Effective Date: 1st September, 2025
1. Introduction
The Transform Africa Summit (TAS) is committed to protecting the privacy and personal information of all participants, attendees, and website visitors. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you register for and participate in the Summit, or interact with our website and services.
By registering for the Transform Africa Summit or using our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and processing of your personal information as described herein.
2. Who We Are
Data Controller:
Smart Africa Secretariat (Transform Africa Summit Organizers)
Contact Information:
Email: support@smartafrica.org
Address: 10th floor in Career Center Building, KG 541 ST, Kigali – Rwanda
Website: https://smartafrica.org/
For any questions or concerns regarding this Privacy Policy or how we handle your personal data, please contact us using the details above.
3. Scope of This Policy
This Privacy Policy applies to:
- All individuals who register for or attend the Transform Africa Summit
- Visitors to the TAS website and online platforms
- Speakers, exhibitors, sponsors, media, and other Summit participants
- Anyone who communicates with us regarding the Summit
This policy covers personal data collected online (through our website, registration platform, email) and offline (through in-person interactions, printed forms, etc.).
4. Types of Personal Information We Collect
We collect various types of personal information depending on your interaction with us:
4.1 Registration Information
- Full name
- Job title and organization/company name
- Email address and phone number
- Country of residence and nationality
- Professional background and industry sector
- Dietary restrictions and accessibility requirements
- Payment and billing information
4.2 Event Participation Information
- Badge scans and session attendance
- Networking interactions and app usage
- Questions asked during sessions
- Participation in surveys and feedback forms
- Photos and videos taken at the Summit
4.3 Communication Data
- Email correspondence with the Summit team
- Inquiries submitted through our website
- Social media interactions with official TAS accounts
- Newsletter subscriptions and preferences
4.4 Technical Information
- IP address and device information
- Browser type and version
- Website usage data and cookies
- Login credentials for the Summit platform
4.5 Sensitive Personal Data
In limited circumstances, we may collect:
- Health information (for medical emergencies or accessibility accommodations)
- Dietary requirements (which may indicate religious or philosophical beliefs)
- Visa and travel documentation (which may include nationality information)
We only collect sensitive personal data when necessary and with your explicit consent.
5. How We Collect Your Information
We collect personal information through:
5.1 Direct Collection
- Registration forms (online or paper-based)
- Account creation on the Summit platform
- Email, phone, or in-person communications
- Business card exchanges
- Survey responses and feedback forms
5.2 Automated Collection
- Cookies and tracking technologies on our website
- Badge scanning at Summit sessions and exhibition areas
- Event app usage and networking features
- Analytics tools
5.3 Third-Party Sources
- Sponsor and exhibitor provided lists (with appropriate consent)
- Social media platforms (when you interact with TAS accounts)
- Professional networking sites (when you grant access)
- Payment processors and registration platforms
6. How We Use Your Personal Information
We use your personal data for the following purposes:
6.1 Summit Administration
- Processing registration and payments
- Issuing badges and access credentials
- Communicating Summit details (schedule, updates, logistics)
- Providing customer support
- Managing cancellations, refunds, and transfers
6.2 Event Operations
- Coordinating speakers, sessions, and activities
- Managing exhibitions, sponsorships, and networking opportunities
- Arranging catering and accommodation (when applicable)
- Facilitating access control and security
- Responding to emergencies or health and safety incidents
6.3 Personalization and Networking
- Creating personalized agendas and recommendations
- Enabling networking features in the Summit app
- Matching participants with relevant sessions, exhibitors, and contacts
- Providing targeted information based on professional interests
6.4 Communication and Marketing
- Sending pre-Summit preparation emails
- Providing post-Summit follow-up materials
- Sharing news, updates, and opportunities related to future events
- Conducting surveys to improve future Summits
- Marketing communications (with your consent)
6.5 Analytics and Improvement
- Understanding participant demographics and interests
- Measuring event success and attendance patterns
- Improving future event planning and content
- Generating anonymized reports for stakeholders
6.6 Legal and Compliance
- Complying with legal obligations and regulations
- Enforcing our Terms and Conditions
- Protecting our rights, property, and safety
- Preventing fraud and security incidents
7. Legal Basis for Processing (GDPR Compliance)
For participants from the European Union or other jurisdictions with data protection laws, we process personal data based on the following legal grounds:
- Contract Performance: Processing necessary to fulfill our registration agreement with you
- Legitimate Interests: Our legitimate business interests in organizing and improving the Summit, provided these do not override your rights
- Legal Obligation: Compliance with applicable laws and regulations
- Consent: When you have explicitly agreed to specific processing activities (e.g., marketing communications, photography)
8. How We Share Your Personal Information
We may share your personal information with:
8.1 Service Providers and Partners
- Registration and payment processing platforms
- Event technology providers (apps, badge printing, virtual platforms)
- Venue operators and hotel partners
- Catering and transportation services
- Marketing and communications agencies
- IT and data hosting providers
All third-party service providers are contractually obligated to protect your data and use it only for the purposes we specify.
