MLM Events Management Privacy Policy | RSVP data collection



Matjhabeng Local Municipality Events Management System

Privacy Policy for Event RSVP Collection

Last Updated: 2026/02/04


  1. Introduction

Matjhabeng Local Municipality ("we," "us," or "our") collects personal information through our Events Management System in compliance with the Protection of Personal Information Act (POPIA) (Act 4 of 2013). This policy explains how we handle your data when you RSVP to municipal events.


  1. Information We Collect for Events

When RSVPing to events, we collect:

  • Contact Details: Name, email, phone number
  • Demographic Information: Title, occupation, institution (optional)
  • Event Preferences: Attendance status, dietary requirements (if applicable)
  • Accessibility Needs: Special accommodations required

  1. Purpose of Data Collection

Your information is used exclusively for:

  • Event planning and capacity management
  • Personalized event communications
  • Accessibility and dietary accommodations
  • Post-event follow-up surveys (optional)

  1. Data Retention

We retain your information:

  • For 3 months after the event for follow-up purposes
  • Anonymized attendance data may be kept indefinitely for reporting
  • You may request early deletion (see Section 6)

  1. Data Sharing

Your information is shared only when necessary with:

  • Event Venues: Only relevant details (e.g., dietary needs)
  • Emergency Services: Attendance lists for safety purposes
  • No commercial third parties will receive your data

  1. Your Rights

Under POPIA, you may:

  • Update your RSVP details anytime via our portal
  • Request a copy of your event registration data
  • Withdraw attendance and request data deletion (pre-event)
  • Opt-out of future event communications

  1. Security Measures

We protect your data with:

  • Encrypted data transmission (SSL/TLS)
  • Restricted access to event staff only
  • Secure storage on municipal servers

  1. Contact Information

For event data inquiries:
📧 Events Coordinator: mlm_events@matjhabengmunicipality.co.za
📞 Phone: (057) 391 3200
🏢 Address: Civic Centre, Welkom, 9459

By RSVPing to our events, you acknowledge you have read and understood this policy.
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