Privacy Policy & Data Protection

This Privacy Policy explains how Geovision Services collects, uses, stores, protects, and manages personal data through its website, digital platforms, enquiries, and service-related communications.

Geovision Services is firmly committed to the responsible, transparent, and lawful handling of personal data. The Company’s data practices are designed to comply with applicable data protection legislation, including but not limited to the General Data Protection Regulation (GDPR) for the EU and UK, the Protection of Personal Information Act (POPIA) of the Republic of South Africa, the California Consumer Privacy Act (CCPA) of the United States, the Personal Data Protection Act (PDPA) in applicable Asian jurisdictions, and other relevant national and regional privacy frameworks.

The collection, use, storage, processing, transfer, and disclosure of personal data obtained through this Website is governed by this Privacy Policy. Users are encouraged to review this Policy carefully before submitting any personal information through the Website or any connected communication channel.

Geovision Services collects personal data only for specified, explicit, and legitimate purposes, and retains it no longer than necessary for those purposes. We implement appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, destruction, misuse, or unlawful disclosure.

1. Personal Data We May Collect

When you interact with the Geovision Services Website or communicate with us through official channels, we may collect personal data that you voluntarily provide, as well as limited technical information generated through your use of the Website.

• Identity information: Name, job title, company name, and organisation details.
• Contact information: Email address, telephone number, business address, or other contact details you provide.
• Enquiry information: Event briefs, proposal requests, project requirements, service interests, and messages submitted through website forms.
• Technical information: IP address, browser type, device type, operating system, referral source, pages visited, and interaction data.
• Marketing information: Communication preferences, newsletter subscriptions, campaign engagement, and consent choices.

We do not intentionally collect sensitive personal data unless it is required for a specific lawful purpose and has been provided with appropriate consent or another valid legal basis.

2. How We Use Personal Data

Geovision Services uses personal data for legitimate business, operational, legal, and client service purposes. These purposes may include:

• Responding to enquiries, requests for proposals, service questions, and event-related communications;
• Preparing quotations, proposals, event briefs, and service recommendations;
• Managing client relationships and project communications;
• Improving Website functionality, performance, security, and user experience;
• Sending relevant service updates, marketing communications, or newsletters where permitted by law;
• Maintaining internal business records and administrative processes;
• Complying with legal, regulatory, accounting, tax, and contractual obligations;
• Protecting the Website, Company systems, clients, employees, and users from misuse, fraud, security threats, or unlawful activity.

3. Legal Basis for Processing Personal Data

Where applicable data protection law requires a lawful basis for processing, Geovision Services may rely on one or more of the following legal bases:

• Consent: Where you have given clear permission for us to process your data for a specific purpose.
• Contractual necessity: Where processing is required to respond to enquiries, prepare proposals, or perform agreed services.
• Legitimate interests: Where processing is necessary for the proper operation, security, marketing, and improvement of our business, provided your rights are not overridden.
• Legal obligation: Where processing is required to comply with laws, regulations, court orders, tax obligations, or official requests.

4. Data Retention

Geovision Services retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, reporting, administrative, and contractual requirements.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with applicable laws and internal retention practices.

5. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, unlawful disclosure, alteration, misuse, or destruction.

These measures may include access controls, secure hosting environments, password protection, system monitoring, restricted administrative access, malware protection, staff awareness, and other reasonable security safeguards.

Although we take reasonable steps to protect personal data, no internet-based system can be guaranteed to be completely secure. Users are encouraged to take care when submitting personal information online.

6. Data Subject Rights

Subject to applicable law, data subjects may have the right to access, rectify, erase, restrict the processing of, or port their personal data. You may also have the right to object to certain processing activities and to lodge a complaint with a relevant supervisory authority.

These rights may be exercised by contacting our Data Privacy Officer using the contact details provided in the Contact Information section of this Policy.

For all data subject rights requests, including access, erasure, rectification, portability, or objection, please address your correspondence specifically to the Data Privacy Officer and mark the subject line clearly as Data Subject Request – [Your Name].

