Privacy Policy

Flock Platform · Building 2, Ground Floor, Fernridge Office Park, 5 Hunter St, Blairgowrie, Randburg, South Africa

Last updated: November 2025

1. Introduction

This Privacy Policy forms part of Flock Platform’s standard Terms and Conditions of Service and applies to all registered or non-registered users of our Services, including visitors to our website, event platform and mobile app (“you”). All references to “us”, “our” or “we” are to Flock Platform.

The Services are a customised web and mobile app that helps attendees plan their schedule, engage with other attendees, download resources and access all of the event information.

Your privacy is important to us. This policy explains how we collect, use, store and share personal data about you. Personal data means any information about an individual from which that person can be identified, and does not include anonymous data.

If you do not agree with this policy, you may not use this website or our Services and must stop doing so immediately.

Where you use our Services to send messages to third parties such as your customers, we are the data processor and you are the data controller. You decide the purpose and means of processing information about message recipients, and you are responsible for making sure that their data and the content of your messages comply with all applicable data protection laws, including South Africa’s Protection of Personal Information Act (POPIA) and the General Data Protection Regulation (GDPR).

2. The personal data we collect and where we get it

We collect relevant and minimal personal data about you to manage your affairs with us.

We collect information when you register for an account, create or change your profile, buy Services from us, raise a query with our support team, contact us by phone, email or live chat, sign up to a mailing list, ask for marketing, take part in a survey or give us feedback.

We may collect, use, store and transfer these kinds of personal data:

• Contact details: your name, title, billing address, delivery address, email address and telephone numbers.
• Purchase history: details of the Services you have bought from us.
• Marketing preferences: whether and how you want to receive marketing from us.
• Browser information: technical information from your browser, computer or mobile device, including device and network information, cookies and analytics information.
• Customer service history: your interactions with us by phone or through the Services.

3. How we process your personal data

We only process your personal data in a way that is adequate, relevant and not excessive for the purpose it was collected for, unless you have consented in writing to another purpose or we are permitted to by POPIA or other legislation.

Most commonly, we use your personal data to:

• give you access to the Services and present material in them to you;
• perform our contract with you, including processing transactions, authenticating you when you log in, providing support, and operating, maintaining and securing the Services;
• protect our legitimate interests, or those of a third party, where your interests and fundamental rights do not override them;
• comply with a legal or regulatory obligation;
• act on the consent you have given us for a specific purpose;
• communicate with you as necessary; and
• improve the Services.

You will only receive marketing from us if you have asked for it, bought Services from us or told us we may send it. You can ask us to stop at any time.

Your information will be processed in line with applicable law, only as needed for your use of the website or Services, and to the minimum extent necessary.

4. Cookies

We may use temporary or session cookies. A cookie is a small text file stored on your device by a website’s server. It is unique to your browser and contains anonymous information such as a unique identifier and the website name, so the site can remember things like your preferences.

We use first-party and third-party cookies to store preferences, to measure aggregate usage (such as time on site and pages viewed) with tools like Google Analytics, and to show more relevant display advertising to people who have visited the website, using tools such as Google Analytics Remarketing.

Cookies are not used on their own to identify you, but we may use them to compile de-identified statistics about how the website is used. With cookies enabled we may collect the browser software used, your IP address, the date and time of your visit, the pages you visited, and referring websites and search engines.

You can change how your browser handles cookies, but some features of this website may then not work. You can opt out of the Google Display Network using Google’s Ads Settings, and out of third-party advertising cookies on the Network Advertising Initiative opt-out page.

5. Keeping your personal data secure

We have put appropriate, reasonable technical, organisational and security measures in place to protect your personal data, and we limit access to people with a business need to know. They only process your data on our instructions and are subject to a duty of confidentiality.

We take reasonable measures to prevent loss of, damage to or unauthorised destruction of personal data, and unlawful access to or processing of it. We identify foreseeable internal and external risks, maintain safeguards against them, regularly check that the safeguards work, and update them in response to new risks.

No security system is impenetrable, and we cannot guarantee that data sent over the internet or stored on our systems is completely safe from intrusion. Please take your own steps to protect data you send over networks.

