Privacy Policy

Effective Date: 30 June2026 | Website: https://groovevibesevents.com 

1. Introduction 

Groove Vibes Events respects your privacy and is committed to protecting your personal information. 

This Privacy Policy explains how Groove Vibes Events collects, uses, stores, shares, protects and otherwise processes personal information when you use our website, ticketing platform, vendor/organiser services, checkout system, customer support channels, marketing channels, or any related services. 

This Policy applies to: 

• Visitors to our website; 

• Customers and ticket buyers; 

• Event attendees; 

• Registered users; 

• Event organisers, vendors and promoters; 

• Suppliers, service providers and business partners; 

• People who contact us through email, WhatsApp, forms, social media or support channels. 

Groove Vibes Events operates as an event ticketing platform and marketplace. In some cases, we process personal information for our own business purposes. In other cases, we process personal information to help event organisers manage their events and ticket sales. 

2. Purpose of this Privacy Policy 

The purpose of this Privacy Policy is to tell you: 

• What personal information we collect; 

• Why we collect it; 

• How we use it; 

• Who we may share it with; 

• How long we keep it; 

• How we protect it; 

• What your privacy rights are; 

• How you can contact us or lodge a complaint. 

South Africa’s Protection of Personal Information Act, 2013 (“POPIA”) requires organisations to process personal information lawfully, reasonably, transparently, securely, and for specific purposes. 

3. Acceptance of this Policy 

By accessing or using the Groove Vibes Events website, creating an account, buying a ticket, registering for an event, listing an event, becoming an organiser, submitting information to us, or communicating with us, you acknowledge that you have read and understood this Privacy Policy. 

If you do not agree with this Privacy Policy, you should not use our website, platform or services. 

Where consent is legally required, we will ask for your consent separately and clearly. 

4. Who We Are 

Groove Vibes Events is an event ticketing and event marketplace platform that allows customers to discover, register for, and purchase tickets to events. 

We may also allow independent event organisers, promoters, vendors, venues or partners to list, promote, manage and sell tickets to their events through our platform. 

5. Personal Information We Collect 

Depending on how you use Groove Vibes Events, we may collect the following categories of personal information. 

5.1 Identity Information 

• Full name; 

• Username; 

• Date of birth; 

• Gender, where relevant to an event; 

• ID number, passport number or business registration number where required for verification, fraud prevention, venue compliance, age-restricted events, payouts or legal compliance. 

5.2 Contact Information 

• Email address; 

• Mobile number; 

• WhatsApp number; 

• Physical address; 

• Billing address; 

• Emergency contact information, where required for certain events. 

5.3 Account Information 

• Account login details; 

• Profile information; 

• Password or encrypted password; 

• Account preferences; 

• Saved event interests; 

• Communication preferences; 

• Organiser/vendor dashboard information. 

5.4 Ticket and Event Information 

• Events viewed; 

• Events booked; 

• Tickets purchased; 

• Ticket type; 

• Ticket barcode or QR code; 

• Check-in status; 

• Attendance status; 

• Event preferences; 

• Seating or access category; 

• Dietary, accessibility or special access requirements, where submitted. 

5.5 Payment and Billing Information 

• Transaction reference numbers; 

• Order numbers; 

• Payment status; 

• Refund status; 

• Billing details; 

• Partial payment information received from payment processors. 

We do not aim to store full card numbers or complete payment credentials on our own systems where payments are processed by third-party payment gateways such as PayFast, Ozow, Peach Payments or other payment providers. 

5.6 Organiser and Vendor Information 

• Full name; 

• Business name; 

• Business registration details; 

• Contact details; 

• Bank account details; 

• Tax information, where applicable; 

• Identity verification documents; 

• Social media profiles; 

• Event history; 

• Payout records; 

• Vendor agreement acceptance records; 

• Support and dispute records. 

5.7 Technical and Device Information 

• IP address; 

• Browser type; 

• Device type; 

• Operating system; 

• Pages viewed; 

• Date and time of visits; 

• Referral links; 

• Website usage data; 

• Login activity; 

• Cookies and tracking technologies. 

5.8 Communication Information 

• Emails sent to us; 

• Support tickets; 

• WhatsApp messages; 

• Social media messages; 

• Call notes; 

• Complaint records; 

• Refund requests; 

• Chargeback or dispute correspondence. 

5.9 Marketing Information 

• Newsletter sign-ups; 

• Event alerts; 

• Marketing preferences; 

• Consent records; 

• Opt-out records; 

• Campaign engagement, such as email opens or link clicks. 

6. Special Personal Information 

We do not intentionally collect special personal information unless it is necessary for a specific lawful purpose. 

