Sport Boardroom · sportboardroom.com
Version 1.0 · Effective 28 July 2026
This notice explains how Sport Boardroom collects, uses and protects your personal information, and what rights you have. It has been prepared to meet the requirements of the Protection of Personal Information Act 4 of 2013 (POPIA).
Some details — our full registered name and company registration number, our postal address, and confirmation of where our service providers store data — are available on request while we complete our records. Registration of our Information Officer with the Information Regulator is in progress. We will update this notice as each is confirmed.
1. Who we are
Sport Boardroom is the responsible party for the personal information described in this notice. That means we decide why and how your personal information is processed.
Contact details
| Postal address | Available on request |
| info@sportboardroom.com | |
| Telephone | +27 83 400 7460 |
| Website | https://sportboardroom.com |
Information Officer
| Information Officer | The head of Sport Boardroom, as provided for in section 55(1) of POPIA |
| info@sportboardroom.com | |
| Telephone | +27 83 400 7460 |
Registration of our Information Officer with the Information Regulator, as required by section 55 of POPIA, is in progress. The Information Officer is responsible for how we handle your personal information and for dealing with any request or complaint you make under this notice.
2. What this notice covers
This notice explains how we collect, use, share, store and protect your personal information when you:
- visit sportboardroom.com;
- register your interest in the Sport Business Forum (SBF) by emailing us;
- contact us through the website contact form, by email or by telephone;
- attend, sponsor, speak at or exhibit at the Sport Business Forum;
- subscribe to receive our insights or event announcements;
- engage us for advisory, consulting or research services.
It does not cover the websites or services of third parties we link to. Those organisations have their own privacy notices, and we set out the most relevant of them in Section 6.
3. What personal information we collect
We collect only the information we need. We do not require you to give us more than that, and where a field is optional we say so.
3.1 When you register interest in the Sport Business Forum
At present, interest is registered by emailing us at info@sportboardroom.com, and we collect only what you choose to put in that email. We are preparing an online interest form. When it goes live we will update this notice, and it will collect:
| Information | Required? | Why |
|---|---|---|
| First name | Required | To address you correctly |
| Last name | Optional | To address you correctly |
| Work email address | Required | To send you the programme, speaker and ticket announcements |
| Organisation | Optional | To understand who is in the room |
| Job title | Optional | To understand seniority and relevance |
| Sector or role category | Optional | To report anonymised delegate mix to partners |
| Whether you are interested in sponsorship or exhibiting | Optional | So the right person can contact you |
| Your consent | Required | We cannot add you to the list without it |
When that form is enabled, we will also record the date and time of your submission, and your IP address will be checked against a short-term limit to prevent automated abuse. That check is not stored against your record and is discarded within one hour.
3.2 When you contact us
Through the contact form, or by email or telephone, we collect your name, email address, telephone number and whatever you choose to tell us in your message.
3.3 When you buy a ticket to the Sport Business Forum
Tickets are sold through Webtickets, an independent ticketing provider. When you click through to buy a ticket, you leave our website and your details — including any payment card information — are collected and processed by Webtickets under their privacy policy, not ours. We never see, receive or store your card details.
Webtickets provides us with a delegate list containing your name, email address and the ticket type you purchased, so that we can register you for the event.
3.4 When you attend the Forum
We may collect your name, organisation, job title, dietary requirements and accessibility requirements so that we can host you properly. Dietary and accessibility information may reveal information about your health or religious beliefs. This is special personal information under POPIA, we collect it only with your express consent, we use it only to make arrangements for the event, and we delete it within 30 days of the event ending.
Photography and filming. The Forum is photographed and filmed. Images may be used in our reporting, marketing and on our channels. We will tell you this clearly on your ticket, in your joining instructions and with signage at the venue, and we will make a reasonable effort to accommodate you if you ask not to be photographed.
3.5 When you use our website
We automatically collect limited technical information: your IP address, browser type and version, device type, operating system, referring page, the pages you view and the time of your visit. This comes from our web server logs and, where you have consented, from analytics cookies. Section 12 explains cookies in full.
3.6 What we do not collect
We do not knowingly collect information about your race, political opinions, religious beliefs, trade union membership, health, sex life, biometric information or criminal behaviour, other than the dietary and accessibility information described in Section 3.4. We do not buy personal information from third-party data brokers.