8.2 Sponsors and Exhibitors
- With your explicit consent, we may share attendee lists with sponsors and exhibitors
- Badge scanning at exhibition booths is controlled by you (you choose to have your badge scanned)
- We provide sponsors with aggregated, anonymized data about attendee demographics
8.3 Other Participants
- Your name, organization, and professional details may be visible in the Summit app or attendee directory (you can opt out)
- Networking features allow participants to connect with each other
8.4 Government and Legal Authorities
- When required by law, court order, or legal process
- To protect our rights, property, or safety, or that of participants
- For visa invitation letters and travel documentation purposes
8.5 Business Transfers
- In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring entity
8.6 Public Information
- Speaker bios, photos, and presentations may be published on our website or promotional materials
- Event photos and videos may be shared publicly for promotional purposes
9. International Data Transfers
The Transform Africa Summit is an international event, and your personal data may be transferred to and processed in countries outside your country of residence, including countries that may not have the same level of data protection laws.
When we transfer data internationally, we implement appropriate safeguards such as:
- Standard contractual clauses approved by relevant data protection authorities
- Ensuring recipients are certified under recognized data protection frameworks
- Obtaining your explicit consent when required
10. Data Security
We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction, including:
- Encryption of data in transit and at rest
- Secure access controls and authentication
- Regular security assessments and audits
- Staff training on data protection
- Incident response procedures
However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security. Participants also have a responsibility to protect their own credentials and personal information.
11. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
Retention Periods:
- Registration Data: Retained for the duration of the Summit and up to 3 years afterward for historical records and future event planning
- Payment Information: Retained as required by tax and accounting regulations (typically 7 years)
- Marketing Communications: Retained until you unsubscribe or request deletion
- Photos and Videos: Retained indefinitely for archival and promotional purposes unless you request removal
After the retention period expires, we will securely delete or anonymize your personal information.
12. Your Rights and Choices
Depending on your location, you may have the following rights regarding your personal data:
12.1 Access and Portability
- Right to Access: Request a copy of the personal information we hold about you
- Data Portability: Receive your data in a structured, commonly used format
12.2 Correction and Updating
- Right to Rectification: Correct inaccurate or incomplete personal information
- You can update most registration information through your Summit account
12.3 Deletion and Erasure
- Right to Erasure (« Right to be Forgotten »): Request deletion of your personal data in certain circumstances
- Note: We may need to retain some information for legal or legitimate business purposes
12.4 Restriction and Objection
- Right to Restrict Processing: Limit how we use your data in certain situations
- Right to Object: Object to processing based on legitimate interests or for direct marketing purposes
12.5 Withdraw Consent
- Where processing is based on consent, you have the right to withdraw consent at any time
- This does not affect the lawfulness of processing before withdrawal
12.6 Opt-Out of Marketing
- Unsubscribe from marketing emails using the link in each message
- Contact us to opt out of other marketing communications
- You will still receive essential Summit-related communications
12.7 Complaint to Supervisory Authority
- You have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights
To Exercise Your Rights:
Contact us at support@smartafrica.org with your request. We will respond within 30 days (or as required by applicable law).
13. Cookies and Tracking Technologies
13.1 What Are Cookies?
Cookies are small text files stored on your device when you visit our website. They help us understand how you use our site and improve your experience.
13.2 Types of Cookies We Use
- Essential Cookies: Necessary for the website to function (e.g., login, registration)
- Analytics Cookies: Help us understand website traffic and user behavior (e.g., Google Analytics)
- Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness
- Preference Cookies: Remember your settings and preferences
13.3 Managing Cookies
You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.
For more detailed information about our cookie usage, please see our Cookie Policy [link if separate document exists].
14. Third-Party Links and Services
Our website and communications may contain links to third-party websites, applications, or services (e.g., hotels, airlines, payment processors, social media platforms).
Important:
- We are not responsible for the privacy practices of third-party sites
- We encourage you to read their privacy policies before providing personal information
- This Privacy Policy applies only to information collected by Transform Africa Summit
15. Photography, Video, and Voice Recording
15.1 Event Recording
By attending the Summit, you consent to being photographed, video recorded, or audio recorded for:
- Promotional materials and marketing
- Social media content
- Press coverage and media distribution
- Event documentation and archival purposes
15.2 Opting Out
If you do not wish to be photographed or recorded:
- Inform Summit staff and wear an opt-out indicator if provided
- Avoid areas where recording is taking place
- Contact us after the event to request removal from specific materials
15.3 Speaker Recordings
Sessions may be recorded and made available to participants or published online. By presenting at the Summit, speakers consent to such recording and distribution.
16. Children’s Privacy
The Transform Africa Summit is a professional event intended for adults aged 18 and over. We do not knowingly collect personal information from children under 18 without parental consent.
If you believe we have inadvertently collected information from a minor, please contact us immediately so we can delete it.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for operational reasons.
Notification of Changes:
- Material changes will be notified via email or prominent notice on our website
- The « Effective Date » at the top of this policy will be updated
- Continued use of our services after changes constitutes acceptance of the updated policy
We encourage you to review this Privacy Policy periodically.
18. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:
Transform Africa Summit Privacy Team
Email: support@smartafrica.org
Address: 10th floor in Career Center Building, KG 541 ST, Kigali – Rwanda info@smartafrica.org
Website: www.transformafricasummit.org
19. Consent
By registering for the Transform Africa Summit, you acknowledge that:
- You have read and understood this Privacy Policy
- You consent to the collection, use, and processing of your personal information as described
- You understand your rights regarding your personal data
- You can withdraw consent at any time (subject to legal and contractual obligations)
Your privacy matters to us. We are committed to transparency and protecting your personal information throughout your Summit experience.
Last Updated: 1st September, 2025