Special personal information may include information about health, biometric information, religious or philosophical beliefs, race or ethnic origin, trade union membership, political persuasion, sex life or criminal behaviour. 

In the event-ticketing context, special personal information may arise where: 

• You provide accessibility or medical-related requirements; 

• An event requires age verification; 

• A venue requires identity verification; 

• Fraud, security, incident or law enforcement reports are involved. 

Where we process special personal information, we will do so only where permitted by law, with appropriate safeguards. 

7. How We Collect Personal Information 

We may collect personal information: 

• Directly from you when you create an account, buy a ticket, complete a form, contact us, register for an event, join our mailing list, or apply as an organiser; 

• From event organisers when they manage events, attendee lists, refunds or guest lists; 

• From payment gateways when payment, refund or fraud information is returned to us; 

• From service providers who help us operate the platform; 

• From cookies, analytics tools and security logs; 

• From publicly available sources such as business websites or social media pages where relevant to organiser verification; 

• From legal, regulatory, fraud prevention or law enforcement sources where necessary. 

8. Why We Use Your Personal Information 

8.1 To Provide Ticketing Services 

• Process ticket purchases; 

• Create and manage orders; 

• Issue tickets, barcodes or QR codes; 

• Send booking confirmations; 

• Manage event registration; 

• Provide event access and check-in; 

• Support refunds, cancellations, postponements or transfers. 

8.2 To Operate the Marketplace 

• Register event organisers; 

• Approve or reject organiser applications; 

• Allow organisers to create and manage event listings; 

• Process organiser payouts; 

• Manage vendor dashboards; 

• Monitor organiser performance; 

• Enforce organiser obligations. 

8.3 To Process Payments and Prevent Fraud 

• Process payments through third-party payment gateways; 

• Confirm successful or failed payments; 

• Process refunds; 

• Detect suspicious activity; 

• Prevent fraud, chargeback abuse, ticket duplication and unauthorised resale. 

8.4 To Communicate With You 

• Send ticket confirmations; 

• Send event updates; 

• Notify you of cancellations or postponements; 

• Respond to support queries; 

• Send refund or payout updates; 

• Send important legal or service notices. 

8.5 To Market Events and Services 

• Send newsletters; 

• Promote upcoming events; 

• Send organiser updates; 

• Recommend events based on your interests; 

• Run advertising or remarketing campaigns; 

• Measure marketing performance. 

8.6 To Improve Our Platform 

• Improve website performance; 

• Improve checkout flow; 

• Analyse event demand; 

• Improve user experience; 

• Fix errors and bugs; 

• Monitor platform security. 

8.7 To Comply With Legal Obligations 

• Comply with POPIA; 

• Keep accounting and tax records; 

• Respond to lawful requests; 

• Cooperate with law enforcement; 

• Investigate disputes, fraud or security incidents; 

• Enforce our Terms and Conditions, Refund Policy and Vendor Agreement. 

9. Legal Basis for Processing 

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

• You have consented to the processing; 

• Processing is necessary to perform a contract with you; 

• Processing is necessary to comply with a legal obligation; 

• Processing protects your legitimate interests; 

• Processing is necessary for our legitimate business interests or those of a third party; 

• Processing is necessary for fraud prevention, platform security, event safety, dispute resolution or legal claims. 

10. Sharing Personal Information 

10.1 Event Organisers and Promoters 

We may share relevant attendee or buyer information with event organisers so that they can manage attendance, verify tickets, communicate event updates, manage guest lists, provide event access, handle event-specific support, and meet venue or safety requirements. 

Where an organiser uses your information for their own purposes, they may also be responsible for complying with POPIA. 

10.2 Payment Providers 

We may share transaction information with payment gateways, banks, fraud screening providers and refund processors to complete payments, refunds, chargebacks and fraud checks. 

10.3 Technology and Hosting Providers 

We may share information with service providers that help us run the platform, including website hosting providers, email delivery providers, SMS or WhatsApp communication providers, analytics providers, security providers, backup and database providers, and customer support tools. 

10.4 Professional Advisers 

We may share information with attorneys, accountants, auditors, insurers and compliance advisers. 

10.5 Legal and Regulatory Authorities 

We may share personal information where required or permitted by law, including with courts, regulators, law enforcement, tax authorities, the Information Regulator, banks or payment processors investigating fraud or chargebacks. 

10.6 Business Transfers 

If Groove Vibes Events is involved in a merger, acquisition, restructuring, sale of assets, investment transaction or transfer of business, personal information may be transferred as part of that transaction, subject to appropriate safeguards. 

11. Event Organisers’ Use of Data 

Event organisers may receive access to information about people who buy tickets, register for events, attend events, request refunds or interact with their event listings. 

