Privacy Policy

Privacy Policy

Last Updated: September 14, 2025

At Africa Women Conference (AWC), we are committed to protecting your privacy and maintaining the highest standards of data security in all our operations and communications. This Privacy Policy explains how we collect, use, share, and protect your personal information when you visit our website or participate in our events and programs.

1. Information We Collect

Personal Information You Provide

Registration and Event Data:

  • Full name, email address, phone number, and physical address
  • Professional information including job title, organization, and industry sector
  • Biographical information for speaker profiles and participant directories
  • Payment information for event registration and program enrollment
  • Demographic information for program development and impact assessment
  • Dietary restrictions, accessibility requirements, and accommodation preferences

Communications and Engagement:

  • Newsletter subscriptions and communication preferences
  • Feedback forms and survey responses
  • Social media interactions and engagement data
  • Customer service inquiries and correspondence
  • Application materials for speakers, scholarships, and leadership programs

Information Automatically Collected

Website Analytics:

  • IP addresses and geographic location data
  • Browser type, device information, and operating system
  • Website navigation patterns and page views
  • Session duration and user engagement metrics
  • Referral sources and search terms used to find our website

Event and Program Participation:

  • Attendance records and session participation
  • Networking activity and connection data
  • Photo and video footage from events (with consent)
  • Mobile app usage and interaction data
  • Virtual event engagement and participation metrics

Information from Third Parties

Professional Networks:

  • LinkedIn and other professional platform connections
  • Social media profile information (when you connect accounts)
  • Referral information from partners, sponsors, and colleagues
  • Verification data from professional associations and organizations

2. How We Use Your Information

Event Management and Operations

Conference and Program Delivery:

  • Processing registrations, payments, and confirmations
  • Communicating event details, updates, and logistics information
  • Facilitating networking opportunities and professional connections
  • Managing speaker coordination and session logistics
  • Providing participant support and customer service

Program Development:

  • Analyzing participation patterns to improve future events
  • Developing relevant content and educational sessions
  • Identifying emerging trends and priority topics for programming
  • Creating targeted surveys and feedback collection systems
  • Measuring program impact and effectiveness

Communications and Marketing

Targeted Communications:

  • Sending newsletters, event announcements, and program updates
  • Promoting AWC initiatives, conferences, and leadership programs
  • Sharing success stories, testimonials, and impact reports
  • Providing relevant opportunities and partnership announcements
  • Delivering personalized content based on interests and participation history

Marketing and Outreach:

  • Creating promotional materials featuring participant testimonials
  • Developing case studies and impact stories
  • Targeted advertising for relevant professional opportunities
  • Social media engagement and community building
  • Public relations and media coverage coordination

Research and Development

Program Enhancement:

  • Conducting demographic analysis for program planning
  • Researching trends in women’s leadership and development
  • Evaluating program effectiveness and participant outcomes
  • Identifying gaps in services and programming needs
  • Benchmarking against industry standards and best practices

3. Information Sharing and Disclosure

We Never Sell Your Personal Information

AWC does not sell, rent, or trade personal information to third parties for commercial purposes.

Limited Sharing Circumstances

Service Providers and Partners:

  • Payment processors for secure transaction handling
  • Email marketing platforms for communications delivery
  • Event management platforms and registration systems
  • Website hosting and analytics service providers
  • Professional photographers and videographers (with consent)

Event Partners and Sponsors:

  • Aggregate demographic data for reporting purposes (no individual identification)
  • Networking facilitation between participants (with explicit consent)
  • Sponsor recognition and partnership acknowledgment
  • Collaborative program development and delivery

Legal and Compliance Requirements:

  • Legal process compliance including subpoenas and court orders
  • Protection against fraud, security threats, and illegal activities
  • Regulatory compliance and audit requirements
  • Emergency situations requiring immediate action for safety

Consent-Based Sharing

Networking and Community Building:

  • Participant directories and networking platforms (opt-in only)
  • Professional connection facilitation between attendees
  • Mentorship program matching and coordination
  • Alumni network development and engagement

Marketing and Promotional Activities:

  • Media coverage and promotional materials (with explicit consent)
  • Success story development and testimonial creation
  • Social media features and community spotlights
  • Partnership announcements and collaborative initiatives

4. Data Security and Protection

Security Measures

Technical Safeguards:

  • SSL encryption for all data transmission
  • Secure server infrastructure with regular security updates
  • Multi-factor authentication for administrative access
  • Regular security audits and vulnerability assessments
  • Backup systems and disaster recovery protocols

Administrative Controls:

