Privacy Policy

1. Who we are

Afrorendezvous is run by [LEGAL ENTITY NAME TO CONFIRM], [e.g. "a private limited company registered in England and Wales" or "a sole trader"] (number [COMPANY NUMBER TO CONFIRM]), of [REGISTERED / TRADING ADDRESS TO CONFIRM] ("we", "us", "our"). We are the controller of the personal data described in this policy. We are registered with the Information Commissioner's Office (ICO) under number [ICO REGISTRATION NUMBER TO CONFIRM].

Questions about this policy or your data: privacy@afrorendezvous.com.

This policy explains how we collect and use personal data when you visit afrorendezvous.com, buy tickets, join a guest list, sign up to our updates, contact us, follow us on social media or attend our events. It is written to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR) and the Data (Use and Access) Act 2025.

2. What we collect

• Ticket buyers: name, email address, mobile number, tickets bought, order value, order and ticket references, the date and time of purchase, and confirmation that you are 18 or over.
• Payments: payments are processed by Stripe. We never see or store your full card number. We receive limited payment information from Stripe, such as payment status, card type, the last four digits and country of the card.
• Event entry: your ticket's check-in status and time when your QR code is scanned.
• Guest list: your name, email address and number of guests.
• Contact and enquiries: anything you send us through our contact form, email or social media messages, including VIP and booking enquiries.
• Email and SMS updates: your email address or mobile number and your marketing preferences.
• Website use: IP address, device and browser type, pages viewed and similar technical data, collected through cookies and similar technologies (see our Cookie Policy).
• Photos and video: we take photos and film at our events (see section 6).
• Accessibility requests: if you tell us about access needs so we can support you at an event, this may include health information. We only use it to make arrangements for you and only with your explicit consent.
• Staff and door team: name, email and login activity for anyone with an account on our admin or scanner tools.

We do not knowingly collect data from anyone under 18. Our events and website are for adults only.

3. How and why we use your data (and our lawful basis)

• To sell and deliver your tickets, send your confirmation and e-tickets, and manage entry: performance of a contract.
• To process payments, prevent fraud, duplicate tickets and ticket touting: performance of a contract and our legitimate interests in protecting our customers and events.
• To keep financial and tax records: legal obligation.
• To contact you about changes to an event you have booked (for example a new time, venue, postponement or cancellation): performance of a contract.
• To respond to enquiries and complaints: legitimate interests (or contract, where it relates to your booking).
• To send you news and offers about our future events by email or SMS: your consent, or where you have bought tickets from us, the "soft opt-in" under PECR for similar events, always with an easy way to opt out at sign-up and in every message.
• To understand how our website is used and improve it: legitimate interests (and consent where required for cookies).
• To keep our events safe, including security, welfare and dealing with incidents: legitimate interests and, where applicable, legal obligation.
• To take and publish event photography and video: legitimate interests (see section 6).
• To arrange accessibility support: explicit consent.

4. Who we share your data with

We only share what is necessary, with:

• Stripe Payments UK Ltd, to take payments. Stripe also acts as an independent controller for fraud prevention and regulatory purposes under its own privacy policy.
• Our website, hosting and database providers (Lovable and Supabase), who store data on our behalf.
• Our email delivery provider, to send your tickets and, if you agree, our updates.
• The venue hosting the event, only where needed for entry, safety or licensing (for example a guest list or a list of accessibility arrangements).
• Professional advisers (such as accountants and lawyers), insurers, the police, local authorities or regulators where we are legally required to, or where it is necessary to prevent or detect crime or protect someone's safety.
• A buyer or successor if our business is sold or restructured.

All service providers act on our written instructions and must keep your data secure. We never sell your personal data.

5. International transfers

Some of our providers store or access data outside the UK, including in the United States and the European Economic Area. Where this happens we make sure your data is protected by a UK adequacy decision (including the UK Extension to the EU-US Data Privacy Framework where the provider is certified), or by the ICO's International Data Transfer Agreement or Addendum.

6. Photography and filming at our events

Our events are photographed and filmed, and images may be used on our website, social media and promotional material. We do this on the basis of our legitimate interests in documenting and promoting our events, and we display notices at our events. If you would prefer not to be photographed, tell our photographer or a member of staff on the night. If you appear in an image we have published and want it removed, email privacy@afrorendezvous.com with a link to the image and we will remove it from our own channels promptly.

7. How long we keep your data

• Orders, payments and ticket records: 6 years from the end of the financial year of purchase, to meet tax and accounting requirements.
• Check-in records and guest lists: 24 months after the event, unless needed for an incident or claim.
• Enquiries and complaints: 2 years after we close the matter.
• Marketing preferences: until you unsubscribe, after which we keep a suppression record so we do not contact you again.
• Accessibility information: deleted within 30 days after the event, unless you ask us to keep it for future events.
• Website analytics: in line with our Cookie Policy.

8. Your rights

You have the right to: be informed; access your data; have inaccurate data corrected; have your data deleted; restrict how we use it; object to our use of it (including an absolute right to object to direct marketing); data portability; and withdraw consent at any time where we rely on consent. To use any of these rights, email privacy@afrorendezvous.com or use our data request and complaint form. We will respond within one month (this may be extended in some cases, in which case we will tell you why). We may need to verify your identity first.

9. Complaints about how we use your data

If you are unhappy with how we have handled your personal data, please tell us first using our online data request and complaint form at /privacy/request or by emailing privacy@afrorendezvous.com. We will acknowledge your complaint within 30 days and respond without undue delay. If you are still not satisfied, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.

10. Security

We use appropriate technical and organisational measures to protect your data, including encrypted connections, access controls limited by role, and secure, unguessable ticket codes. No method of transmission over the internet is completely secure, so please keep your e-tickets private.

11. Changes to this policy

We may update this policy. The latest version will always be on this page with the date it was last updated. If we make significant changes we will tell you by email where appropriate.