Who we are
ConfPro (Pty) Ltd, trading as ConfPro is the responsible party for personal information processed through this website and our event platform. Our Information Officer: Information Officer.
What we collect
We collect only what we need to plan and run events:
- Contact details: name, email, phone and WhatsApp number, company and job title.
- Event details: dates, guest numbers, budgets, preferences and the briefs you send us.
- Guest and delegate details supplied by you or by the guest: registrations, RSVPs, tickets and check-in times.
- Special personal information only where needed for your event and with explicit consent: dietary, religious, health and accessibility needs (POPIA s26–s27).
- Crew and supplier details: identity, tax, banking, certifications and compliance documents.
- Technical data: IP address, browser type and, if you accept them, analytics cookies.
Why we use it
We process personal information to answer enquiries and prepare proposals, deliver contracted events, issue invoices and receipts, comply with law (tax, labour, safety and Companies Act requirements) and, only with your opt-in, send you marketing.
- Marketing by email, WhatsApp or SMS is sent only if you opted in on that channel, or if you are an existing customer under POPIA s69(3). Every message lets you opt out.
- We never sell personal information.
Special personal information
Dietary, religious, health and accessibility details are stored separately from other records, visible only to staff who need them, and deleted after the event. Caterers and venues receive totals (for example “12 halal meals”), not names.
Information about children is processed only with the prior consent of a parent or guardian.
How we use artificial intelligence
We use AI models to help our team work faster: drafting proposals and replies, summarising briefs, extracting details from supplier documents and preparing reports. A person at ConfPro reviews AI-drafted proposals, contract terms, payments and anything with legal effect before it is acted on. We do not make decisions with legal or similarly significant effect about you based solely on automated processing (POPIA s71).
Before any text is sent to an AI model, we remove identity numbers and bank details and replace contact details with tokens wherever possible. Special personal information is never sent to an AI model.
Our AI provider acts as an operator under POPIA s20–s21, under a written agreement that prohibits it from using your information to train its models.
Cross-border transfers (POPIA s72)
Some of our service providers process information outside South Africa. In particular, AI inference runs on servers in the United States and the European Union, and email delivery providers may route messages internationally.
We transfer personal information across borders only where the recipient is bound by law, binding corporate rules or a written agreement giving protection substantially similar to POPIA, or where the transfer is necessary to perform a contract with you or you have consented (s72(1)(a)–(e)).
How long we keep it
Special personal information: deleted after the event (normally within 30 days). Unconverted enquiries: 24 months. Financial records: five years, as tax law requires. Crew and supplier compliance records: for the duration of the relationship plus three years.
Your rights
You may ask to see, correct or delete your personal information, object to processing, or withdraw consent at any time. Email our Information Officer. We respond within 30 days. You may also complain to the Information Regulator (inforegulator.org.za, POPIAComplaints@inforegulator.org.za).
Security and breaches
We use encryption in transit, role-based access, audit logs and regular backups. If a security compromise affects you, we will notify you and the Information Regulator as POPIA s22 requires.