  • Limited access to personal information based on job responsibilities
  • Employee training on data protection and privacy practices
  • Confidentiality agreements for all staff and contractors
  • Regular review and update of security policies and procedures

Physical Security:

  • Secure facilities with controlled access
  • Locked storage for physical documents containing personal information
  • Proper disposal of documents and electronic media
  • Visitor access controls and monitoring systems

Data Retention Policies

Retention Periods:

  • Event registration and participation data: 5 years
  • Financial records and payment information: 7 years (legal requirement)
  • Marketing communications: Until unsubscribe or account deletion
  • Website analytics and usage data: 2 years
  • Legal and compliance records: As required by applicable law

Data Minimization:

  • Collection limited to information necessary for stated purposes
  • Regular review and deletion of outdated or unnecessary data
  • Automated systems for routine data cleanup and maintenance

5. Your Rights and Choices

Access and Control Rights

Information Access:

  • Request copies of all personal information we hold about you
  • Obtain information about how your data is used and shared
  • Review data accuracy and completeness
  • Understand the source of information we collect about you

Data Management:

  • Update or correct inaccurate personal information
  • Request deletion of your personal information (subject to legal requirements)
  • Restrict processing of your information for specific purposes
  • Object to certain uses of your personal information

Communication Preferences

Marketing Communications:

  • Opt-out of newsletters and promotional emails
  • Modify communication frequency and content preferences
  • Choose specific topics and programs of interest
  • Unsubscribe from all AWC communications (while maintaining essential service communications)

Event and Program Communications:

  • Receive essential information about registered events and programs
  • Opt-out of non-essential event communications
  • Choose preferred communication methods (email, SMS, postal mail)

Cookie and Tracking Controls

Website Preferences:

  • Adjust browser settings to control cookie acceptance
  • Opt-out of Google Analytics and other tracking systems
  • Disable non-essential website features that require data collection
  • Use browser privacy modes to limit tracking

6. International Data Transfers

Cross-Border Data Movement

Operational Necessity:

  • AWC operates across multiple African countries and internationally
  • Data may be transferred to service providers and partners in different countries
  • All transfers comply with applicable data protection laws and regulations

Safeguards and Protections:

  • Adequate protection standards for all international transfers
  • Contractual protections with international service providers
  • Regular review of data transfer agreements and protections
  • Compliance with regional data protection requirements

7. Children’s Privacy and AWC-Next

Youth Program Protections

Participants Under 18:

  • Parental or guardian consent required for AWC-Next participation
  • Limited data collection to program participation essentials
  • Enhanced security measures for youth participant information
  • Special privacy protections and restricted data sharing

Educational Institution Partnerships:

  • Compliance with educational privacy laws and regulations
  • Coordination with schools and universities for appropriate data handling
  • Student privacy protections and academic record confidentiality

8. Cookies and Website Technologies

Types of Cookies Used

Essential Cookies:

  • Website functionality and security
  • User authentication and session management
  • Shopping cart and registration process functionality

Analytics Cookies:

  • Website usage patterns and performance metrics
  • User experience optimization and improvement
  • Content effectiveness and engagement measurement

Marketing Cookies:

  • Personalized content delivery
  • Social media integration and sharing functionality
  • Targeted advertising and promotional content

Cookie Management

User Controls:

  • Browser settings for cookie acceptance and deletion
  • Opt-out mechanisms for non-essential cookies
  • Third-party cookie blocking and privacy tools
  • Regular cookie review and cleanup options

9. Updates to This Privacy Policy

Policy Changes

Notification Process:

  • Material changes communicated via email to registered users
  • Updated policies posted prominently on our website
  • Advance notice provided when possible for significant changes
  • Clear identification of changes and effective dates

Continued Use:

  • Continued website use after policy updates constitutes acceptance
  • Users encouraged to regularly review privacy policy for changes
  • Option to discontinue use if policy changes are unacceptable

10. Contact Information and Data Protection

Privacy Inquiries

Data Protection Officer: Email: privacy@africa-womenconference.org
Subject Line: Privacy Inquiry – [Specific Request Type]

Response Timeline:

  • Acknowledgment within 48 hours
  • Full response within 30 days
  • Complex requests may require additional time with notification

General Contact Information

Africa Women Conference
Website: africa-womenconference.org
General Inquiries: info@africa-womenconference.org
Registration Support: registration@africa-womenconference.org

Regional Data Protection Authorities

For concerns not resolved through direct contact with AWC, you may contact relevant data protection authorities in your jurisdiction for additional support and guidance.

This Privacy Policy is effective as of the date listed above and supersedes all previous versions. We encourage regular review of this policy to stay informed about how we protect your information.