7. Cookies & Tracking Technologies

The Website may employ cookies, web beacons, pixel tags, session identifiers, and similar tracking technologies to optimise user experience, measure Website performance, support analytics, and assist with relevant marketing activities.

7.1 Categories of Cookies

• Strictly Necessary Cookies: Essential for core Website functionality and cannot be disabled without affecting key Website features.
• Performance & Analytics Cookies: Collect anonymised usage data to help us understand how visitors interact with the Website, including tools such as Google Analytics or similar platforms.
• Functionality Cookies: Remember user preferences and settings to provide a more personalised Website experience.
• Marketing & Targeting Cookies: Track browsing activity across websites to deliver relevant advertising and measure campaign performance.

7.2 Consent & Control

Upon your first visit to the Website, a cookie consent mechanism may be presented allowing you to accept all cookies, decline non-essential cookies, or customise your preferences by category.

You may withdraw or modify your consent at any time through our cookie preference centre or your browser’s privacy settings. Certain Website features may be unavailable if non-essential cookies are disabled.

For comprehensive information on our cookie use, including a complete list of cookies deployed, retention periods, and opt-out mechanisms, please refer to our Cookie Policy where available.

8. Third-Party Links, Integrations & External Services

The Website may contain hyperlinks, embedded content, or references to third-party websites, social media platforms, industry directories, partner portals, and external service providers. These resources are provided solely for convenience and informational purposes.

Geovision Services expressly disclaims any responsibility or liability for:

• The content, accuracy, completeness, legality, or reliability of any third-party website or platform;
• The privacy practices, data handling, or security measures of third parties;
• Any loss, damage, or harm arising from your reliance on, or interaction with, third-party content or services;
• The availability or functionality of third-party links or embedded content.

The inclusion of any external link does not imply endorsement, sponsorship, affiliation, or commercial partnership between Geovision Services and the linked party. When you navigate to a third-party website, you do so at your own risk and subject to that party’s own terms and conditions and privacy practices.

9. Accuracy of Information & Content Updates

Geovision Services endeavours to ensure that all information published on the Website is accurate, current, and not misleading at the time of publication. However, the events industry is dynamic and details including service descriptions, portfolio content, pricing indications, team profiles, and availability may change without notice.

The Company reserves the right to modify, update, correct, or remove any Website content at any time without prior notification. Geovision Services does not accept liability for any decision made or action taken in reliance on information obtained from the Website without independent verification.

Where the Website contains user-generated content, testimonials, or third-party contributions, Geovision Services does not guarantee the accuracy or authenticity of such content and accepts no liability for statements made therein.

10. Disclaimer of Warranties

The Website and all content, features, and services made available through it are provided on an “as is” and “as available” basis, without representations, warranties, or guarantees of any kind, whether express, implied, statutory, or otherwise.

To the fullest extent permitted by applicable law, Geovision Services specifically disclaims all implied warranties, including but not limited to:

• Warranties of merchantability or fitness for a particular purpose;
• Warranties of title or non-infringement;
• Warranties of uninterrupted, error-free, secure, or virus-free Website access;
• Warranties as to the accuracy, completeness, timeliness, or reliability of any Website content;
• Warranties that defects will be corrected or that the Website or its servers are free from harmful components.

Jurisdiction Note: Some jurisdictions do not permit the exclusion of certain implied warranties. In such cases, the above exclusions apply to the fullest extent permissible under applicable law.

11. Limitation of Liability

To the maximum extent permitted under applicable law, Geovision Services, its parent company, subsidiaries, affiliates, directors, officers, employees, agents, subcontractors, licensors, successors, and assigns shall not be liable to you or any third party for any:

• Indirect, incidental, special, consequential, exemplary, or punitive damages;
• Loss of revenue, profits, goodwill, business opportunities, anticipated savings, or data;
• Damages arising from inability to access, use, or rely on the Website;
• Unauthorised access to, interception of, or alteration of your data or transmissions;
• Conduct, content, or actions of any third party accessed through the Website;
• Errors, inaccuracies, or omissions in Website content;
• Viruses or other harmful components transmitted through the Website.

