Rotary District 9220 Conference 2025

The organizing committee of the Rotary District 9220 Conference 2025 (the “Conference”) is committed to protecting your privacy and ensuring the lawful, fair, and transparent processing of your personal information in accordance with the Mauritius Data Protection Act 2017, applicable GDPR principles and recognized international data protection standards.

This Privacy and Media Notice explains what data we collect, how we use it, your rights and how we protect your information when you use our website or participate in the Conference.

1. Scope of this Notice (the “Notice”)

This Notice applies to:

1. Visitors to the Conference website
2. Individuals who register for the Conference
3. Participants, speakers, exhibitors, vendors and volunteers
4. Persons engaging with our media, communication or online platforms

By using the website or registering for the Conference, you acknowledge that you have read and understood and agreed to the terms of this Notice.

2. Information we collect through the website

We may collect the following categories of information:

1. Personal Data provided by you:

1. 1. Full name
   2. Contact details (email, phone number, address)
   3. Rotary Club affiliation/ID number
   4. Registration details
   5. Payment or billing information
   6. Dietary preferences or accessibility requirements
   7. Emergency contact details
   8. Any information voluntarily submitted via forms or communication channels

2. Automatically collected information:

When you visit our website, we may automatically collect:

1. IP address
2. Browser type and version
3. Device identifiers
4. Geographic location (approximate)
5. Pages viewed and navigation paths
6. Time spent on website
7. Referring sites and search terms
8. Date and time of website access

This is standard practice for website functionality, analytics, security.

3. Cookies and Tracking Technologies

Our website may use cookies or similar technologies to:

1. Improve website functionality
2. Enable user login/registration processes
3. Analyse website traffic and usage trends
4. Enhance user experience

You may manage cookies through your browser settings. Disabling cookies may affect site performance.

4. Use of Third-Party Services

To manage the Conference website and registration, we may use third-party service providers such as:

1. Website hosting platforms
2. Payment gateways
3. Email distribution systems
4. Analytics tools
5. Registration and event management software

These providers act as Data Processors and are contractually obligated to ensure confidentiality, security, and compliance with the DPA and GDPR principles.

5. Purpose of collecting and processing your Data

Your personal data will be used solely for the organization and management of the Conference, including:

1. Processing registration and payments
2. Creating participant lists and badges
3. Communicating updates, schedules and important information
4. Coordinating logistics, catering, and accommodation (if applicable)
5. Ensuring security, access control and emergency preparedness
6. Internal reporting and compliance with Rotary protocols
7. Issuing certificates or official acknowledgements
8. Post-event communication and evaluation (if applicable)

We do not share your data for marketing unrelated to Rotary.

6. Legal Basis for Processing

Processing is conducted under one or more of the following lawful bases:

1. Your consent (e.g. registration form)
2. Performance of a contract (attending the event)
3. Compliance with legal obligations
4. Legitimate interest in managing the Conference efficiently and safely.

7. Media Coverage during the Conference

This Conference is a public Rotary event and will be covered through:

1. Photography
2. Videography
3. Audio recordings
4. Livestreaming or online broadcasting
5. Drone imagery (if applicable)

These may be used for:

1. Official Rotary District 9220 communications
2. Website publications
3. Social media posts
4. Newsletters, printed materials or Rotary archives
5. Future promotional materials for district events

8. Opt Out Procedure

If you prefer not to appear in photos or recordings:

Please notify us before the event at contact@district9220conference2026.com

We will take reasonable steps to respect your request, including identifying you to media teams. However, complete exclusion cannot be guaranteed in group settings or public spaces.

9. Data Retention

Your personal data will be retained only for as long as necessary, and then securely deleted or anonymized. Typical retention timelines include:

1. Registration and event management until the close of Conference and administration period
2. Payment records per statutory financial obligations
3. Photos and videos retained for Rotary archival and historical purposes

10. Data Sharing

Your data may be shared only with:

1. Authorized members of the Organizing Committee
2. Service providers essential for event management
3. Security or emergency response services (if required)
4. Rotary International or District 9220 (for official reporting)

We do not sell or share your data with external commercial entities.

11. Cross Border Data Transfers

If certain systems (e.g. registration platforms, cloud storage) store data outside Mauritius, transfers will occur only where:

1. Adequate protection exists; or
2. Standard contractual clauses or equivalent safeguards are in place

In line with the Mauritius Data Protection Act 2017 and GDPR (Article 20), you have the right to receive the personal data you have provided to us in a structured, commonly used, machine-readable format, such as CSV, JSON, XML or other standard formats.

Where technically feasible, you may also request that we transfer your data directly to another data controller.

To exercise this right, please contact us at contact@district9220conference2026.com

12. Data Security Measures

We implement appropriate technical and organizational measures including:

1. Encrypted data transmissions
2. Secure hosting and firewalls
3. Restricted access based on roles
4. Encryption of sensitive information
5. Abuse detection and automated monitoring
6. Compliance checks

13. Data Breach Notification

In the unlikely event of a data breach, we will:

1. Take immediate steps to contain and address the incident
2. Notify affected individuals where there is a risk of harm
3. Report the breach to the Mauritius Data Protection Office where required

14. Your Data Protection Rights

You have the right to:

1. Access your personal data
2. Request correction or update
3. Request deletion (subject to statutory obligations)
4. Withdraw consent where processing is based on consent
5. Object to certain types of processing
6. Request restriction of processing
7. Request information about data transfers
8. File a complaint with the Mauritius Data Protection Office

Request may be submitted at: contact@district9220conference2026.com

15. Contact Information

For any questions, requests or concerns regarding this Notice or your personal data, please contact:

contact@district9220conference2026.com

16. Updates to this Notice

We may update this Notice periodically. The most recent version will always be available on the official Conference website.