Privacy Policy

1. Introduction

Validity Event & Marketing ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our event management and registration services in Ethiopia.

By using our services, you agree to the collection and use of information in accordance with this policy. We operate in compliance with Ethiopian laws and regulations, including but not limited to the Constitution of the Federal Democratic Republic of Ethiopia, the Criminal Code, and relevant data protection principles.

2. Information We Collect

2.1 Personal Information

When you register for events or use our services, we may collect the following personal information:

• Full name and title
• Email address and phone number
• Organization or company name
• Job title and professional information
• Identification documents (for event security and verification)
• Dietary preferences and accessibility requirements
• Payment information (processed securely through third-party payment processors)
• Photographs and video recordings (with your consent, for event documentation)

2.2 Event Registration Data

For event registration and management, we collect:

• Registration preferences and session selections
• Attendance records and check-in/check-out times
• Badge printing information and QR codes
• Survey responses and feedback
• Network preferences and contact exchange permissions

2.3 Technical Information

We automatically collect certain technical information when you use our services:

• IP address and device information
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referral sources

3. How We Use Your Information

We use your personal information for the following purposes:

• Event Management: To process registrations, manage attendance, print badges, and facilitate event operations
• Communication: To send event updates, confirmations, reminders, and important information
• Service Delivery: To provide guest check-in services, badge printing, attendance tracking, and event support
• Security: To verify identities, ensure event security, and prevent fraud
• Analytics: To analyze event attendance, improve our services, and generate reports for event organizers
• Legal Compliance: To comply with Ethiopian laws, regulations, and legal obligations
• Marketing: To send you information about future events and services (with your consent)

4. Legal Basis for Processing

Under Ethiopian law and international data protection principles, we process your personal data based on:

• Consent: When you voluntarily provide information and consent to its use
• Contract Performance: To fulfill our contractual obligations for event services
• Legal Obligation: To comply with Ethiopian laws, including security and identification requirements
• Legitimate Interests: For event security, fraud prevention, and service improvement
• Public Interest: For public safety and security at events

5. Data Sharing and Disclosure

We may share your information with:

• Event Organizers: Information necessary for event management and attendance tracking
• Service Providers: Third-party vendors who assist with payment processing, email delivery, and technical services (under strict confidentiality agreements)
• Government Authorities: When required by Ethiopian law, court orders, or for public safety
• Business Partners: With your explicit consent, for networking purposes at events

We do not sell your personal information to third parties. All data sharing is conducted in accordance with Ethiopian data protection principles and with appropriate safeguards.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

• Encryption of data in transit and at rest
• Secure servers and databases with restricted access
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Access controls and authentication mechanisms
• Regular backups and disaster recovery procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy:

• Event Registration Data: Retained for the duration of the event and up to 2 years after for record-keeping and legal compliance
• Financial Records: Retained for 7 years as required by Ethiopian tax and accounting laws
• Marketing Data: Retained until you opt-out or withdraw consent
• Legal Requirements: Some data may be retained longer if required by law or for legal proceedings

8. Your Rights

Under Ethiopian law and international data protection principles, you have the following rights:

• Right to Access: Request access to your personal data we hold
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Object: Object to processing of your data for certain purposes
• Right to Restrict Processing: Request limitation of how we process your data
• Right to Data Portability: Request transfer of your data to another service provider
• Right to Withdraw Consent: Withdraw consent for data processing at any time

To exercise these rights, please contact us at privacy@validity.et or use our contact form.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

• Essential Cookies: Required for website functionality and security
• Analytics Cookies: To understand how visitors use our website
• Preference Cookies: To remember your settings and preferences

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

10. International Data Transfers

Your data is primarily stored and processed in Ethiopia. If we transfer data outside Ethiopia, we ensure:

• Compliance with Ethiopian data protection requirements
• Appropriate safeguards and security measures
• Your explicit consent when required
• Compliance with international data protection standards

11. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying a notice on our website

Your continued use of our services after changes constitutes acceptance of the updated policy.