We have procedures for dealing with any suspected personal data breach, and will notify you and any applicable regulator where we are legally required to.

6. How we share your personal data

We do not sell your personal data. We will not disclose it to any third party without your prior written agreement, unless we are required to by law.

In exceptional circumstances we may share information about you where we believe it is reasonably necessary to:

• comply with any applicable law, regulation, legal process or government request;
• enforce our agreements, policies and terms of service;
• protect the security or integrity of our Services;
• protect ourselves, our customers or the public from harm or illegal activities; or
• respond to an emergency to help prevent death or serious bodily injury.

We also share information when you consent, for example when we publish testimonials from satisfied customers on our website.

We may transfer information in connection with a merger, sale of company assets, financing or acquisition of our business. If so, we will notify you by email and explain any choices you have.

Our website may link to third-party websites, plug-ins and applications. We do not control them and are not responsible for their privacy statements, so please read their policies.

7. How long we keep your personal data

We only keep your personal data for as long as we need it for the purpose it was collected for, and then destroy or delete it.

We keep account information while your account is active and for a reasonable period afterwards in case you reactivate it. If your account is deactivated, some information and content may remain so that your team members or other users can keep using the Services.

We also keep some information to meet legal and regulatory obligations, resolve disputes, enforce our agreements and meet accounting or reporting requirements.

You can ask us to delete your personal data (see section 8). We will do so on your written instruction unless the law or our obligations to you require us to keep it.

Where POPIA permits, we may anonymise your personal data for research or statistical purposes, so that it can no longer be linked to you.

8. Accessing and controlling your personal data

You have the right to:

• ask for access to your personal data and a copy of what we hold;
• ask us to correct incomplete or inaccurate data;
• ask us to erase your data where there is no good reason for us to keep processing it, subject to any legal reasons we will tell you about;
• object to processing based on our legitimate interests, and to processing for direct marketing;
• ask us to restrict processing while accuracy is checked, where use is unlawful but you do not want the data erased, where you need it for a legal claim, or while we assess an objection;
• ask us to transfer your data to you or a third party in a structured, machine-readable format; and
• withdraw your consent at any time, without affecting processing that has already taken place.

To exercise any of these rights, or to ask a question or make a complaint, contact us. We try to respond to all legitimate requests within one month, and may charge a reasonable fee for requests that are clearly unfounded, repetitive or excessive.

You can access and update some of your information, such as your profile, within the Services. You or your administrator may be able to deactivate your account in its settings, but this does not delete your information.

You can opt out of promotional emails with the unsubscribe link in each email, in your account settings, or by contacting us. You will still receive transactional messages about our Services.

9. Transfer of personal data

Our website is operated from the Republic of South Africa. If you are outside South Africa and use the website or give us information, it will be transferred to, processed and stored in South Africa, whose privacy laws may differ from those where you live.

We will not transfer your personal data to a third party without your prior written consent, except to service providers that host our Services.

Where we use hosting or cloud services outside South Africa, we make sure your data is protected at least as well as South African law requires, through a binding contract or by using a provider in a country with similar or stronger privacy laws.

10. Children

Our website is not intended for children under 18, and we do not knowingly process personal data about anyone under 18 without consent from a parent or legal guardian. A parent or guardian who provides a child’s personal data consents to us processing it under this policy.

11. Consent

By using our website or Services you consent to the processing of your personal data under this policy, and confirm that you have given that consent voluntarily after reading and understanding the types of personal data processed, the processing activities, their purposes and the possible consequences for you.

To withdraw consent you have given, notify our information officer in writing.

12. Changes to this policy

We may change this policy from time to time. We will post changes on this page and, if they are significant, show a notice on the Services home pages or login screens, or email you.

Continuing to use the website or Services after a change means you accept the updated policy.

13. Contact us

Questions and comments about this policy are welcome. To ask about how your information is handled or to exercise your rights, contact us:

• Website: www.flock.events
• Email: hello@flockplatform.com
• Phone: +27 10 035 1270
• Address: Building 2, Ground Floor, Fernridge Office Park, 5 Hunter St, Blairgowrie, Randburg, South Africa