Organisers must only use attendee information for legitimate event-related purposes, unless they have obtained the attendee’s own lawful consent for additional uses such as direct marketing. 

Organisers are not permitted to: 

• Sell attendee data; 

• Use attendee data for unrelated marketing without consent; 

• Spam attendees; 

• Share attendee data with unauthorised third parties; 

• Retain attendee data longer than necessary; 

• Use attendee information in a way that breaches POPIA or Groove Vibes Events policies. 

12. Direct Marketing 

We may send you marketing communications where: 

• You have consented; 

• You are an existing customer and the communication relates to similar services or events; 

• The law otherwise allows us to do so. 

You can opt out at any time by clicking the unsubscribe link in an email, replying STOP where SMS/WhatsApp opt-out is available, updating your account preferences, or contacting us at [email protected]. 

We will not intentionally send you unsolicited electronic direct marketing where POPIA requires prior consent and no lawful basis exists. 

13. Cookies and Tracking Technologies 

Our website may use cookies and similar technologies to: 

• Keep the website functioning; 

• Remember preferences; 

• Enable checkout and account login; 

• Improve website performance; 

• Analyse traffic; 

• Detect fraud or suspicious activity; 

• Measure advertising performance; 

• Support remarketing, where permitted. 

Some cookies are necessary for the website to operate. Others are optional and may be used for analytics, advertising or personalisation. 

You can manage cookies through your browser settings. If you disable some cookies, parts of the website may not work properly. 

14. Security of Personal Information 

We take reasonable, appropriate technical and organisational measures to protect personal information against loss, theft, unauthorised access, disclosure, alteration, misuse or destruction. 

These measures may include: 

• SSL encryption; 

• Access controls; 

• Password protection; 

• Limited admin access; 

• Platform monitoring; 

• Firewalls and security plugins; 

• Backups; 

• Anti-fraud tools; 

• Staff awareness and confidentiality obligations; 

• Vendor and service provider controls. 

No website, platform, payment system or internet transmission is completely secure. You are responsible for keeping your account login details confidential and notifying us immediately if you suspect unauthorised access to your account. 

15. Data Breaches 

If we become aware of a data breach or unauthorised access involving personal information, we will take reasonable steps to: 

• Investigate the incident; 

• Contain the breach; 

• Assess the risk; 

• Notify affected persons where required; 

• Notify the Information Regulator where required; 

• Take steps to prevent similar incidents. 

16. Retention of Personal Information 

We will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. 

We may retain information for purposes such as: 

• Completing ticket purchases; 

• Supporting event attendance records; 

• Processing refunds; 

• Managing chargebacks; 

• Maintaining tax and accounting records; 

• Resolving disputes; 

• Meeting legal obligations; 

• Enforcing our agreements; 

• Preventing fraud or abuse. 

Where personal information is no longer required, we will delete, destroy, de-identify or restrict it where appropriate. 

17. Cross-Border Transfers 

Some of our service providers, hosting providers, payment processors, email providers, analytics tools or technology partners may process or store personal information outside South Africa. 

Where we transfer personal information outside South Africa, we will take reasonable steps to ensure that the transfer is lawful and that appropriate safeguards are in place. 

18. Children’s Personal Information 

Our platform is not intended to be used by children without appropriate consent from a parent or legal guardian. 

Where an event is directed at children, schools, families or minors, we may process children’s personal information only where permitted by law and where appropriate consent or legal authority exists. 

Event organisers must ensure that any children’s information they collect through Groove Vibes Events is collected lawfully and with appropriate safeguards. 

19. Your Privacy Rights 

Subject to POPIA and other applicable laws, you may have the right to: 

• Know what personal information we collect about you; 

• Request access to your personal information; 

• Request correction of inaccurate, outdated or incomplete information; 

• Request deletion or destruction of information where legally permitted; 

• Object to processing on reasonable grounds; 

• Object to direct marketing; 

• Withdraw consent where processing is based on consent; 

• Request that we restrict processing in certain circumstances; 

• Complain to the Information Regulator; 

• Institute civil proceedings where permitted by law. 

20. How to Exercise Your Rights 

To exercise your privacy rights, contact us at: [email protected] 

Please include: 

• Your full name; 

• Your email address used on Groove Vibes Events; 

• Your order number, if relevant; 

• The nature of your request; 

• Any information needed to identify the relevant account, order or event. 

We may request proof of identity before processing your request to protect your personal information against unauthorised disclosure. 

We will respond within a reasonable period and in accordance with applicable law. 

21. Complaints 

If you believe that we have processed your personal information unlawfully, please contact us first so that we can try to resolve the matter. 

