Privacy Policy

This is the privacy policy that governs how we, Ace Marketing PTY (Ltd) Trading as Virtual Event SA (“Virtual Event SA”, “we”, “our” or “us”), use Personal Data that we collect, receive and protect about individuals and/or companies in connection with the use of the website i.e. https://virtualevent.co.za/ its sub-domains, external marketing activities and the services provided by Virtual Event, Powered by Hubilo Software i.e. the web applications and mobile applications.

In this document, we/our/us is in reference to  and you/your is referred to the user or a customer.

This policy does not imply to any third party organisations that collect the personal data, including through any third-party application or content that links to or is accessible from our applications or websites.

1. Introduction:

The privacy document describes the practices of Virtual Event SA to protect and safeguard the individual’s privacy whose data is being collected. This privacy policy holds great significance to Virtual Event SA in terms of protecting the privacy of all the people.

This document explains how the personal data is collected, in connection with what services and how is it used.

“Personal Information” means any information which is related to an identified or identifiable natural person, directly or indirectly, in particular by reference to an identifier such as name, contact information, physical address, and many such factors.

2. Terms of Use:

The Privacy Policy is developed as a part of Virtual Event End User Terms of Service which can be viewed on the website and within the Services which we provide. The Terms of Use have been accepted prior to using the service for the first time.

3. System for Consent:

By agreeing to use our services, and going through our Privacy Policy, users provide their consent for us to collect, store and process their data as required. Users, who are in disagreement about this privacy policy, won’t be able to access our products or services.

After updating our privacy policies if the user continues to access our services, then it will be deduced they have readily accepted the revised policies.

4. What data is collected by Virtual Event SA?

We collect a variety of personal data including name, email address, contact number; social media account ID from the given sources.

Virtual Event SA’s use of personal information collected through applications shall be limited to the purpose of providing the services to the customers that have bought our product and are currently engaged in using our Services.

If you do not agree with our policies at any point, you may choose not to use our applications and services.

·      Virtual Event SA Website –

For marketing purposes, we collect the following data of the username, job profile, company name, type of the company, email id, contact number, how many events do they conduct per year and are they interested in our product demo.

·      Virtual Event Products

These are the following products that we provide to our customer base from where attendees data is captured by the organiser and stored on our servers:

– Event Website

– Event App

– Event Marketing

– Event Networking Community

– Event Registrations and Ticketing

·      Organiser account –

In order for an event organiser to use our services, he/she may have to create an account which uses the basic details i.e. his name, email id etc.

·      Attendee account –

For attendee account, we provide Facebook and LinkedIn social logins which take user’s email id, first name, last name and profile data of LinkedIn.

·      Registration and Ticketing –

Users who are attendees in an event might be buying tickets for that event or registering for the same. Information that you provide while creating an attendee account or registering for that event or using any of its services, i.e. buying tickets or attending certain sessions will ask for your personal information including name, email id, contact number, and so on. All these information fields are customisable by the sole entity, i.e. Event Organiser. In this case, the event organiser is solely liable for undertaking the protection of user’s personal information.

If you wish to opt-out of the registration and ticketing process or stop receiving any emails from the organiser after the event is over, you can unsubscribe to the services.

In case of any doubt or query, feel free to contact us or drop an email at hello@virtualevent.co.za.

While registering and buying tickets of an event, the user might be asked to enter the transaction and financial information (credit card details, debit card details etc.), used with the services of the third-party organisation/ Payment Gateway. Third-party gateways are responsible for any financial information being collected of the user and not Virtual Event SA; in any case, is a part of this.

Virtual Event SA DOES NOT store any payment related, financial or transactional details of any user.

·      Event Website –

Event website may contain “Contact Us” section added by the event organiser. The personal information collected may include name, email id, phone number, designation, and so on which are totally customisable by the event organiser.

The event websites also have an option for the user to opt-in for subscriptions such as newsletters from the event organiser through the ‘Subscribe’ box. By opting in for the services, your email id will be used to send you emails from the event organiser.

