Responsible party and scope

The responsible party for this website and the personal information processed through it is Astros Marketing (Pty) Ltd, 2 Makro Place, Sunnyrock 1401. This policy applies to personal information relating to exhibitors, trade visitors, speakers, media applicants and other users who interact with HostEx Cape through this site.

HostEx Cape is a hospitality trade expo in Cape Town. We organise exhibitor participation, trade visitor attendance and programme activity for the show. We do not sell catering equipment, do not provide event catering services and do not take hotel reservations through this site.

Information we collect

We collect personal information that is reasonably necessary for show administration, communication and lawful business records. The information collected depends on the way you use the site and the type of show activity involved.

Name, job title and company details.
Business contact information and physical address details where relevant.
Registration and application information for exhibitors, visitors and media.
Stand, programme or accreditation information you submit to us.
Records of correspondence sent through our contact form.
Technical information such as IP address, browser type and site usage data.

Where you give us information about another person, you should ensure that you are entitled to share it and that the information is accurate.

How we use personal information

Personal information is processed for specific and lawful purposes connected to the operation of HostEx Cape. We use it to assess applications, administer registrations, manage exhibitor participation, provide operational notices and maintain security and recordkeeping for the event.

To process exhibitor, visitor and media requests.
To manage access to relevant show information, including venue and programme updates.
To communicate operational matters linked to your participation or attendance.
To compile exhibitor and visitor records required for event planning and venue control.
To improve site performance, content relevance and administrative processes.
To meet legal, accounting and risk management duties.

Where consent is required under POPIA, we will process personal information on that basis. In other cases, processing may be necessary for a contract, a legal obligation, or our legitimate interests in running the expo properly and safely.

Sharing and disclosure

We do not sell personal information. Information may be shared where this is necessary for the running of the show or where the law permits or requires disclosure.

Recipients may include venue management, registration service providers, event operations contractors, payment or accounting service providers, marketing support teams, professional advisers and regulators. Information is shared only to the extent needed for the relevant function and subject to appropriate duties of confidentiality and security.

If personal information must be transferred outside South Africa, we will take steps required by POPIA to ensure that an adequate level of protection applies or that another lawful transfer mechanism is in place.

Cookies, security and retention

This site may use cookies and similar technologies to keep the site functioning, understand traffic patterns and support administration. Some cookies are necessary for core site operation while others help us review usage and improve the visitor journey. Your browser settings can usually be adjusted to limit or refuse cookies, although some site features may then not work as intended.

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction. These measures include access controls, managed service providers where needed, and internal handling procedures suited to event administration.

Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected, or as required by law, contractual recordkeeping, accounting obligations or dispute management.

Your POPIA rights

Subject to POPIA and any other applicable law, you may ask for access to personal information we hold about you, request correction of inaccurate information, object to certain processing, or ask for deletion where there is no lawful basis for continued retention. You may also withdraw consent where processing relies on consent, although this will not affect earlier lawful processing.

If you wish to exercise any of these rights, please use our contact form and provide enough detail for us to identify the record concerned. We may need to verify identity before giving effect to a request. You also have the right to lodge a complaint with the Information Regulator if you believe your personal information has been processed unlawfully.

We may update this policy from time to time to reflect legal, operational or site changes. The current version published on this site applies from the date it is posted.