Where liability cannot be fully excluded by applicable law, the total aggregate liability of Geovision Services to you for all claims arising from your use of the Website shall not exceed the greater of:

• The aggregate fees paid by you to Geovision Services in the three calendar months immediately preceding the event giving rise to the relevant claim; or
• USD $100, or the equivalent in the applicable local currency at the prevailing exchange rate.

Nothing in this Policy or the Website Terms shall limit or exclude liability for death or personal injury caused by negligence, fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.

12. Indemnification

You agree to defend, fully indemnify, and hold harmless Geovision Services and its officers, directors, shareholders, employees, agents, successors, assigns, and subcontractors from and against any and all third-party claims, demands, proceedings, liabilities, damages, penalties, losses, costs, and expenses, including reasonable legal fees and disbursements, arising out of or in connection with:

• Your access to, use of, or inability to use the Website;
• Your breach or alleged breach of any provision of this Policy or related Website Terms;
• Your violation of any applicable law, regulation, or third-party right;
• Your infringement of any intellectual property, privacy, publicity, or proprietary rights of any third party;
• Any false, inaccurate, misleading, or fraudulent information provided by you to Geovision Services;
• Your negligence, wilful misconduct, or bad faith.

This indemnification obligation shall survive termination of your use of the Website and related legal terms.

13. Force Majeure

Geovision Services shall not be in breach of its Website-related obligations, nor liable for any delay in performance or non-performance, where such delay or failure is caused by circumstances beyond the Company’s reasonable control, including but not limited to:

• Acts of God, natural disasters, earthquakes, floods, storms, fires, or other extreme weather events;
• Acts of war, armed conflict, invasion, civil insurrection, terrorism, or threat of terrorist attack;
• Pandemics, epidemics, public health emergencies, quarantine restrictions, or travel bans declared by competent governmental or international health authorities;
• Government actions, regulatory changes, embargoes, sanctions, or legislative interventions;
• Strikes, industrial action, labour disputes, or trade union activities not involving Company employees;
• Failure or unavailability of third-party infrastructure, including internet service providers, cloud computing platforms, telecommunications networks, or data centres;
• Power outages, grid failures, or fuel shortages;
• Cyber-attacks, distributed denial-of-service attacks, or other hostile digital intrusions beyond the Company’s reasonable protective measures.

In the event of a force majeure occurrence, Geovision Services will use commercially reasonable efforts to mitigate the impact, restore affected services as promptly as practicable, and notify affected users through appropriate channels where necessary.

14. Governing Law & Dispute Resolution

14.1 Governing Law

This Policy and related Website Terms shall be governed by, construed, and enforced in accordance with the laws of the jurisdiction in which Geovision Services is duly registered and incorporated, without reference to such jurisdiction’s conflict of laws principles.

Users accessing the Website from other jurisdictions acknowledge that they do so on their own initiative and are solely responsible for compliance with applicable local laws.

14.2 Good-Faith Negotiation

Prior to initiating any formal dispute resolution procedure, the parties agree to engage in a period of good-faith negotiation for a minimum of 30 calendar days following written notification of the dispute.

The disputing party must provide a written notice detailing the nature of the dispute, the relief sought, and relevant supporting information.

14.3 Mediation

If direct negotiation fails to resolve the dispute within the prescribed period, the parties agree to submit the matter to non-binding commercial mediation conducted by a mutually agreed, independent mediator. Mediation costs shall be shared equally between the parties unless otherwise agreed.

14.4 Binding Arbitration

Should mediation fail to produce a satisfactory resolution within 45 days of its commencement, the dispute shall be submitted to final and binding arbitration conducted in accordance with the rules of the recognised arbitration body in the governing jurisdiction.

The arbitral award shall be final and enforceable in any court of competent jurisdiction.

14.5 Jurisdiction for Injunctive Relief

Notwithstanding the arbitration agreement above, either party may seek urgent injunctive or other equitable relief from a court of competent jurisdiction where immediate relief is necessary to prevent irreparable harm.

