep it
- Access and accommodation needs, and dietary requirements: deleted within 30 days after the event, once the arrangements have served their purpose
- Attendance and CPD records, including your registration number: 24 months after the event, so you can ask us for proof of attendance within your CPD cycle
- Payment and invoice records: five years, as required by South African tax law
- Marketing consent, if you gave it: until you unsubscribe or ask us to stop
How we protect it
Bookings are stored in an access-controlled database that only our booking system and authorised staff can reach. Our application logs record a booking reference rather than your name or contact details, so day-to-day technical records cannot identify you.
Your rights
Under POPIA you may:
- ask what personal information we hold about you, and get a copy
- ask us to correct anything that is wrong or incomplete
- ask us to delete information we no longer have a reason to keep
- object to us using your information for marketing, at any time
- withdraw a consent you gave us, without affecting what we did before that
- complain to the Information Regulator (South Africa) if you believe we have mishandled your information
To exercise any of these, email admin@promotebalance.co.za with your booking reference. We will respond within 30 days.
Marketing
We only send you information about future workshops if you ticked the optional box when booking. Every such email has an unsubscribe link, and you can also just reply and ask us to stop. Booking-related emails, such as your confirmation and joining instructions, are not marketing and are sent regardless.
Cookies and tracking
This booking page sets no advertising or analytics cookies and does not track you across other websites. Stripe may set a cookie strictly necessary to process your payment securely and to prevent fraud.