SASMA Website User Consent for Participation in SASMA Activities

Introduction

The South African Social Media Awards (SASMA) is dedicated to upholding the highest standards in the collection, processing, and safeguarding of your personal information. In compliance with all relevant data protection legislation, including the Protection of Personal Information Act (POPIA), SASMA values your privacy and is committed to transparency regarding how your personal information is used. This General Consent Statement outlines the purpose, scope, and conditions under which SASMA may process your personal information through this website, specifically in relation to your participation in SASMA activities.

Purpose of Collection and Processing of Personal Information

The personal information you provide via this website is collected and processed solely for the effective administration and management of SASMA events, activities, and related initiatives. These may include, but are not limited to, conference registration, membership applications and renewals, event participation, research collaborations, surveys, newsletters, educational materials, and any other activities or services offered under the auspices of SASMA.

The information collected enables SASMA to:

• Facilitate your registration, participation, and engagement in SASMA activities
• Communicate important information, updates, and reminders regarding events or membership
• Process payments and issue receipts or confirmations
• Maintain accurate records of member and participant involvement
• Improve the quality and relevance of SASMA’s services and programs
• Comply with legal, regulatory, and reporting obligations

Types of Personal Information Collected

SASMA may collect, store, and process various categories of personal information, which could include:

• Identification details (e.g., name, surname, date of birth)
• Contact information (e.g., email address, phone number, postal address)
• Professional details (e.g., occupation, employer, qualifications, professional registration numbers)
• Membership details (e.g., membership status, history of participation in SASMA activities)
• Event-related information (e.g., dietary requirements, accessibility needs, session preferences)
• Financial information (e.g., payment records, account details, invoices)
• Any other information reasonably necessary for the fulfilment of SASMA’s objectives

Collection and Use of Personal Information

SASMA often collects personal information such as names, contact details, addresses, and sometimes demographic information from entrants. Under POPIA, the responsible party (SASMA) must ensure that the processing of such personal information is justified, transparent, and limited to the purpose for which it was collected.

Consent to Processing

By providing your personal information on this website, you expressly and voluntarily consent to SASMA collecting, storing, and processing your information for the purposes set out above. Your consent authorises SASMA to use your personal information only in ways that are consistent with the intended purpose and in accordance with applicable laws.

You acknowledge and accept that:

• Your personal information may be processed by SASMA staff, authorised representatives, and trusted service providers who are subject to confidentiality and data protection obligations
• Your personal information may be stored securely on SASMA’s systems, including third-party cloud platforms, where necessary, to provide efficient services
• Your personal information may be retained for as long as it is needed for SASMA activities or as required by law
• You may receive communications from SASMA, including event invitations, updates, and newsletters as part of your participation

Withdrawal of Consent

You have the right to withdraw your consent at any time. However, please note that the withdrawal of consent may affect your ability to participate in certain SASMA activities, as some processing of personal information is essential for event management and communication. To withdraw your consent, please contact SASMA via the contact details provided on the website. Upon withdrawal, SASMA will cease to process your personal information unless required by law or for legitimate record-keeping purposes.

Data Security and Confidentiality

SASMA is committed to maintaining the confidentiality, integrity, and security of your personal information. Reasonable technical and organisational measures are in place to protect your data against unauthorised access, loss, misuse, or alteration. Only authorised personnel have access to the data required to fulfil their functions, and any third-party service providers are bound by strict confidentiality agreements.

Disclosure of Personal Information

SASMA will not disclose your personal information to unauthorised parties. Disclosure may occur only in the following circumstances:

• With your explicit consent
• To trusted third-party service providers for the purpose of facilitating SASMA activities (e.g., event management companies, payment processors)
• If required by law, regulation, or legal process
• To protect the rights, property, or safety of SASMA or its members

SASMA will ensure that any third parties who process personal information on its behalf are compliant with data protection laws and uphold SASMA’s standards of privacy and confidentiality.

Your Rights

As a data subject, you have the right to:

• Request access to your personal information held by SASMA
• Request the correction or deletion of your personal information if it is inaccurate, incomplete, or unlawfully held
• Object to the processing of your personal information under certain circumstances
• Request the restriction of processing where appropriate
• Lodge a complaint with the Information Regulator if you believe your rights have been infringed

To exercise these rights, please contact SASMA via the official communication channels indicated on the website.

Minors and Sensitive Information

SASMA does not knowingly collect or process personal information from individuals under the age of 18 without the consent of a parent or legal guardian. If you are under 18, please do not provide personal information through this website unless authorised by your parent or guardian. If sensitive information (such as health data) is collected, it will be processed with heightened care and only for specific, necessary purposes related to SASMA activities.

POPIA affords special protection for information relating to children (under 18 years) and requires explicit consent from a competent person (such as a parent or guardian) before processing such information, except for limited exceptions set out in the Act.

Changes to This Consent Statement

SASMA reserves the right to amend this General Consent Statement as required. Any changes will be communicated via the website and continued use of the website after such changes constitutes your acceptance of the updated terms. Please review this statement periodically to stay informed about how your personal information is processed.

Acceptance

By providing your personal information on this website and engaging with SASMA activities, you acknowledge that you have read, understood, and accepted the terms of this General Consent Statement. You understand that your participation is subject to these conditions and that you have the right to withdraw your consent at any time in accordance with the procedures outlined above.

If you do not agree with any aspect of this statement, please refrain from submitting personal information or participating in SASMA activities facilitated through the website.

If you have questions or concerns regarding the processing of your personal information, or require further information, please contact SASMA using the details provided on the official website.

This statement is issued in accordance with the relevant data protection regulations and reflects SASMA’s ongoing commitment to ethical and lawful processing of personal information for the benefit of its members and stakeholders.