You may also lodge a complaint with the Information Regulator of South Africa. 

Information Regulator South Africa 

Website: https://inforegulator.org.za 

Email: [email protected] 

22. Information Officer 

Groove Vibes Events will appoint and/or register an Information Officer where required by law. 

The Information Officer is responsible for assisting with POPIA compliance, dealing with data subject requests, working with the Information Regulator where necessary, and helping ensure that the organisation processes personal information lawfully. 

Information Officer: [Insert Name] 

Email: [Insert Email Address] 

Phone: [Insert Phone Number] 

Address: [Insert Business Address] 

23. Third-Party Websites and Services 

Our website may contain links to third-party websites, payment gateways, social media platforms, organiser websites, venue websites or partner services. 

We are not responsible for the privacy practices, security or content of third-party websites. You should read their privacy policies before submitting personal information to them. 

24. Payment Gateways 

Payments on Groove Vibes Events may be processed through third-party payment providers such as PayFast, Ozow, Peach Payments or other authorised providers. 

These providers may collect and process payment information according to their own privacy policies, security standards and legal obligations. 

Groove Vibes Events may receive payment confirmation, transaction reference numbers, payment status, refund status, fraud indicators or other payment-related information necessary to process your order, manage refunds, prevent fraud and reconcile transactions. 

25. Social Media 

If you interact with us on social media platforms such as Facebook, Instagram, TikTok, X, LinkedIn or WhatsApp, your personal information may also be processed by those platforms according to their own privacy policies. 

We may process your social media messages, comments, tags, reviews or profile information where necessary to respond to enquiries, manage complaints, promote events, prevent fraud or protect our rights. 

26. Automated Decisions and Profiling 

We may use automated tools to assist with: 

• Fraud detection; 

• Ticket abuse detection; 

• Security monitoring; 

• Payment risk checks; 

• Event recommendations; 

• Marketing segmentation. 

We will not intentionally make decisions based solely on automated processing that have a legal or similarly significant effect on you unless permitted by law and subject to appropriate safeguards. 

27. Accuracy of Information 

You must provide accurate, complete and up-to-date personal information when using Groove Vibes Events. 

We are not responsible for failed ticket delivery, failed refunds, incorrect event access, missed notifications, payout delays or account issues caused by incorrect information supplied by you or an organiser. 

You can update certain information in your account or by contacting us. 

28. Changes to this Privacy Policy 

We may update this Privacy Policy from time to time. 

The updated version will be published on our website with a new effective date. 

Where changes are material, we may notify users by email, website notice or other appropriate method. 

29. Contact Details 

For privacy questions, requests or complaints, contact: 

Groove Vibes Events 

Email: [email protected] 

Information Officer: [Insert Name] 

Information Officer Email: [Insert Email] 

Website: [Insert Website URL] 

Address: [Insert Business Address] 

Recommended Website Privacy Notice 

By submitting this form, you agree that Groove Vibes Events may process your personal information in accordance with our Privacy Policy. We use your information to provide ticketing services, manage events, process payments, communicate with you, prevent fraud, and comply with applicable laws. You may opt out of marketing at any time. 

Recommended Checkout Privacy Checkbox 

I confirm that I have read and agree to the Groove Vibes Events Privacy Policy, Terms and Conditions, and Refund Policy. I understand that my information may be shared with the relevant event organiser for event access, ticket verification, event communication and related event administration. 

Recommended Organiser/Vendor Privacy Clause 

The Organiser agrees to process all attendee, customer and ticket buyer personal information received through Groove Vibes Events strictly in accordance with POPIA, the Groove Vibes Events Privacy Policy, the Vendor Agreement, and all applicable laws. The Organiser may only use such information for legitimate event-related purposes unless separate lawful consent has been obtained from the data subject. The Organiser may not sell, misuse, disclose, export, spam, or retain attendee information unlawfully. 

Practical POPIA Compliance Checklist for Groove Vibes Events 

• Register or confirm the Information Officer with the Information Regulator. 

• Publish this Privacy Policy on the website footer, checkout page and registration pages. 

• Add consent/acceptance checkboxes at checkout and vendor registration. 

• Create a POPIA request email address, e.g. [email protected]. 

• Keep records of consent, opt-ins, opt-outs and policy acceptance. 

• Ensure organisers agree not to misuse attendee data. 

• Add a cookie banner if analytics, remarketing or advertising cookies are used. 

• Sign data processing agreements with major service providers where appropriate. 

• Keep access to attendee and payment data limited to authorised users. 

• Create a breach response process. 

• Publish or prepare a PAIA Manual if required. 

• Train admins and organisers on basic privacy handling.