4. Why we process your personal information, and on what basis
POPIA requires us to have a lawful justification for every use of your personal information. Ours are set out below.
| What we do | Why | Lawful basis (POPIA s11) |
|---|---|---|
| Add you to the SBF interest list and send you programme, speaker and ticket announcements | You asked us to | Consent — s11(1)(a) |
| Respond to an emailed expression of interest in the Forum | You contacted us | Legitimate interests — s11(1)(f) |
| Reply to your enquiry | To respond to you | Legitimate interests — s11(1)(f) |
| Register you as a delegate, speaker, sponsor or exhibitor and manage your attendance | To deliver the event you signed up for | Performance of a contract — s11(1)(b) |
| Make catering and accessibility arrangements | To host you properly | Express consent — s26 and s27(1)(a) |
| Report anonymised, aggregated delegate mix to sponsors and partners | To demonstrate the value of the Forum | Legitimate interests — s11(1)(f) |
| Send you marketing about future Sport Boardroom events and insights | To keep you informed | Consent — s11(1)(a) and s69 |
| Keep our website secure and prevent abuse | To protect the site and its users | Legitimate interests — s11(1)(f) |
| Understand how the website is used | To improve it | Consent for analytics cookies — s11(1)(a) |
| Meet our tax, accounting and legal obligations | Because the law requires it | Legal obligation — s11(1)(c) |
Anonymised reporting. Where we report delegate mix to sponsors — for example, “32% of delegates were from federations, leagues or clubs” — that reporting is aggregated and anonymised. We do not share your name, email address or employer with a sponsor for their own marketing unless you have separately and explicitly agreed to it.
5. Your consent, and how to withdraw it
Where we rely on your consent, you gave it freely and you can take it back at any time. Withdrawing consent is as easy as giving it:
- click unsubscribe at the foot of any email we send you; or
- email info@sportboardroom.com with the word unsubscribe in the subject line.
We will action your request within 7 business days. Withdrawing consent does not affect anything we lawfully did with your information before you withdrew it, and it does not remove information we are required to keep for legal or accounting reasons.
6. Who we share your personal information with
We do not sell your personal information. We share it only as set out here.
6.1 Operators acting on our instructions
These organisations process personal information on our behalf and under our instruction, and are bound by written agreements requiring them to keep it secure and use it only for the purposes we specify.
| Operator | What they do | Where they process |
|---|---|---|
| Hostinger | Website and database hosting | Confirmed on request |
| Google (Google Analytics / Site Kit) | Website usage analytics. Not currently active. We will update this notice and seek your consent before enabling it | United States and other countries |
| Our email service provider | Email and correspondence | Confirmed on request |
6.2 Independent third parties
These organisations decide for themselves how they use personal information, and have their own privacy notices:
| Third party | Role |
|---|---|
| Webtickets | Sells and processes tickets, including payment |
| The event venue, once confirmed | Access, security and catering |
| Professional advisers — auditors, lawyers, insurers | Where reasonably required |
6.3 Other disclosures
We may disclose personal information where the law requires it, where a court orders it, or where it is necessary to establish, exercise or defend a legal claim.
7. Sending information outside South Africa
Some of our operators process personal information outside South Africa — in particular Google and Hostinger.
Section 72 of POPIA permits this where the recipient is subject to a law, binding corporate rules or a binding agreement that provides an adequate level of protection comparable to POPIA. Before we transfer personal information outside South Africa, we satisfy ourselves that one of these applies, and we put contractual protections in place with each operator.
If you would like details of the safeguards applying to a particular transfer, email our Information Officer.
8. How long we keep your personal information
We keep personal information only as long as we need it.
| Information | How long we keep it | Why |
|---|---|---|
| SBF interest list entries | 24 months from your last engagement with us, or until you unsubscribe | So we can tell you about the next edition |
| Contact form enquiries | 12 months from our last correspondence | To handle follow-up questions |
| Delegate, speaker, sponsor and exhibitor records | 5 years after the event | Contractual, tax and audit obligations |
| Dietary and accessibility information | 30 days after the event | No further purpose once the event has passed |
| Financial and tax records | 5 years | Required by the Tax Administration Act and the Companies Act |
| Website server logs | 90 days | Security and troubleshooting |
| Analytics data | 14 months | Google Analytics default retention |
When a retention period ends, we delete the information or de-identify it so it can no longer be linked to you.
