Privacy policy

1. Who is responsible

The responsible party is ⚠️ Registered entity name, registration ⚠️ 0000/000000/07, trading as NyxoEVENTS, at ⚠️ Physical address, Cape Town, South Africa. Our Information Officer is ⚠️ Name of the Information Officer, reachable at info@ghostfest.co.za or +27 800 233 752.

Where you buy a ticket from our ticketing partner or our box office, that platform is a separate responsible party for the transaction it processes, and its own privacy policy applies to it. We only receive what we need to run the door: the name, the ticket type and whether the ticket has been scanned.

2. What we collect, and why

Mailing list

Your email address, the name you give us if you give one, and which form you signed up from. Used to send you ticket-release news and the running order, and nothing else.

Exhibitor and trader applications

Your name, email, what you are booking, the make, model and year of the vehicle, your club or builder if you give one, and anything you write in the notes field. Used to assess the entry, to place it, and to contact you about the show.

Technical and security data

The IP address a form submission comes from, kept in memory and used only to rate-limit form spam. Our hosting provider may keep standard access logs.

Site measurement

Google Analytics 4 counts page views on the public pages, so that we know which parts of the show people are looking for and when. It is loaded without cookies and stores nothing on your device, so it cannot follow you between visits or across other sites. The cookie policy has the detail.

Ticket data

Where we sell you a ticket, the details needed to issue it and to scan you in: name, email, ticket type, order reference and scan status.

CCTV and photography

The venue and the show may use CCTV for safety and security, and the show photographs and films the event for promotion. See the event rules.

We do not ask for an ID number, a date of birth, a postal address or payment details, and you should not send any of those to us by email. Do not send us anyone else’s information without their permission.

3. Why we are allowed to hold it

• Your consent — for the mailing list and for marketing emails, which you give when you tick the box, and which you can take back at any time.
• To perform a contract — to process an exhibitor application, to place a slot, and to issue and honour a ticket.
• Our legitimate interests — to keep the site up, to stop form spam and abuse, and to keep the event safe, where that does not override your rights.
• A legal obligation — where we must keep a record for tax, safety or an insurance claim.

4. Marketing emails

We only email you about the show if you have opted in, as section 69 of POPIA requires. Every email carries a 1-click unsubscribe, and unsubscribing takes effect immediately. We do not buy, rent or sell mailing lists, and we do not add exhibitors or ticket buyers to the mailing list without asking.

5. Children

We do not knowingly collect children's personal information. A mailing-list signup or an exhibitor application must be made by someone aged 18 or over. Children under 6 come into the show free and no ticket or personal information is needed for them. If you believe a child has given us their information, write to the Information Officer and we will remove it.

6. Who else may see it

We share personal information only where it is needed to run the show, and only with operators who are bound to protect it:

• our ticketing partners, for ticket sales and door scanning;
• our email and hosting providers, who carry the mailing list and this website;
• our measurement provider (Google), which counts page views without setting cookies;
• the venue and its security contractor, for access control and safety;
• the selection panel, which sees exhibitor applications;
• our accountant and insurers, where a record is required;
• the police, a regulator or a court, where the law compels us to.

Some of these providers may process data outside South Africa. Where that happens, section 72 of POPIA applies: the recipient must be bound by a law, a binding agreement or a corporate rule that gives an adequate, POPIA-comparable level of protection. Some of this website loads third-party content too — the map is a Google Maps embed, and Google Analytics measures how the site is used. The cookie policy explains what each of them does.

7. How we keep it safe

The site is served over HTTPS. Submissions are stored in an access-controlled location, not in a public folder, and access is limited to the people who need it. We rate-limit the forms to make bulk abuse harder, and we keep only what we need. No system is perfect: if there is ever a breach that puts your information at risk, we will notify you and the Information Regulator as section 22 of POPIA requires.

8. How long we keep it

Mailing list

Until you unsubscribe, and then removed within 30 days.

Exhibitor and trader applications

For the show and the following 12 months, so we can answer questions about the placement, and then deleted.

Ticket and payment records

For 5 years, as tax and insurance records require.

CCTV

For the venue’s own retention period, which the venue sets.

9. Your rights

Under POPIA you may ask us to:

• confirm what personal information of yours we hold, and give you a copy of it;
• correct or delete information that is wrong, outdated, irrelevant or misleading;
• delete information we no longer have a lawful reason to hold;
• stop sending you marketing, at any time;
• object to processing that rests on our legitimate interests.

Write to the Information Officer at info@ghostfest.co.za with enough detail for us to find your record. We answer within 30 days. We may ask you to prove who you are, so that we do not hand your information to somebody else. There is no fee for the first request.

10. Complaints

Please raise it with us first — the Information Officer will usually fix it in a phone call. If you are not satisfied, you may complain to the The Information Regulator (South Africa): complaints.IR@justice.gov.za, +27 10 023 5200, JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001, or at https://inforegulator.org.za/.

11. Access to records (PAIA)

A request for records of the show, as opposed to a request about your own personal information, is handled under the Promotion of Access to Information Act — see the PAIA manual for how to make one and what it costs.

12. Changes to this policy

We will review this policy at least once a year and whenever we change how we handle personal information. The effective date at the top of the page changes when we do, and a material change is announced to the mailing list.

13. Contact

Questions about this document go to the show office at info@ghostfest.co.za, or +27 800 233 752 during the show. The show is run and promoted by NyxoEVENTS (⚠️ Registered entity name, registration ⚠️ 0000/000000/07), with Keyword Technology (Pty) Ltd (registration 2024/124630/07).