Some event websites may also include an embedded registration form where the user’s personal information can be asked like name, email id, contact number etc. All these fields are customisable by the event organiser.

·      Networking Community –

While logging into the networking community, the user will have the option to log in through Facebook and LinkedIn social profiles and only their email id and names will be taken. Ses Cookies are used in Event Networking Community. To know more refer to our Cookie Policy mentioned in Point 10.

Also, the networking community platform has a messaging feature, newsfeed and view profiles for which the user personal information is used. User may create a new post, share content on the newsfeed, which can include text, images and videos on our Networking Community Platform.

·      Event App –

The app may require a login which will also be from social profiles Facebook and LinkedIn. While installing an app, specific permissions are required, such as access to media files, storage, contacts etc. In case you wish to not provide access, select the option “no”.

·      Analytics –

We use third-party analytics provider, i.e. Google Analytics to collect information about the usage of our applications and to help improvise on those applications as required. The information collected is put to use in further developing the application, so the user doesn’t have to face any difficulty.

Google Analytics uses cookies and various other technologies to collect information about the usage of the applications and also reports website trends without storing any personal data.

5. How do we use the collected information?

The Personal Information collected is used for the following purposes:

    • (i) Virtual Event SA may use the Personal Information of the user to send newsletters, (ii) updates regarding the services, (iii) new product launch, (iv) marketing and promotional purposes, (v) response to “Contact Us” or any request initiated by the user.
    • The Personal Information collected from the various event websites and event applications provided by Virtual Event SA comes solely under the ownership of entity named, Event Organiser and Virtual Event SA as an organisation is not related to the purpose for which the data has been collected.
    • The data collected by the event organisers may be used for advertisements or promotional purposes.

6. Opting Out:

Existing users and subscribers have been provided with an option to opt-out from our services-related emails, newsletters that are used for marketing purposes.

You can choose not to receive such emails by unsubscribing and opt-out of our services, in case of which your data will be deleted from our servers. Please note that for any queries, or in case you want to opt-in to use our services again, you may contact us on hello@virtualevent.co.za

In case you want to opt-out of any event-related services, you can write a mail at hello@virtualevent.co.za

7. Information sharing with Third Party Organisations:

Virtual Event SA may provide your personal information to the organisations that provide services and help us in carrying out certain business activities. These activities include mass messaging and emailing to the list of customers, payment processing gateways and sales and marketing software.

These organisations are authorised to use your personal information only as and when required to provide us with necessary services.

We will share the Personal Data with the companies securely and properly as described in the Privacy Policy.

8. Children’s Privacy:

The services of Virtual Event SA are purely intended to be used and accessed by adults. These services are not to be accessed by children of 13 years or of below age. If by any chance, such information exists in our systems, we’ll make sure to delete those details at the earliest. If you want to know further information on this clause, please contact us on hello@virtualevent.co.za .

9. Security:

The safety of personal information of the users is quite essential for us. We ensure that proper measures are taken to safeguard our database of customer’s personal information. With all the latest physical and technical integrations and methodologies, we tend to secure the data, which also includes encryption of data over the internet. For more details about our security of Services, you can drop a mail at hello@virtualevent.co.za

10. Cookie Policy:

Our website uses “cookies” which is a small text file that is mostly used to collect information. In our case, we use cookies to as tokens to authorise users for iframe compatibility. But if the visitor wants to disable cookies, it is possible from the browser settings. Most browsers allow the users to control cookies, including whether or not to accept them and how to remove them.

11. Ownership of the data:

The data being processed by Virtual Event SA remains under the ownership of the organiser unless the ownership is shared by a duly signed contract. The liability for the data is limited to the owner of the data.

12. Data Access and Accuracy:

The personal information provided to us is maintained securely and accurately in the database. If you, at any point in time would like to delete or correct any of your personal data that we have stored, you can request access to the data by emailing us at hello@virtualevent.co.za. You should mention specifically with all the details in a plain, clear format about your request to access your personal information.