9. How we protect your personal information
Section 19 of POPIA requires us to secure the integrity and confidentiality of your personal information. We do this by:
- serving the entire website over HTTPS so information is encrypted in transit;
- restricting access to the systems holding personal information to people who need it to do their jobs;
- protecting website administration with individual accounts and strong passwords;
- running a web application firewall and keeping the website software patched;
- protecting our forms against automated abuse with rate limiting and spam controls;
- reviewing who has access on a regular basis; and
- requiring our operators to maintain appropriate security measures under written agreement.
If something goes wrong. If there are reasonable grounds to believe your personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and you as soon as reasonably possible after discovering it, as required by section 22 of POPIA. Our notification to you will describe what happened, what information was involved, what we are doing about it and what you can do to protect yourself.
10. Your rights
POPIA gives you the following rights. Exercising them is free, except that we may charge a prescribed fee for providing a copy of your information.
| Right | What it means | POPIA |
|---|---|---|
| To be told | To know we hold your information and what we do with it | s23 |
| Of access | To ask for a copy of the personal information we hold about you | s23 |
| To correction | To ask us to correct information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained | s24 |
| To deletion | To ask us to delete or destroy information we no longer have the right to keep | s24 |
| To object | To object, on reasonable grounds, to us processing your information | s11(3) |
| To withdraw consent | To take back consent you previously gave | s11(2) |
| To object to direct marketing | To tell us to stop marketing to you | s11(3) and s69 |
| To complain | To lodge a complaint with the Information Regulator | s74 |
How to exercise a right. Email our Information Officer at info@sportboardroom.com. Requests for access or correction must be made on Form 2 of the POPIA Regulations, which is available from the Information Regulator’s website. We will respond within 30 days. We may ask you for proof of identity before we act, so that we do not disclose your information to somebody else.
11. Direct marketing
We will only send you electronic marketing — email, SMS or automated calls — if:
- you asked us to, for example by giving your consent when you registered your interest in the Forum; or
- you are an existing customer, the marketing relates to similar Sport Boardroom services, and we gave you a reasonable opportunity to object when we first collected your details.
Every marketing message we send will identify us as the sender, give a valid reply address and include a clear way to unsubscribe. If you ask us to stop, we will stop.
Under section 69 of POPIA we may approach you once to ask for your consent to direct marketing. If you say no, or do not respond, we will not ask again.
12. Cookies and analytics
A cookie is a small text file a website places on your device. We use the following categories.
| Category | What it does | Do we need consent? |
|---|---|---|
| Strictly necessary | Keeps the site working — session handling, security, caching, and remembering your cookie choice | No |
| Analytics | Helps us understand which pages people visit and how they arrived, using Google Analytics | Yes |
| Preference | Remembers choices such as your cookie settings | Yes |
We do not currently use advertising or cross-site tracking cookies. If that changes, we will update this notice and ask for your consent before setting them.
Managing cookies. We do not currently set non-essential cookies, and no consent banner is shown. Before we enable analytics or any other non-essential cookie, we will publish a consent banner and update this notice. You can block or delete cookies in your browser settings, though the site may not work as intended if you block strictly necessary cookies.
Do Not Track. Our website does not currently respond to browser “Do Not Track” signals.
13. Children
Our website and the Sport Business Forum are aimed at professionals and are not directed at children under 18. We do not knowingly collect the personal information of a child without the consent of a competent person, as required by section 34 of POPIA. If you believe a child has given us personal information, email our Information Officer and we will delete it.
14. Links to other websites
Our website links to third-party websites, including Webtickets, our partners’ and sponsors’ websites, and our social media profiles on LinkedIn, Instagram and X. We are not responsible for their content or their privacy practices. Read their privacy notices before giving them your information.
15. Complaints
If you are unhappy with how we have handled your personal information, please tell us first — email our Information Officer and we will try to put it right.
You also have the right to complain directly to the Information Regulator (South Africa) at any time:
| Website | https://inforegulator.org.za |
| POPIA complaints | Submit through the Regulator’s online complaints portal, accessible from their website |
| PAIA complaints | PAIAComplaints@inforegulator.org.za |
| General enquiries | enquiries@inforegulator.org.za |
| Toll free | 0800 017 160 |
| Telephone | 010 023 5200 |
Sport Boardroom · Privacy Notice v1.0 · Published 28 July 2026 · Effective 28 July 2026
We may update this notice. When we do, we will change the version number and effective date above, and where the change is significant we will tell you directly.