A-Arts Festivals POPI Act Policy Effective Date: November 2025 Last Updated: November 2025
1. Purpose
This Privacy Policy explains how A-Arts Festivals (“we”, “our”, or “us”) collects, uses, stores, and protects personal information in compliance with the Protection of Personal Information Act (POPIA), 2013. We are committed to safeguarding your privacy and ensuring your personal data is handled responsibly and transparently.
2. Scope
This policy applies to all individuals interacting with A-Arts through:
◦ Our official websites (e.g. www.a-arts.co.za),
◦ The A-Arts App and Online Entry System,
◦ All online festivals, competitions, registrations, and communications, and
◦ Any social media platforms or email correspondence related to A-Arts activities.
3. Personal Information We Collect
We collect only information necessary to deliver our services effectively. This may include:
◦ Identification Details: Full name, ID number, date of birth, gender, age category.
◦ Contact Information: Email address, phone number, postal or physical address.
◦ Educational or Studio Details: School or studio name, teacher or coach details.
◦ Payment Information: Transaction details related to entry or registration fees.
◦ Multimedia Files: Photos, videos, self-tapes, and recorded performances submitted for adjudication.
◦ Digital Data: Website cookies, device information, and online behaviour data when using our platforms.
4. How We Use Your Information
Your information will be used solely for legitimate festival, administrative, and communication purposes, including:
◦ Processing registrations and managing competition entries.
◦ Communicating schedules, updates, and festival results.
◦ Issuing invoices, certificates, adjudicator reports, and festival materials.
◦ Ensuring safety, verification, and compliance at A-Arts events.
◦ Marketing, promotion, and social media publicity only where consent has been provided or where your participation implies consent (e.g. photography/videography at live events).
5. Consent
By registering for an A-Arts Festival or using our platforms, you voluntarily consent to:
◦ The collection, storage, and processing of your personal and performance data;
◦ The use of festival-related images, recordings, or results for promotional purposes as disclosed in our festival prospectus and entry forms;
◦ Communication via email, SMS, or WhatsApp for administrative or marketing updates related to A-Arts.
You may withdraw your consent in writing at any time by emailing wanya@a- arts.co.za.
6. Data Storage and Security
All personal data is stored securely on password-protected servers and encrypted databases. We take appropriate technical and organizational measures to protect information against:
◦ Unauthorized access, loss, or damage,
◦ Misuse, alteration, or disclosure, and
◦ Cyber threats or unlawful processing.
Access to personal data is strictly limited to authorized A-Arts officials, adjudicators, and technical operators as required for operational purposes.
7. Data Sharing
We do not sell or rent personal information. However, data may be shared with:
◦ Adjudicators or internal staff for competition management;
◦ Accredited service providers (e.g. app developers, IT technicians, financial processors) under strict confidentiality agreements;
◦ Legal or regulatory authorities where disclosure is required by law.
All third parties handling your data are POPIA-compliant and bound by confidentiality obligations.
8. Data Retention
Personal and performance data will be retained only as long as necessary for:
◦ Festival record-keeping,
◦ Legal compliance, and
◦ Archival and statistical reporting.
After this period, data will be securely deleted or anonymized.
9. Your Rights
Under POPIA, you have the right to:
• Request access to your personal data,
• Request correction or deletion of inaccurate information,
• Object to the processing of your data, and
• Lodge a complaint with the Information Regulator of South Africa
(complaints.IR@justice.gov.za).
Requests can be sent directly to our Information Officer at wanya@a-arts.co.za.
10. Children’s Information
A-Arts collects limited data from minors (participants under 18) with consent from parents or guardians. We take extra care to ensure the protection of young participants’ identities and performance materials in digital spaces.
11. Updates to This Policy
We reserve the right to update this policy periodically. Any amendments will be posted on our website and communicated through our platforms.
12. Contact Information Information Officer:
Wanya Downing
A-Arts Director of Dance
wanya@a-arts.co.za | +27 74 240 2027 www.a-arts.co.za