The parties irrevocably submit to the exclusive jurisdiction of the courts in the Company’s registered jurisdiction for such purposes.

14.6 Class Action & Representative Action Waiver

To the fullest extent permitted by applicable law, you irrevocably waive any right to bring, join, or participate in any class action, collective action, mass action, or representative proceeding against Geovision Services. All disputes must be brought on an individual basis.

15. Amendments, Updates & Notification

Geovision Services reserves the right to revise, amend, update, supplement, or replace this Privacy Policy at any time and at its sole discretion. All amendments will become effective immediately upon publication on the Website, unless an alternative effective date is specified.

The effective date and version number displayed on the Website may be updated upon each revision. Users are responsible for periodically reviewing this Policy to remain informed of any changes.

Your continued use of the Website following the publication of any amended Policy constitutes your acceptance of those changes. If you do not accept the revised Policy, you must discontinue use of the Website.

For amendments that materially and significantly affect your rights or obligations as a user, Geovision Services will, where reasonably practicable, provide advance notice through a prominent Website banner, pop-up notification, or electronic communication where contact details are available.

16. Accessibility, Severability, Waiver & Entire Agreement

16.1 Accessibility Commitment

Geovision Services is committed to making its Website accessible to all users, including those with disabilities, in accordance with applicable accessibility standards and guidelines. If you experience any difficulty accessing Website content or features, please contact us and we will endeavour to provide the information in an accessible format.

16.2 Severability

If any provision of this Policy is determined by a court or arbitrator of competent jurisdiction to be unlawful, void, invalid, or unenforceable, that provision shall be modified to the minimum extent necessary to render it enforceable, or if modification is not feasible, severed from this Policy.

The remaining provisions shall continue in full force and effect, unaffected by the severance.

16.3 No Waiver

No failure, delay, or omission by Geovision Services in exercising any right, power, or remedy under this Policy shall operate as a waiver of that right, power, or remedy.

No single or partial exercise of any right, power, or remedy shall preclude any other or future exercise thereof. All waivers must be made in writing and signed by an authorised representative of the Company to be legally effective.

16.4 Entire Agreement

This Privacy Policy, together with the Website Terms and Conditions, Cookie Policy, and any individually negotiated and signed service agreements, constitutes the complete agreement between you and Geovision Services with respect to Website privacy, data protection, and related Website use.

These documents supersede and replace all prior discussions, negotiations, representations, warranties, understandings, or agreements, whether oral or written, relating to the same subject matter.

16.5 Assignment

You may not assign, transfer, delegate, sub-licence, or otherwise dispose of any of your rights or obligations under this Policy without the prior written consent of Geovision Services. Any purported assignment in violation of this clause is null and void.

Geovision Services may freely assign or transfer its rights and obligations, including in connection with a merger, acquisition, restructuring, or sale of business assets, without your consent and without liability to you.

16.6 Relationship of Parties

Nothing in this Policy creates, implies, or constitutes a partnership, joint venture, employment relationship, agency, or fiduciary relationship between you and Geovision Services. Both parties are independent, and neither has authority to bind the other in any manner.

17. Contact Information & Privacy Enquiries

If you have any questions, concerns, requests, or feedback relating to this Privacy Policy, the Website, our services, or your data rights, please contact Geovision Services through the channels below. We are committed to acknowledging enquiries within 2 business days and providing substantive responses within 5 business days where reasonably practicable.

For all data subject rights requests, please address your correspondence specifically to the Data Privacy Officer and mark the subject line clearly as Data Subject Request – [Your Name].

Legal Attestation & Publication Notice

This Privacy Policy has been drafted to support transparency, responsible data governance, user protection, and lawful digital operations. It is intended to provide clear information about how Geovision Services handles personal data, cookies, privacy enquiries, and related Website interactions.

Users are encouraged to review this Policy regularly and contact Geovision Services if they require clarification regarding privacy, data protection, cookies, Website use, or related legal enquiries.