Elite Gaming Fest

Privacy Policy

This Privacy Policy explains how Elite Gaming Fest collects, uses, stores, shares, and protects personal information in connection with our website, ticketing, registrations, competitions, live events, marketing, and related services.

This policy is intended to align with the Protection of Personal Information Act, 2013 (POPIA) of South Africa. By using our website, registering for our events, purchasing tickets, or otherwise engaging with us, you acknowledge that your personal information may be processed as described below.

1. Responsible Party

Elite Gaming Fest is operated by Iclix Ltd Pty, which acts as the responsible party for the personal information processed for our event and related services, except where another party clearly acts as an independent responsible party.

2. Personal Information We Collect

  1. Identity and contact information, such as your name, surname, email address, phone number, date of birth, gamertag, social handles, billing details, and physical address where required.
  2. Event and account information, such as registrations, ticket purchases, tournament entries, team details, support requests, attendance records, and purchase history.
  3. Technical information, such as IP address, browser type, device information, cookies, site usage data, and other analytics collected when you use our website or digital services.
  4. Media and content, such as photographs, video footage, livestream appearances, interviews, gameplay captures, and user-submitted content.
  5. Special personal information only where legally permitted or where consent is obtained, for example where health or accessibility information is provided to help us accommodate you safely at an event.

3. How We Collect Information

  1. Directly from you when you complete forms, register, buy tickets, enter competitions, contact us, subscribe to updates, or participate in surveys and promotions.
  2. Automatically when you visit our website or use our online platforms through cookies, analytics tools, server logs, and similar technologies.
  3. From third parties, including payment processors, ticketing platforms, social media platforms, event partners, competition organisers, and service providers where this is necessary and lawful.

4. Why We Process Personal Information

  1. To provide tickets, registrations, tournament administration, customer support, event access, and other services you request.
  2. To process payments, issue confirmations, prevent fraud, manage refunds, and keep financial records.
  3. To communicate with you about your bookings, schedules, event updates, prizes, policy changes, and support matters.
  4. To improve our website, event operations, safety procedures, marketing activities, and user experience.
  5. To record and promote our events through photography, videography, streaming, highlight reels, press coverage, and social media content.
  6. To comply with legal and regulatory obligations, resolve disputes, enforce our rules, and protect our rights, staff, attendees, and property.

5. Legal Grounds for Processing

We process personal information where one or more lawful grounds apply under POPIA, including where:

  1. you have provided consent;
  2. processing is necessary to conclude or perform a contract with you;
  3. processing complies with an obligation imposed by law;
  4. processing protects a legitimate interest of yours; or
  5. processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights.

6. Sharing of Personal Information

  1. We may share personal information with service providers who help us operate our website, ticketing, payments, hosting, email communications, security, analytics, livestreaming, and event logistics.
  2. We may share personal information with sponsors, partners, tournament operators, or vendors where needed to run an event, deliver prizes, or provide a service you requested.
  3. We may disclose personal information if required by law, court order, regulatory authority, or where necessary to investigate unlawful conduct or protect rights and safety.
  4. We do not sell your personal information as a standalone commercial product.

7. International Transfers

Your personal information may be stored or processed outside South Africa where our service providers, platforms, or partners operate internationally. Where this occurs, we will take reasonable steps to ensure that the recipient is subject to laws, binding agreements, or safeguards that provide an adequate level of protection consistent with POPIA.

8. Cookies and Analytics

Our website may use cookies, pixels, and similar technologies to remember preferences, measure traffic, improve performance, and support marketing campaigns. You can control cookies through your browser settings, although disabling certain cookies may affect site functionality.

9. Retention of Information

We keep personal information only for as long as reasonably necessary to fulfil the purposes described in this policy, to meet legal, accounting, tax, dispute-resolution, and record-keeping obligations, or to establish, exercise, or defend legal rights.

10. Security Safeguards

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, and destruction. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

11. Children's Information

Where children participate in Elite Gaming Fest activities, we may process personal information relating to minors with the consent of a competent parent or legal guardian, or where otherwise permitted by law. Parents and guardians are responsible for ensuring that any child attending or registering for our events has appropriate permission to participate.

12. Your Rights Under POPIA

  1. You may request confirmation of whether we hold personal information about you.
  2. You may request access to, correction of, destruction of, or deletion of personal information where permitted by law.
  3. You may object to certain processing activities or withdraw consent where processing is based on consent.
  4. You may lodge a complaint if you believe your personal information has been processed unlawfully.

We may ask you to verify your identity before actioning a request.

13. Complaints

If you have concerns about how your personal information is processed, please contact us first so that we can try to resolve the matter. You also have the right to lodge a complaint with the Information Regulator (South Africa).

14. Contact Us

If you have any questions about this Privacy Policy or would like to exercise your privacy rights, please contact Elite Gaming Fest through the contact details published on our official website or event communication channels.

15. Updates to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version published on our website will apply from the date it is posted.